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HomeMy WebLinkAbout2016 [11] Nov 14 November 14, 2016 Page 1 of 5 Pursuant to due call and notice thereof, the City Council for the City of Joseph met in regular session on Monday, November 14, 2016 at 6:42 PM in the St. Joseph City Hall, opening the meeting with the Pledge of Allegiance. Members Present: Mayor Rick Schuitz. Councilors Matt Kiilam, Dale Wick, Bob Loso, City Administrator Judy Weyrens. Members Absent: Renee Symanietz Citv Representatives Present: Police Chief Joel Klein, Finance Director Lori Bartlett, City Engineer Randy Sabart, Community Development Director Therese Haffner, Public Works Director Terry Thene. Others Present: Frank Lee, Joe Prostrollo, Cory Ehelrt Apqrove Aqenda: Wick made a motion to approve the agenda with the addition of item 6.5 Request for Sewer Televising. The motion was seconded by Schultr and passed unanimously by those present. Consent Aaenda: Wick made a motion to approve the consent agenda as follows; seconded by Loso and passed unanimously by those present. a. Minutes—Approved the minutes of October 17, 2016. b. Bills Payable—Approved check numbers 051189-1051321, Payroll EFT#001266-001277 and Accounts Payables EFT#001756-001759. c. Treasurer's Report—Accepted the October 2016 Treasurer's Report as presented. d. Transfers—Authorized the 2016 operating transfers as requested. e. Government Center, Draw NO. 7—Approved payment for the contractors listed in draw#7 for the Government Center project. f. Donations—Accepted the following donations as presented:Anonymous$139.06 Archery Range, $26.52 Disc Golf, $9.05 Foot Golf; Coborns$25.00 Footgolf Open House; Y2K Lions$466.86 Squad AED; GM Drilling $1,000 Squad AED. g. 2015 1 S'Ave NE Trunk Water Main Extension—Approved application for payment No. 2 FINAL in the amount of$9,935.13 to C & L Excavating, Inc. h. 2015 Bituminous Street Improvement—Approved application for payment No. 6 FINAL in the amount of$24, 748.53 to Knife River Corp. i. Gambling Permit—Approved the Application to conduct off-site gambling for the St. Joseph Lions for an event to be held on January 20, 2017 at Sal's Bar and December 4, 2016 at Bad Habit Brewing. j. Firefighters—Accepted the recommendation of the Fire Board and appointed the following as firefighters effective January 1, 2017: Rob Lyon, Nick Curtis, Matt Kritzeck. Recreation Association:Wick stated he was approached by the a member of the Rec Association requesting the City Council renew the lease agreement between the City and the Rec Association for a period of 5 years. Wick added that prior to 2016, the lease agreements have been in five year increments. Schultz stated the lease was set to renew in 2016 and due to the declining interest in softball, the Council changed the lease period to one year. Loso made a motion authorizing the Mayor and Administrator to execute the lease agreement between the City of St.Joseph and the St. Joseph Recreation Association for a 5 year term. The execution is contingent upon the required repairs to the bleachers as the repairs must be completed prior to the start of the softball season. The motion was seconded by Killam and passed unanimously by those present. Discussion: Schultz asked if the Association is cash flow positive and what the status is for maintenance of the building. Killam stated they are running a positive cash flow and have the opportunity to increase the revenue. The Association is currently struggling with the need to repair the bleachers, Weyrens clarified that the City is insurance carrier(LCMIT) reviews parks each year to assist with reducing exposure. During this review the bleachers were noted as a deficiency and we are required to correct. The lease agreement historically and currently requires all maintenance of the bleachers to be completed by the Recreation Association. Public Works Director Terry Thene stated that he has been in contact with representatives of the Recreation Association and provided them with alternatives and associated costs. November 14, 2016 Page 2 of 5 Engineer Reports Proposed 2017 Allev Improvement: Sabart presented the Council with a preliminary overview of the proposed 2017 CBD Alley Improvement. He stated the alley improvement discussions have gone as far back as the 1990s and shared with the Council the 1995 downtown concept plan that was prepared by the MN Design Team. The drawings included sitting areas, alley archway, landscaping and centralized parking. Using this concept, Sabart stated his staff prepared three alternatives for improvements and were labeled: Concept"A" Most Enhancements; Concept"B" Some Enhancements; and Concept"C" Least Enhancements with concept"A" including the most enhancements while concept C developed the most parking. Parking spots decreased as the enhancements were added. Last summer these three concepts were presented to the abutting property owners between Coliege Avenue and 1 St Ave NW. Since the majority of the improvements would be constructed on private property, the enhancements would have to be absorbed by the property owners and could not be assessed. At that time the property owners that were presented were supportive of the alley pavement and questioned the cost of the project and were interested in minimal enhancements. Sabart stated that the same property owners were again invited to a meeting to discuss the proposed alley improvement and solicit their opinion. The four business owners that attended the meeting expressed a desire to improve the alley and complete any stormwater improvements that are needed. They did not seem interested in creating a central parking district but would be interested in minor aesthetic improvements. Sabart stated the first step in the improvement process is the commissioning of a feasibility study which identifies the project components and analysis the need and probable costs. At this time the project will identify and utility upgrades need as well as the paving. Sabart requested direction by the Council in regards to what they would like to see in the southern block in regards to vehicular and pedestrian traffic. Schultz stated he favors having pedestrian friendly improvements, but is hesitant to create a financial