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HomeMy WebLinkAbout1999 [07] Jul 22 . CITY OF ST. JOSEPH II First Avenue NW ',0. Box 668. ;1. Joseph. MN 56374 320) 363-7201 °ax: 363-0342 Meeting Notice ,. St. Joseph Economic Development Authority Thursday, July 22,1999 8:00 a.m. -----~ vlAYOR Kenneth J. Hiemenz 8:00 a.m. Closed Session - Chair ':::LERK! ~ EDA Director Performance Evaluation - Board Discussion ADMINISTRATOR Rachel Stapleton 8:15 a.m. Open Session - Chair ~ Summary of ED A Director Performance Evaluation COUNCILORS ~ Merit for Action - Step Increase in Base Salary Bob.Loso Cory Ehlert 8:25 a.m. Approval of Minutes Ken Twit Wiedenfuer ~ June 21, 1999 8:30 a.m. Year 2000 Economic Development Authority Budget Proposal - Director ~ Discussion on 1999 Expenditures and Proposed Year 2000 Budget Items ~ Proposed Hearing - August 12, 1999 City Council Meeting 9:00 a.m. Other EDA Business - Director ~ Benchmark Survey '- St. Cloud Area Economic Development Partnership ~ Residential Development Projects r EDA Televised Meetings ~ St. Cloud MfC Study ~ West Metro Corridor Study . . Unofficial Minutes - EDA Board Pursuant to due call and notice thereof, the Economic Development Authority for the City of St. Joseph met in regular session on Thursday, July 22, 1999 at 8:00 a.m. in the St. Joseph City Hall. Members Present: Chair Kenneth J. Hiemenz. Board Members Ken Twit, Mike Deutz and Ross Rieke. EDA Director Chad A. Carlson. Absent: Bruce Gohman. Chair Hiemenz opened the meeting and stated the EDA Board will conduct a closed meeting to complete a performance review of the EDA Director, Chad A. Carlson. The meeting was opened at 9:20 a.m. whereby Chair Hiemenz stated that the EDA Board was pleased overall with the performance of Carlson. Twit made a motion that the EDA Board accepts the Employee Performance Review as favorable. The motion was seconded by Rieke. Discussion: Chair Hiemenz further stated that Item #1 of the Employer Evaluation is changed from "Average" to "Above Average" and comments to Item #1 include the added duties of the Planning Commission Secretary position as of February 1, 1999. Twit confirmed that the originals ofthe Employee and Employer evaluation forms are placed in Carlson's employee file. . The motion passed unanimously by those present. Rieke made a motion to increase the salary ofthe EDA Director to Step 4, Class 9. The motion also clarifies that the increase will be retroactive to June 10, 1999. The motion was seconded by Deutz and passed unanimously by those present. Approve Minutes: Rieke made motion to approve the June 21, 1999 minutes as presented; seconded by Deutz. Discussion: Chair Hiemenz stated that the minutes should reflect the absence of Board Member Twit. The motion to approve the minutes with the corrections was passed with the following vote: Ayes: Chair Hiemenz, Deutz and Rieke Nays: None Abstain: Twit Motion Carried Rieke suggested that City Office personnel be available for the EDA Board to take minutes for the meeting. The change would allow the EDA Director to participate in the discussion without concerning himself with taking minutes. Carlson stated that due to the current office duties, it is not feasible at this time to take personnel out ofthe City Offices. Carlson further stated that taking minutes during the meeting is not distracting and will continue to take the minutes if it pleases the Board. The EDA Board expressed their appreciation for Director's cooperation and accuracy ofthe minutes. 1999 Expenditures to Date: Carlson presented the mid-year expenditures to the EDA Board and made comment to the following budget items: . ~ Engineering: Engineering is over budget at this time due to the final design requirements of the Business Park. According to the City's Engineer, these expenditures will be included in the final cost of the project and will be covered via assessments to the overall project area. . ~ Office Supplies: Office Supplies are over budget due to an account for maintenance service set up with KLN Distributing, computer technicians. Due to a hard drive failure on the Director's computer, the contract was entered into with KLN Distributing for future service. This contract will become a budgeted item in future years. Twit questioned if this expenditure was in the right account or should it be placed under computer hardware or software accounts. Carlson stated that he would discuss the KLN account with Judy Weyrens, Deputy Clerk. ~ Professional Services: Professional Services is over budget due to the cost ofthe Housing Study, initiated by the EDA, and the Certification of the Borgert TIF District. Carlson stated that a grant in the amount of $3,450 was secured fÌ'om the Initiative Foundation to cover a majority of the Housing Study and the Borgert's financial deposit will cover the certification. With these revenue sources, the budget category is within budget. ~ Computer Software: Computer Software is over budget due to the cost of the Quick TIF Administrative Software. The software will be utilized to administer TIF Districts in an efficient manner. Judy Weyrens, Deputy Clerk, stated that the City Office will consider covering half of the expenditure for the Quick TIF software since it is the responsibility of the City to submit the reports to the County and State Auditor. Carlson stated that he will assist Weyrens in completing the reporting requirements. Discussion on Mid-Year 1999 Expenditures: Twit questioned why the EDA Board did not budget for postage in 1999. Carlson stated it may have been an oversight by the Department and EDA Board assuming it was being paid by the . City's postage budget. Year 2000 will have a budgeted amount for postage. Deutz suggested that the EDA Board have a revenue sheet to correspond with the expenditures. Thereby, matching certain expenditures with outside revenue sources. Twit requested that future financial reports be in Balance Sheet form in order to compare expenses versus revenues. 