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HomeMy WebLinkAbout[04a] Minutes, September 19 September 19, 2016 Page 1 of 5 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Monday, September 19, 2016 at 6:00 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schultz, Councilors: Dale Wick, Matt Killam, Bob Loso. Administrator Judy Weyrens. Member's Absent: Renee Symanietz City Representatives: City Engineer Randy Sabart, Finance Director Lori Bartlett, Community Development Director Therese Haffner, Public Works Director Terry Thene Others Present: Public Comments: No one present wished to speak. Agenda Approval: Loso made a motion to approve the agenda with the addition of item 8d, Welcome Sign and item 8e, City Facilities. The motion was seconded by Killam and passed unanimously by those present. Consent Agenda: Schultz made a motion to approve the consent agenda. The motion was seconded by Wick and passed unanimously by those present. a. Minutes—approved the minutes of August 22, 2016 and August 29, 2017. b. Bills Payable—approved payment of check numbers 050944-051054, Payroll EFT #001243-001253 and Accounts Payable EFT#001747-001749. C. Jasmine Lane—authorized the release of 80% of the escrow funds for Jasmine Lane and completed storm sewer reimbursements. d. MN OSHA Grant—Accepted the MN OSHA matching safety grant to install bullet proof materials in the new Government Center. e. Treasurer's Report—Accepted the Treasurer's Report as presented. f. Donations—Accepted the donations and their purposes as presented. g. Outdoor Liquor Permit, Bad Habit—Authorized the Mayor and Administrator to execute an Outdoor Liquor Permit for Bad Habit Brewing for an event to be held on October 10, 2016, between the hours of 2 PM and 6 PM. Discussion: Wick questioned if releasing 80% of the escrow for Jasmine Lane would allow the City to have enough funds in case the City were to need to do something. Sabart stated the remaining 20% of the escrow would be sufficient. Killam questioned the date of the Outdoor Liquor Permit for Bad Habit Brewing, stating the application shows a date of October 8th rather than October 10th. Weyrens stated the correction will be made. Engineer Reports Field Street— Fence Request: Sabart stated staff had met with property owners on Elena Lane that would be abutting Field Street. The residents had concerns in regards to how close the road and trail would be to their lots as they have small children. Sabart stated the right turn lane abuts their property and the residents thought the road would have a 10 foot setback. Since that meeting the residents have submitted a letter requesting alternatives regarding the construction of fencing along their back yards. Sabart clarified that the City Ordinance allows fences to be constructed adjacent to the property line, provided the fence is maintenance free; however, if the property contains an easement, the fence must not be located within the easement area. The property being discussed contains a 15 foot utility September 19, 2016 Page 2 of 5 easement with actual pipe below the easement. The City allows property owners to encroach the easement with a fence with an agreement, provided infrastructure is not below the easement. The property owners are requesting either the City construct a fence in the ROW easement or allow them to build fences within the 15 foot easement. Sabart reiterated the City's practice is to not allow a fence over an easement in the event that the piping underneath would need to be accessed. If the piping would need to be accessed then the fence would be torn down at the owner's expense. Weyrens stated there are four residential homes that will directly abut Field Street, and of those, two have already constructed fences. One of the fences was issued in error, allowing it to be built in the easement. The other permit was issued this year and the property owner was required to stay out of the easement. If the Council is inclined to allow the fence in the easement area, a Memorandum of Understanding (MOU)should be drafted and executed outlining the conditions and responsibilities. This document would then be recorded on the property in the event the property is sold. Loso's concern is setting a precedent. There is an ordinance stating no fences are to be built over easements and by allowing one, the City would need to allow them all. Wick concurred with Loso, but stated that in this case it is a fence that abuts a collector. He understands that the majority of fence requests about back yards or other residential properties. Therefore it is a distinguishing factor, not setting precedence. Loso made a motion to approve the allowance of fencing within the easement along Field Street, authorizing staff to execute a Memorandum of Understanding with the property