HomeMy WebLinkAbout1998 [08] Aug 25
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August 25, 1998
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Minutes-City Council/City Hall Task Force Working Sesswn
Pursuant to due call and notice thereof the City Council and the City Hall Task Force met
in special wOrking session on Tuesday, August 25, 1998 at 4:00 p.m. in City Hall. I
City Council Members Present: Mayor Kenneth J. Hiemenz; Councilors Bob Loso:
Mary Niedenfuer, Ken Twit. Clerk/Administrator Rachel Stapleton. Cory Ehlert absent. I
Others Present: City Hall Task Force Members Chad A. Carlson and Mike Deutz.
Mayor Hiemenz called the meeting to order at 4:00p.m.
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Carlson presented a report by the City Hall Task Force to the City Council on the
research and building costs associated with the construction of a new or remodeled City
Hall. The Task Force recommendation is to repair the existing City Hall by completing
the necessary repairs as stated in the Conlon Construction estimate. The Task Force
also recommended that the building stay in ownership of the City and continue to be
used as a public facility. '. I
The Task Force is also recommending the demolition of the City Hall Annex when ~
suitable location is established for the City Offices. The demolition will provide additionai
parking for the downtown area and the City building. I
Discussion by the City Council and Task Force members regarding quotes from Conlon
Construction and DM Building Corporation continued. The City Council suggested that i
additional quotes and detail of Cenlon's quote be provided to the City Council at a later
date.
Mayor Hiemenz questioned the quote from Horizon Roofmg. Loso stated that the quote
from Horizon was to repair the damage that occurred last winter.
Deutz stated that the quote from Hagemeister and Mack Architects to renovate the
existing City Hall seemed excessive. Tom Peck of Hagemeister and Mack explained
the details of the quote and the amount of work required. Peck stated that the costs
could be reduced with the use of cubicles and other unique office arrangements. It was
also noted that the quote presented by Hagemeister and Mack was for construction of a
facility to house both administration and police.
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Mayor Hiemenz stated that if the City were to sell the building to another party, a minimal'
amount of repairs would have to be made (i.e. roof and interior damage).
Deutz stated that the Task Force recommends the City retain ownership of the City Hall
and continue it's plJblic use. Loso also stated that plans for the water treatment plant
and future expansion of the facility must be considered. Hiemenz concurred with
retaining ownership of the property. Discussion continued on the possible uses of the
building and those present agreed that the building needs repair regaròless of its
function.
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Hiemenz also reported that a water leak has been discovered in the hallway and in the
bathrooms of City Hall. The water is coming through the floor from some unknown
source. The leak may be coming from the water main that enters the building. Deutz
suggested that the bathrooms be brought to ADA standards if repairs involve removal of
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August25,1998
the floors and walls in the bathroom area. Deutz also suggested that the City Council
take action to make the necessary repairs to the building for future uses.
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Loso made a motion to make the repairs the to the roof of City Half based on the
recommendation by Conlon Construction, with the remaining repairs to the siding and
interior work to be determined at a later date when the future use of the building has
been~ecided; seconded by Niedenfuer.
Discussion: The Council requested the solicitation of additional bids for the work to be
completed. Bids will be solicited with the following options:
Option 1) Repair of the roof with a pitch of (118:1)
Option 2) Repair of the roof with a pitch of (4:12)
A detailed description of the work to be completed must be included in the bid along with
a warranty options on the roof. Further repairs to the exterior and interior of the building
will be considered when the future use of the building has been dedded. After a lengthy
discussion, Loso called the question.
Ayes: Hiemenz, Twit, Niedenfuer, Loso,
Nays: None Motion Carried.
Carlson reported on the 20 Year Space Need Assessment as deve'loped by the City's
Department Heads. A lengthy discussion continued with the merit of the Space Needs
Assessment including the need for some of the space listed, and the use of some unique
office arrangements to reduce space needed and associated costs.
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Deutz suggested that the City explore the Albany City Hall as an affondable example. A
building such as Albany's will cost approximately $500,000 for 9,800 sq ft. Deutz also
suggested the City Administration function in the building to meet their immediate needs
and then develop a plan to expand in the future, if needed. Hiemenz stated that most of
the needs on the 20 Year Space Needs Assessment are immediate.
Loso stated that space needs could be disrossed at great length and recommended a
separate meeting be scheduled to do so. Loso also requested that the Council give the
Task Force a direction on the five potential sites listed in the report so that the Task
Force may narrow their foros.
Carlson continued with a report on the three sites available for new construction.
Carlson attended a recent workshop offering details on grants offered through the
Redevelopment Grant Program. According to State Officials, the out-state area will only
be allocated $500,000 of the $2,000,000 in each round. The dollar amount available is
extremely less then originally indicated.
The Krebsbach site is the only site out of the three that will be eligible for the funds due
to the site cleanup necessary, downtown location, and the lot bein!~ vacant at present.
The City is eligible to apply for the funds, but we will not score highl'y.· However, DTED
stated that the merit of the project is not solely based on points scored.
