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HomeMy WebLinkAbout[04a] February Minutes February 6, 2017 Page 1 of 5 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in special session on Monday, February 6, 2017 at 6:00 PM at the St. Joseph City Hall, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Dale Wick, Bob Loso, Troy Goracke. Administrator Judy Weyrens. Others Present: Mike Deutz, John Forsythe, Cory Ehlert, John Forsythe, Maureen Forsythe, Will Wittrock, Kurt Schneider. City Representatives Present: City Engineer Randy Sabart, Police Chief Joel Klein, Finance Director Lori Bartlett, Public Works Director Terry Thene, City Attorney Susan Kadlec, Community Development Director Therese Haffner. Approve Agenda: Wick made a motion to approve the agenda as presented; seconded by Schultz and passed unanimously by those present. Consent Agenda: Loso made a motion to approve the consent agenda as follows; seconded by Wick and passed unanimously by those present. a. Minutes—Approved the minutes of January 23, 2017. b. Bills Payable—Approved check numbers 051630-051694, Payroll EFT#001308-001313. c. Government Center—Approved draw request#10, authorizing payment to approved vendors in the amount of$ 159,582.88. d. Donations—Accepted the following donations as presented: Anonymous $ 3.00 (Archery Range); Walmart$ 2,500 (FD Extrication Gloves). e. Financial Report—Approved the 4th Quarter 2016 and December 2016 Financial Report as presented. f. Liquor License—Approved the On sale 3.2 Malt liquor, On Sale Wine License and Strong Beer for Slice of Life LLC. g. Surplus Property— Declared the fire department small pump/motor and old fire gear as surplus allowing the same to be disposed. Public Hearing, Easement Release: Mayor Schultz called the hearing to order and stated the purpose of the hearing is the vacation of a portion of a drainage easement for part of Lot 1, Block 1 St. Joseph Professional Plat. The request has been submitted by O'Reilly Auto Enterprises LLC and is requested to allow for the construction of a new facility. Weyrens clarified that the property owner will replace the drainage easement with a new easement to accommodate the construction of a new facility. As no one present wished to speak, the public hearing was closed. Wick made a motion to authorize the Mayor and Administrator to execute Resolution 2017-002 vacating a portion of a drainage easement over Lot 1 Block 1, St. Joseph Professional Plat to execute a revised drainage easement. The motion was seconded by Loso and passed unanimously by those present. Administrator Reports—Whitney Membership: Weyrens presented the Council with a petition signed by nine residents requesting the City Council subsidize the membership for utilizing the Whitney Senior Center. In late 2016 the City was notified that St. Cloud would be implementing a membership fee of$ 50.00 for all residents using the facility and St. Cloud would subsidize $ 40.00 for all St. Cloud residents and requested that the area Cities do the same. In an effort to understand how many City of St. Joseph residents utilize the facility, staff contacted the City of St. Cloud inquiring the same to which they indicated they do not have user register at the facility, but it was probably under 100. Since the City last considered the subsidy, the Cities of Waite Park and Sauk Rapids have agreed to subsidize the membership, capping the total subsidy at$2,000 or the first 50 residents to apply. Loso questioned where the funds would come from to which Weyrens stated the General Fund. February 6, 2017 Page 2 of 5 Loso made a motion authorizing the City to subsidize $40.00 per resident that applies for Whitney Center membership, capping the subsidy for 2017 at$1,OOO.The motion was seconded by Schultz and passed unanimously by those present. Mayor Reports: Schultz reported he was in St. Paul to help with the submission of the bonding bill for the CR 75 pedestrian bridge. Weyrens added she had met with Brian Gibson with the APO to discuss the location of the pedestrian bridge. There will be a public input session in the near future. 