burden to any abutting property. Loso questioned if curb and gutter would be needed to help with drainage in the alleys. Sabart stated that while curb and gutter do direct drainage, it is not anticipated to be included with the project. Sabart added when putting the estimates together he can include the drive over curb so the Council would be able to see all options. Sabart stated if the Council initiates the feasibility report process, the topographic survey would also need to be approved so the data can be gathered before snow accumulates. When questioned on the cost of the feasibility report and topographic data collection, Sabart estimated approximately$20,000. Loso made a motion authorizing the Mayor and Administrator to execute Resolution 2016-055 ordering the Feasibiiity Report for the proposed 2017 Alley Improvement and to authorize SEH to collect the needed topographic/survey data at an estimated cost of$ 20,000. The motion was seconded by Wick and passed unanimously by those present. CR2 Trail Extension: Sabart presented the Council with a request to authorize SEH to approve the commissioning of a project memorandum and topographical data for the proposed CR 2 trail extension. Sabart reminded the Council that the City has secured federal funding in the amount of$483,512 to help of set the trail extension which is estimated to be$ 1.2M. Since the project involves federal funding, the process for completing the project is more extensive. The first step in the process is the project memorandum which is similar to that of a feasibility report which is due in December. When questioned how the project will be funded, Weyrens stated a combination of Federal funds and Sales Tax. Wick made a motion authorizing SEH to complete the needed field work,survey data, and project memorandum for the County Road 2 trail extension. The motion was seconded by Loso and passed unanimously by those present. November 14, 2016 Page 3 of 5 Sewer Televisinq Request: Thene stated public works is requesting to televise sewer lines as staff has determined that some of the old clay pipes may contains rocks and have iesions or cracks. Therefore he is requesting authorization to televise approximately 3,000 square feet of pipe at a cost of$ 3,380 The televising will produce a video and written report as to the conditions of the infrastructure. Loso made a motion approving the request for sewer televising at a cost not to exceed $3,380.00. The motion was seconded by Killam and passed unanimously by those present. Committee Reports Park Board— Dog Park; Milistream: Killam reported that the Park Board is recommending approve of the development of a dog park with an anticipated cost of$ $ 23,000. The most important feature, and most costly, is that of a fence. The Park Board reviewed different heights and types of fencing to include: $ 16,500 for 5 foot galvanized fencing; $20,000 for 6 foot galvanized fencing, $18,424 for 5 foot black vinyl fencing and $22,477 for 6 foot black vinyl fencing. The Park Board has opted to recommend installation of a five foot black vinyl sign. Additional expenses will include trees, benches and water. Due to the large expenditure, the Park 8oard is proposing to break the project into two phases with the first phase consisting of fencing and trees. The total estimate of phase one is approximately $ 23,000. Killam stated the project is anticipated to include donations and park board funds. The Park Board anticipates $ 10,000 in donations with the city matching the $ 10,000 and an additional $ 3,000 from park board funds. In addition the park department tree fund would donate $1,500 in 2016 and $1,500 in 2017. Phase 2 would include trails, benches, and water for a total of$15,000 for phase 2 and the park board plans for completion in 2018. Loso stated the only way he would approve the request is if it is contingent upon the dog park committee raising the$10,000. Wick made a motion authorizing the location of the dog park at Millstream Park with an anticipated cost of$23,000. Development of the Park is contingent upon the receipt of$10,000 in donations to match the fencing cost by December 1, 2018.7he motion was seconded by Schultz and passed unanimously by those present. Millstream Park: Killam questioned the Council on the status of constructing the new Millstream Park Shelter. He stated that the plans have been completed and it is up to the Council to move the project forward. If the project is to move forward in spring it would be best to bid the project in January or February. Weyrens questioned if the bid documents have been prepared to which Killam stated they have approved expenditure for such and he is sure they are complete. Loso stated he is in support of the concept of building a new shelter that serves the same purpose rather than constructing a year round facility at a cost of$500,000. Schultz agreed that the numbers need to be dialed back, however the water and sewer services need to be upgraded. Wick questioned if the facility will be used in the winter months or if anyone has checked with Waite Park to see how often their facility is rented. Weyrens stated that she will follow up and update the Council at the next meeting. Fire Board: Loso reported the biggest item discussed at the meeting was the CSB donation. Loso stated in the past, the Monastery would donate specifically to the Fire Department and now the donations are presented to the City. Weyrens stated in 2001, the Fire Department received a letter stating the College and Monastery would donate$15,000 to the Fire Department. In 2013, the City received a letter from the College and Monastery clarifying that they will annually review their ability to a make a donation to the City and it will be up to the City to determine how the funds will be utilized. This letter superseded the letter from 2001. In addition, the letter clarified that the City should not rely or budget for a donation as it is voluntary and they will review their position each year. In 2016 the City received a donation in the amount of$15,000, of which $ 5,000 was placed in the fire fund. The impact of the College/Monastery is more than just fire services so one third of the donation November 14, 2016 Page 4 of 5 was placed in the fire fund with the remaining two-thirds placed towards public safety. The Fire Board was looking for the Council to designate a specific percentage that would be allocated annually. The Council did not act on the request from the Fire Board. Planning Commission: Schultz stated the bed and breakfast item from the Planning Commission meeting will be on the next Council agenda. Administrator Reports Canvass Election Results, November 8. 