2000 Budget Request: Carlson presented the Year 2000 EDA Budget. Chair Hiemenz suggested that a budget line item titled "Y2K" is included in the budget in the event certain issues arise with the EDA equipment during the upcoming year. The amount to include in this line item will be $100. Carlson stated that the only piece of equipment that would cause problems is the telephone. The EDA's computer system is Y2K ready. Deutz questioned the amount in the Advertising line item and the intent for the fimds. Carlson explained that a portion of the funds would be used for the completion ofthe community and industrial park brochure. Carlson further stated that once the industrial park has tenants, the EDA Board needs to consider an entrance sign to the industrial park, off ofCSAH #75, identifying our business community in the industrial park. Twit clarified the fimding levels in Software, Dues and Subscriptions, and Travel and Conference. Twit stated that training and education is seen as priority for the City employees and questioned if the EDA budget reflects this priority. Carlson stated that the funding levels in each of the budget items would be sufficient for the Year 2000. Rieke stated that the Director has prepared a lean budget for 2000 and has been very prudent in running the . EDA Department within budget. Twit further stated that he approves ofthe 2000 Budget and will endorse the EDA Budget to the City Council with no room for line item cuts. . Deutz made a motion to accept the EDA Budget for the Year 2000 as presented and to include a Y2K line item with a funding level of $ I 00. The motion was seconded by Twit and passed unanimously by those present. Other Business: Sf. Cloud Area Economic Development Partnership: Carlson presented a St. Cloud Area Economic Development Partnership Benchmark Survey to the EDA Board members. The Benchmark Survey is being distributed by the Partnership to gain an understanding of its members on what the Partnership is and does. The surveys are to be completed and sent to the Partnership no later then July 30, 1999. Residential Projects: Carlson infonned the EDA Board that he has been working with three separate residential developers interested in doing student housing, multi-family housing and single family home construction. Due to the housing study that indicated 0% vacancy rate for multi-unit rental complexes, developers have approached the EDA Office for assistance. Due to the high cost of multi-unit developments, developers have a hard time keeping the cost down to reach the market rate rent for the St. Joseph Area. Market rate rent levels for the St. Joseph Area are between $550 and $650 a month. Carlson infonned the EDA Board that there may be a proposal to use Tax Increment Financing for these projects to meet the needs of the community. Carlson will keep the EDA Board aware as these project progress. Televised EDA Meetings: Carlson questioned the EDA Board whether the decision not to broadcast the EDA Board meetings over the community cable channel was a firm decision. Twit stated that the confidentiality of certain projects may only raise addition questions fì:om the general public regarding all the secrecy. Rieke further stated that the . EDA Board meetings are open to the public and can be attended by anyone interested in items on the agenda. Twit stated that main point ofthe discussion at the July 15th Council Meeting was the hour in which the EDA Board meets. Councilors expressed their concern that morning meetings are inconvenient for the general public to attend and should consider evening meetings. Carlson stated that due to the schedules and business commitments of the Board Members, morning meetings are required. The EDA Board members came to consensus for the record that EDA Board Meetings will not be broadcast over the Community Cable Channel 3 and the meetings will continue to be conducted at 8:00 a.m. General public is welcome to attend the meetings. Sf. Cloud MTC Study: Carlson infonned the EDA Board that Chair Hiemenz and himself had been selected to serve on a consultant selection team for the St. Cloud MTC regarding a study to improve the MTC's service. Included in the study is the option of providing extended bus transit service to the communities of Sartell and St. Joseph. Deutz expressed his concern regarding the potential negative impacts to the business community by taking residents dollars to St. Cloud. Carlson stated that the consultants will be conducting interviews with each business to gain knowledge of their concerns and needs regarding mass transit service in the 8t. Joseph Area. Rieke stated that past studies have shown bus service to St. Joseph is extremely expensive and rider-ship numbers would have to be high to support the system. Rieke suggested that the City should revisit volunteer service for the community residents with transportation needs. Hiemenz suggested contacting . Dale Victor to check on the status of his service. West Metro Corridor Study: . Carlson presented infonnation of Chair HÏemenz and his involvement with the West Metro Corridor Study. The study will research transportation options of providing an alternate Sauk River crossing to alleviate the congestion on the 8th Street Bridge. St. Joseph has been asked to participate as one of the corridors may impact future development on the east end ofthe Township. Other Items: Deutz questioned the status of the Mugg Farm development on the east end ofSt. Joseph Township. Carlson stated that the City is in a monitoring role and will take action once a development plan is presented to City for the property. Chair HÏemenz infonned the EDA Board that the will be having discussions with the City of Cold Spring regarding an alternative sewer district and potential options of joining this new district for the City of St. Joseph. Next EDA Board meeting is scheduled for Wednesday, September 8, 1999 at 8:00 a.m. Adjourn: The meeting was adjourned by consensus at 10:40 a.m. øØ!:~ ._--._.~.- Chao A. Carlson Economic Development Director . .