owners at 402, 406, and 410 Elena Lane. The cost of the MOU and recording shall be the responsibility of the property owners. The motion was seconded by Wick and passed unanimously by those present. Preliminary Budget: Weyrens and Finance Director Lori Bartlett presented the final preliminary 2017 Budget. Weyrens stated since the last council meeting, staff has not received any additions or reductions for the budget. During the development of the 2017 budget, the Council discussed proposed capital improvement projects. Sabart provided the Council with an overview of the proposed 2017 projects which include the following: • Media replacement at Filtration plant#1 • Installation of permanent generators and two lift stations. • Paving of the alleys in the Central Business District • Overlay of some residential streets. • Extension of the trail on Minnesota St W Loso questioned the alleys for which improvement is scheduled as he would like the alleys between Ash/Birch and College Avenue/1St Ave improved. Sabart stated that the proposal is to include all the alleys between Minnesota Street and Ash Street and between College Avenue and 1St Ave NW. Weyrens clarified that the Council has not approved the projects; rather they are being considered for 2017. Weyrens presented the following highlights for the 2017 budget: • Funds to study the potential utility extension to the East Industrial Park. This effort would include planning for 2017 and potential construction in 2018. • Partial funding for a ninth patrol officer. This position is contingent upon receiving COPS grant funding. • The proposed budget does not include use of sales tax funds to offset the levy for the Government Center, as this can be determined at the final budget hearing. • Park projects have not been included in the proposed budget as the Council should have discussion on the Sales Tax funds and how they will be utilized. September 19, 2016 Page 3 of 5 • The proposed budget does include some funds for recreation programing. • The impact of the proposed budget is estimated to be somewhere between three and five percent. Once the City receives the final growth numbers that actual impact will be determined. Weyrens clarified that the proposed expansion of the Wobegon Trail between St. Joseph and St. Cloud is anticipated to begin in 2018. The City has previously agree to contribute up to $ 200,000 for the portion of the trail that is located within the corporate limits. Weyrens questioned the Council if the funds they allocated towards the extension of the Wobegon Trail from St. Joseph to St. Cloud was contingent upon the other area Cities contributing to the extension as well. Neither Waite Park nor St. Cloud have contributed and the County is soliciting donations to cover the amount remaining. General consensus of the Council was to send a letter to the County stating the Cities contribution is contingent upon the participation by the other partners for the trail extension. With regard to the Budget, Weyrens stated that the Council must officially approve a preliminary budget by the end of September. Once the preliminary budget is established the Council can decrease the budget; however, they cannot increase the levy. Wick made a motion authorizing the Mayor and Administrator to execute Resolution 2016-046 Adopting Proposed 2016 Tax Levy, Collectible in 2017 in the amount of$2,002,920.00 and setting the public hearing for the final budget on December 5, 2016 at 6:00 PM in the council chambers. The motion was seconded by Schultz and passed unanimously by those present. Committee Reports Joint Planning Board: Schultz stated the Joint Planning Board approved the Interim Use Permit for the St. Joseph Sand & Gravel for a 5 year term, with the option for an additional 5 year term. The proposal was to extend the mining an additional 19 acres towards County Road 2. Administrator Reports Lease Extension — ISD 742: Weyrens presented a draft least for the Community Center space with ISD 742. The District is requesting to remain in the space for an additional 12 months to allow for construction of a facility to house the Early Childhood Program. The District has approved the construction on the Discovery School site. Weyrens stated that the District has indicated that as part of their negotiations to remain in the facility for an additional 12 months, they agreed to participate in Tax Abatement for the Country Manor Project which resulted in $145,000 to help offset the cost. The District has also agreed to remove the provision whereby the City pays up to 50%of the maintenance up to $15,000, and the City will bill the District for 60% of the utilities and 50% of the refuse. Loso expressed opposition to the District occupying the space rent free. Weyrens stated the school district did not have to participate