2016: Weyrens stated in conjunction with the 5tate General Election, the City conducted a municipal election to include the position of Mayor and Councilor. MN Statutes requires the City Council to convene as a canvassing board to review the election results. The following table is a summary of the election results: �+tayor(E+ecr s) P1 P2 Total Rick Sch�ltz I,D97 1,55�3 2,650 COUP1Cil fEiFcf 2} Troy Garacke 82i 1,165 1,486 Bab Loso 747 1,273 2,U70 Loso made a motion accepting the results and declare the winning candidates to be Rick Schultz for Mayor and Bob Loso and Troy Goracke as Councilors.The motion was seconded by Schultz and passed unanimously by those present. Weyrens thanked the staff and election judges for their work during the elections. Fire Contract: Weyrens presented the Council with the proposed fire contract. The Fire Board has recommended the City Council approve the Fire Contract as approved by the St. Joseph Township and St. Wendel Township. The major change in the contract was including a provision that required a municipality losing property to annexation to phase out of the �ost contribution as the contribution is based on taxable market value. When a jurisdiction loses property the first year they are still responsible for 100°/a of the contribution as if the annexation did not occur. The contribution is then reduced by 20%for the next four years. The contract has a length of 5 years rather than the usual 10. Schultz made a motion authorizing the Mayor and Administrator to execute the Joint Fire Contract for a period of five years.The motion was seconded by Wick and passed unanimously by those present. Bud4et and Fee Schedule: Weyrens presented the Council with an update of the 2017 proposed budget. Stearns County has provided the City with the final market value calculations and the impact of the proposed budget. Without any reductions, the budget would include an approximate 4% increase in tax rate; alternatively if the City reduced the budget by$40,000 the impact would be reduced to approximately 2.899% increase. Weyrens stated that Chief Klein is seeking approval to hire the 9th officer in 2017. While the City has applied for a grant from COPS, we will not know until 2017 if we are successful. The City applied for funding because an additional officer was needed, not because funding was available. Klein is proposing to add the officer in July to help transition the budget to avoid a large budget spike. The City is in the position where we have a trained Part Time officer that would be ready to go on the road without additional training and he also has the majority of required uniforms. The cost to place this person on staff is less than if the position were opened to the public. Weyrens stated the proposed budget includes$ 51,000 to fund part time wages and the unfunded portion of the grant if one is received. Chief Klein added that initially the budget includes 1040 part time officer hours and if the Council would move forward with hiring the 9th officer, those hours could be reduced.. November 14, 2016 � . Page 5 of 5 Klein stated that from this time last year, the department is up 521 calls. The calls for service are getting � more time consuming and require more in depth work by the officers. Kiein stated a position has not been added to the department since 2006 and there has been significant growth to the City since that time. With the population growth comes an increase in diversity that requires additional time from officers responding to calls. Klein requests approval for a 9'h police officer. Klein stated that in speaking with residents, their main concern is safety in the community. Weyrens stated that if$40,000 can be cut from the budget, would the council be okay with a 57.909% tax rate, an increase of 2.899%. It would include the 9th officer starting in July 2017. Weyrens added there is $10,000 that can be shifted from a bond fund and finance director Bartlett has other ideas for reductions as well. Schultz questioned if there are certain types of calls that are coming in noticeably higher rate than others. Klein stated that the increase in diversity has increased the amount of hours, but overall there is an increase in time needed from the officers. Loso stated his biggest concern is for 2018 as the school referendum has now passed and he is looking at the overall tax impact including the county and school district. Weyrens included the draft fee schedule. Wick stated the rental fees of the gym at the community center should be at an hourly rate rather than an entire day. Meeting schedule: Weyrens reported that the next regular scheduled meeting for the Council is set for next Monday night and questioned if the Council wanted to cancel the meeting given the meeting will only be seven days apart and new business is not evident. The Council agreed to cancel the meeting for November 21. Weyrens reported that the Intergovernmental Meeting scheduled for November 29 in Waite Park has also been canceled. Mayor Reports Schultz reported on the following: • The community center group met with Murray Mack. • Schultz met with the CSB Senate to discuss current issues regarding alcohol consumption. • Met with CSB & Monastery to update on current development within the City. • CGMC transportation committee met fo discuss legislative priorities and how lobbying efforts will change with Republicans having control of the Legislature. • APO is considering the addition of a staff member and the CSAH 75 pedestrian study was approved. • Schultz will be holding an open meeting at the Community Center on December 3`d from 9-10am. Ad'�ourn: Wick made a motion to adjourn at 8:15 PM; seconded by Killam and passed unanimously by those present. �'v`����� � ` J d Weyrens nistrator