The consensus of those present was that the EDA Director should pursue an application
in April for the Krebsbach site, as the October deadline could not bE~ met due to the
many requirements of the grant application. However, a grant application can not be
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August 25, 1998
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submitted on speculation. Therefore, the City Council needs to determine the location of
a facility before a grant application may be submitted.
Hiemenz presented information on the proposed Event Center project and the financial
impact to the City. With a .5% tax on taxable goods, the City would generate $80,000
for the Event Center Project. However, the proceeds from the sale of the bond to build
the Event Center would generate an income stream for the community to finance
community projects. At a rate of 5.25%, the bond would yield $147,444 for the
community. More information will be available later this month. Councilors stated their
support of the project, but additional information is needed. One common concern was
the O&M costs of the facility and who will be ultimately responsible for those costs.
Niedenfuer requested clarification of the Event Center funds and how they could be
used. Hiemenz stated construction of a City Administration building would be a qualified
expenditure of these funds. I
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Carlson continued with the Task Force report listing other sites available in the
community. Discussion of possible sites centered on the following locations: the
Roth/Roske property, Krebsbach property, and the Roske property east of 41t1 Avenue
NE. A lengthy discussion followed on the possibility of moving City Offices to the Fire
Hall area, three blocks fromthe current downtown, and other possible building
scenarios.
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Loso asked that the Council choose one or two scenarios for the Task Force to research'
further. The City Council directed the Task Force to concentrate in three areas and
Carlson summarized the following items for further consideration by the Task Force:
(1) Research and follow up with the option of purchasing the First State
Bank building for the City Hall and City Offices
(2) Research and develop costs for renovating the existing City Hall
strictly for the use of the Police Departments
(3) Pursue the State Redevelopment Grant program for the Krebsbach
property in April, 1999.
Twit suggested that the group continue to narrow the focus of the Task Force by
.eliminating some of the building schemes presented in the report. The Task Force was
recommended to concentrate on Schemé B in relation to the Roske/Roth property and
develop different square foot scenarios. With scheme B, two building recommendations·
where made:
1) Steel Construction, with brick facade; and
2) Basement included with the project.
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Twit also suggested that scheme D be turned to run the building east and west. Carlson.
stated that the building was arranged on the drawing with the assumption that
ingress/egress would be on Minnesota Street. The building could be turned, but access
onto Minnesota Street and some parking would be lost. Loso clarified that these
scenarios are new construction and can be arranged in any manner.
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The Councilors and Task Force discussed thè final option presented in the report,
remodeling Sal's Bar and Grill. The facility has 7,304 square feet of dear span building.
Renovations and purchase of the building is-estimated at $650,000 to $700,000.
Discussion followed regarding access, parking, location and the possibility future
expansion. Stapleton stated the access issue was resolved. The current space
occupied by the City Administration and P01ice would use all but 200 square feet of
available space. Therefore, expansion would be an immediate neEd Consensus of the
City Council and Task Force was not to include Sars as a possible location as this time.
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The discussion was summarized and tasks were assigned to the City Hall Task Force as
discussed earlier.
The working session was concluded WITh the Task Force adjouniing at 6:25 p.m. and the
City Council in recess unbT7:00 pm.
¡2'ø&-
Chad A. Carlson
City Hall Task Force Chair
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August 25, 1998
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Pursuant to due call and notice thereof the City Council for the City of St. Joseph met in special
on Tuesday, August 25, 1998 at 7:00 p.rn. in City Hall.
MEMBERS PRESENT: Mayor Kenneth J. Hiemenz; Councilors Bob Loso, 'Cory Ehlert, Mary
Niedenfuer, Ken Twit. Clerk/Administrator Rachel Stapleton.
OTHERS PRESENT: Joseph Bettendorf, Jeanne SChirmers, JoAnn Rocheleau, Gary Heltemes,
Phil & Anita Janey, Kelly & Paul Beniek, Larry Hill, Gary UtsCh, Steve & Cindy Lovold, Irwin P.
Klocker, Glen Faber, Ralph Schmitz, DanPueringer, Bill Clark, Art Schloemer, Brent
Millesmoen, Jeff Palm.
Mayor Hiemenz called the hearing to order with all Councilors present.
He stated the purpose of the meeting is to conduct a public improvement hearing to consider the
making of an improvement extending water and sewer along 90th and 9151 Avenues from East
Minnesota Street to East Baker Street.
City Engineer Joe Bettendorf discussed the proposed project and three options. Option 3
includes the Whole project as described, with Option 1 extending water to the assisted living
facility only, Option 2 would extend water along the West Side of 9151 Avenue and defer
assessments to homes in the Township. Bettendorf discussed the estimated costs and
assessments for each option. The estimated total project cost of Option 3 is $254,650. He
further discussed water and sewer hookup charges and sewer trunk charge.
Bettendorf discussed comparisons of assessments to previous projects in the area.
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Gary Utsch stated he was assessed $6,000 for sewer service to hiS property with the water
asSessment being lower at that time. Utsch is interested in municipal water service and now the
costs are reversed with the water assessment approximately $6,000 and sewer assessment at
$4,374. Bettendorf stated the restoration costs were prorated on both water and sewer
assessments. He stated we may have to review some of these costs to see ifthey can be
mitigated to some extent.