in the tax abatement which is more than what the City would receive if paying rent. Loso added he would like to have some rent received from the District in order to help pay for the operation of the Community Center. Wick agreed with Loso that rent should be received for occupation of the space. Killam questioned if the District has the ability to move, to which Weyrens stated yes. Wick moved to table execution of the Lease Agreement between the City of St. Joseph and ISD 742 to allow for further negotiations for rent. The motion was seconded by Loso and passed unanimously by those present. September 19, 2016 Page 4 of 5 Architectural Services—Colts Facility: Weyrens presented a proposal from HMA to assist the Community Center Committee in converting the existing facility into a Community Center once the school vacates the property. Schultz added the community center group toured the building but need help putting together concrete ideas. The funding for the use of HMA's services will be funded through the half cent sales tax. Loso stated he would like to see the plans the community center group has come up with and who is part of the committee.Wick suggested putting the item on the next council agenda along with the plans created by the committee. Loso added he likes the idea of hiring HMA to facilitate the process, but would like to see them report back to the Council rather than to the community center committee. Loso made a motion authorizing the execution of the proposal between the City of St. Joseph and HMA to prepare concept plans for the renovation for the existing facility at 124— 15t Ave SE to a Community Center adding language that HMA will report directly to the Council. The motion was seconded by Wick; motion carried. Aye: Wick, Schultz Loso Nay: Killam Motion Carried 3:1 Comprehensive Plan Update: Weyrens stated the City has been discussing the need to update the Comprehensive Plan. The City has not completely updated the Comprehensive Plan since 2002; however, there were some land use amendments made in 2008. Staff has prepared an RFP for distribution soliciting proposals from qualified consultants. The RFP process would include a Comprehensive Plan Selection Committee to review RFP's based on predetermined evaluation criteria. The selection committee would include the Administrator, Community Development Director, a Councilmember, Planning Commission member, and an EDA member. Loso made a motion to approve and initiate RFP process authorizing distribution of the request for proposals. The motion was seconded by Wick and passed unanimously by those present. Government Center—Generator: Weyrens stated that staff has discussed the potential installation of a permanent generator at the Government Center. Once the center is complete this facility will service as the main communication center in the event of an emergency. Staff has worked with Design Electric to secure an appropriate sized generator for the facility. The estimated cost to purchase and install the generator is $ 60,000. The generator will be funded with contingency funds. Wick made a motion authorizing the purchase and installation of a generator for the Government Center. The motion was seconded by Schultz and passed unanimously by those present. Welcome Sign: Weyrens stated staff has been working with Xcel to obtain an easement at their transfer station out on County Road 3 to install a Welcome to St. Joseph sign. City Staff is reviewing alternative sign construction and hope to bring back a design that is not built on footings so it would be easier to move. Xcel is requesting $1,000 for the easement for 25-30 years. Loso made a motion authorizing staff to execute the easement agreement with Excel Energy for the welcome sign. The motion was seconded by Wick and passed unanimously by those present. City Facility:Weyrens stated the Council had signed an exclusive agreement with Jon Petters to facilitate the sale of the current City Office building. Petters is requesting an extension as he is currently working with someone for the potential sale of the building. Weyrens suggested having the agreement extended until October 3, 2016. September 19, 2016 Page 5 of 5 Wick made a motion extending the agreement with Jon Petters for sale of the current City Hall building until October 17, 2016. The motion was seconded by Loso and passed unanimously by those present. Mayor Reports: Schultz stated this weekend is going to be busy in the City. On Saturday, the St. Joe Jaycee's Fall Fest and the St. John's football game. On Sunday is the Millstream Arts Festival and the Jacob Wetterling Memorial service. Admiourn: Killam made a motion to adjourn at 7:08 PM; seconded by Schultz and passed unanimously by those present. Judy Weyrens Administrator This page intentionally left blank