2017 CBD Alley Improvement: Mayor Schultz opened the public hearing and stated the purpose of the hearing is to consider the making of an improvement on the east/west and north/south alleys between 1St Avenue NW and College Avenue N by constructing bituminous surfacing, storm sewer, sanitary sewer and decorative amenities. Mayor Schultz turned the meeting over to City Engineer Randy Sabart. Sabart stated that the hearing tonight is the first of two public hearings that are conducted when a municipality considers the making of an improvement. The hearing at this meeting is considered the public improvement hearing and it is an opportunity to present the proposed project to the affected neighboring property owners. The second hearing occurs later in the process and is the special assessment hearing that will present the final costs of the improvement to the benefitting property owners. The proposed project includes two blocks in the downtown area, and each project has separate characteristics, creating two projects. Project area one is Block 9 of the Original Townsite and Project area two is Block 12 of the Original Townsite. Block 9 Conditions: The alley is 16 feet wide and the surface is in poor condition, with alligator cracking and numerous potholes. The east/west leg currently has curb and gutter on the north side only, while the majority of the ally abuts existing bituminous paved parking areas. The only storm sewer is located in in the east leg of the alley and the deteriorating pavement heightens the drainage issues. The sewer lines were televised and it was noted that some sections of pipe will need to be repaired. Block 12 Conditions: The alley is 20 feet wide and the surface is gravel with numerous potholes. A small portion of the southern leg is paved and the alley abuts numerous parking lots. The only storm sewer in block 12 lies in the northern section. Poor drainage has been observed on the east alley leg and on the north alley across from the office building and along either side of the southern leg. The sewer lines were televised and it was noted that some sections of pipe will need to be repaired. The base project includes the following: Block 9: The bituminous pavement would be replaced by removing the existing pavement and base. The alley would be paved with an inverted crown with a width of 16 feet. Block 12: The gravel surface would be replaced with a 16 foot bituminous pavement and an inverted crown in an effort to improve drainage and to utilize the existing storm sewer catch basins. The improvement includes the base project as well as four additional options for consideration. They are as follows: • Option 1 would include the addition of storm sewer to collect drainage within the alleys. This option would include new storm sewer in targeted locations for both blocks along with replacing the existing storm sewer in Block 12. • Option 2 includes the addition of concrete curb and gutter and the storm sewer referenced in Option 1 to both blocks. • Option 3, Block 9 only, includes a walkable alleyway for approximately 55 feet of the south alley leg of the block. • Option 4 is the addition of cured in place pipe (CIPP) at targeted spot locations within and lining the existing sanitary sewer on both Blocks 9 and 12. February 6, 2017 Page 3 of 5 The proposed improvements include paving the alley 16 feet wide, 4"of bituminous over 8" of aggregate base. This will accommodate at least 150 heavy commercial vehicles. The following is a summary of probable costs: BLOCK 9 Construction Option Costs Contingency Engineering Administrative Subtotal Base: Surface improvements $ 140,500.00 $ 14,100.00 $ 26,700.00 $ 11,200.00 $ 192,500.00 Opt. 1: Storm Sewer $ 41,100.00 $ 4,100.00 $ 7,800.00 $ 3,300.00 $ 56,300.00 Opt 2: Storm Sewer& $ 84,300.00 $ 8,400.00 $ 16,000.00 $ 6,700.00 $ 115,400.00 Curb/Gutter Opt 3: Walkable Alley $ 82,200.00 $ 8,200.00 $ 24,700.00 $ 6,600.00 $ 121,700.00 Opt 4: Sanitary Sewer $ 9,400.00 $ 900.00 $ 1,800.00 $ 800.00 $ 12,900.00 BLOCK 12 Construction Option Costs Contingency Engineering Administrative Subtotal Base: Surface improvements $ 119,900.00 $ 12,000.00 $ 22,800.00 $ 9,600.00 $ 164,300.00 Opt. 1: Storm Sewer $ 24,000.00 $ 2,400.00 $ 4,600.00 $ 1,900.00 $ 32,900.00 Opt 2: Storm Sewer& $ 102,000.00 $ 10,200.00 $ 19,400.00 $ 8,200.00 $ 139,800.00 Curb/Gutter Opt 4: Sanitary Sewer $ 1,700.00 $ 3,300.00 $ 1,400.00 $ 23,700.00 $ 12,900.00 The City's special assessment practice is to assess up to 100% to property owners in commercial/industrial areas for a surface improvement and up to 60% to the property owner for subsurface improvements. The City will commission a Special Assessment Benefit Report to identify range of market benefit by the project. Special assessments are calculated on the basis of frontage on per lineal foot basis and on a per unit basis. Frontage is determined by the dimension of the lot abutting the improvement. If it is a corner lot, the sum of 100% of the short side footage and 50% of the long side footage is assessed. Sabart presented a preliminary schedule with construction starting after the 4th of July and completion in October 2017. At this time Mayor Schultz opened the hearing