Another question was that with the proposal in 1992 included roadway improvements with
anticipated assessments of.approximatelY $20,000. Bettendorf stated some road restoration is
included in this project.
Larry Hill asked if the project construction is in the winter, when would they be required to hook
up to sewer. Answer - The residents would be given up to one year, and possibly longer if their
septic meets certain criteria.
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Stapleton discussed annexation fees, $100 minimum (imposed on the area as a whole and would
be prorated per parcel) or $5 per acre.
A question was asked if the residents will have a voice in the location of the stub into their
property. Yes, we will work with the residents and try to accommodate them.
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Glen Faber asked when the residents would be required to hook up to the utilities. Sewer
hookup is required within 12 months normally, and residents are not required to hookup to water
even if it is available.
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All residents who are serviced by either water or sewer need water meters. The sewer use is
determined by the amount of water used. If residents have their own well they may continue to
use it, they may not tie the municipal system to the well water system. They must be kept
physically separate. The residents will have to individually hire their own corltractor to connect
the service from the stub at the main to their residence and have a contractor install a water
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meter. Contractors are required to be licensed to work in the City. Requirements for a license
are proof of insurance, ~onding and a small fee.
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Some residences have lift stations. Bettendorf stated plans will try to make the sewer deep
enough as elevations permit, allowing removal of the lifts in the homes,
Stapleton discussed the annexation process according to the Orderty Aflnexation Agreement,
and stated these properties are all in the 5-year annexation zone.
Dan Pueringer asked about drainage and if there was need for more holding ponds. Bettendorf
stated curb and gutter will not be included in this project. If it is installed in the Mure it would be
assessed back to the property owners, but he does not anticipate its inslallalion for many years.
90th Avenue will be replaced as is, but will essentially be a new street. 9151 Avenue will not be
redone, but ifthe street is sound it should last another 5 -10 years.
Art Schloemer asked about the hookup fees, if they may be assessed (not an option due to
bonding requirements).
There was further discussion of all the costs associated with this improvement. Costs are as
presented in the letter including, the assessments, hookup fees, inspection fees, truck sewer
charge, and water meter. In addition to these costs to be paid to the City, eaclh property owner
will be required to hire a contractor to connect the residence to the stub in at the main, and to
install a water meter.
Jeff Palm requested the City keep the costs within a 20% window. Bettendorf informed the
people that if the bids come in considerably higher than the estimate, the' residents will be called
in for another meeting.
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A resident asked if additional work could be done on their driveway. Bettendorf stated individual
property owners may make separate agreements with the contractor for other improvements to
their property. On being asked if culverts will be replaced, Bettendorf responded if the project
would require it.
Butch Klocker stated he has City sewer and water and really appreciates it. He recommended
the people support this project for their own benefit, as the cost of it is appropriate, and will only
increase in the future. Klocker also asked why the pond behind his residence will be increased
when it never has any water in it. Bettendorf stated it is designed to accommodate the drainage
from a larger area if the event of a flood. We hope it will not happen but wish to plan
development by providing for such events.
A resident stated he has a signed agreement with a refuse hauler for several months. The City
agreed to work with him in this matter. Water, sewer and refuse rates were discussed.
On discussion of the time line for the project, and winter construction problems, Bettendorf stated
the water could be extended to the assisted living facility this fall with the balance of the project
to be constructed next spring, if weather would not allow fall construction. The sod inslallation
may not be done until next August in order to get the best growth.
Several persons stated they would rather detain the project for a while, as they do not need the
services now.
Gary Utsch stated he wishes to see the whole project be done as planned.
The assessment payments were discussed, 1) pay in full before certification, 2) make a partial
payment with certification of the balance, and 3) certification of the total assessment. The
interest rate on the assessments is normally about 1 Yo percent at)ove the bonding rate.
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It was agreed the City Office WOuld send out a polling ofthe residents prJposed to be annexed,
with a response requested by September 1. i
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RIGHT OF WAY ACQUISITION FOR 12TH AVENUE SE - KOSTRESA PROPERTY: The City'
Council received an estimate of value from City Assessor Ollie Lesnick on .136 acres of a parcel
of property owned by Ron and Cheryl Kostreba. This property is needed for right of way for 12th
Avenue SE. The estimate of value follows: The total parcel of property is 1.17 acres at $.45
persquafe foot or a total value of $22,900. Therefore the split is 5,924.16 s.f. = $2,556.87.
Loso made a motion to accept the estimate of value as presented and to have this property
value represented to Ron and Cheryl Kostreba as an offer; seconded by Twit.
Ayes: Hiemenz, Loso, Ehlert, Niedenfuer, Twit.
Nays: None. Motion carried.
There was other discussion on drainage problems, washed areas and the impacts, as well as
possible solutions in Pond View Ridge,
ADJOURN: Twit made a motion to adjourn at 9:10 P.M.; seconded by LoSe.
Ayes: Hiemenz, Loso, Ehlert, Niedenfuer, Twit.
Nays: None. Motion carried.
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Rachel stapleton
Clerk/Administrator
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