for public comments. Mike Deutz stated that he owns property adjacent to both project areas and realizes that the improvements are need. Deutz stated that block 9 had issues with the depth of the storm sewer and questioned whether installing curb and gutter will make a difference. Sabart stated that they will review the depth of the Storm Sewer, but the project can be constructed without installing curb and gutter. Deutz stated that the storm sewer system in block 12 has been known to freeze and questioned whether or not the infrastructure is at the appropriate depth. Sabart stated the City is dealing with minimum grades with the block 12 storm sewer and only have approximately 3 'h feet to work with. February 6, 2017 Page 4 of 5 Lastly, Deutz stated that the improvements come down to money. Deutz stated he does not recall being assessed for any part of the alley behind Millstream Shops and Lofts. Weyrens stated she would check to see what the assessments were and who paid for the paving of that alley. Deutz questioned why the assessments for the Park Terrace project were not a 60/40 split, rather the residents in that area had their assessments capped. Sabart stated the City had the preliminary assessments at 60/40, however after the Special Assessment Benefit study, the ratio was changed to meet the benefit analysis. Deutz added that everyone uses the alleys downtown and believes the property owners should not be assessed for the project. Cory Ehlert, 111 College Ave & 25 Ash St W: Ehlert stated the commercial tax rate about 15 years ago was 3.3% times the property's value. Ehlert added that as commercial property owners they are already paying well above what residents pay and doesn't believe they should be assessed 100% of the project. At some point Ehlert believes the City needs to provide the base line improvements throughout the City. Ehlert added he is in favor of the project, but would like to see more of a balance with who is going to pay what amount. John Forsythe, 14 College Ave N (Bo Diddley's): Forsythe remembers the alley abutting his property being torn up in the late 90's early 2000's and was curious what improvements were done at that time. Forsythe agrees with Ehlert and Deutz that the majority of the City uses the downtown alleys, especially in block 9. As no one else present wished to speak, Schultz closed the public hearing. Wick made note there would be plenty of time from when the assessment study was completed until the special assessment hearing for the city and impacted owners to review the costs. Ehlert questioned how the corner lots are assessed. Sabart stated it is the sum of 100% of the short side and 50% of the long side. Forsythe stated he would like to have further discussions on the landscaping options for the project. Forsythe added he would be okay with just resurfacing the alley. Schultz stated that Option 3 which includes the landscaping is off the table and the Council is considering the base, Option 1, Option 2, and Option 4. Deutz suggested relooking at parking at the same time the alleys are being reconstructed. Loso stated he is reluctant to move forward without a benefit analysis. Loso added that the cost-share and assessment percentage is going to be the deciding factor on whether the project will move forward or not. Loso believes the best way to go about the project is to do the project right the first time, however without knowing the real numbers; it is hard to decide on whether to move forward with the project. Wick stated that an appraiser would need to know what the project includes so that he/she can appraise the parcels on the work being done. Wick stated that option 3 is off the table and questioned whether the sewer lining would need to be completed now or later. Sabart stated that the piping is past its useful life and the lining would help prevent a collapse. Deutz questioned if the project could be completed without the storm sewer improvements. Sabart responded that the project could just include paving; however, expectations need to be managed. If the project only includes paving, the existing drainage problems will still exist. That is, ponding will continue in the same places and the pavement will deteriorate faster due to the standing water. If the City and adjoining property owners are willing to settle for that type of improvement, yes, then the alley could just February 6, 2017 Page 5 of 5 be resurfaced. If the expectation is to correct standing water and have longevity in the project, then the answer is no, storm sewer is needed. Loso made a motion authorizing the mayor and administrator to execute Resolution 2017-003 Ordering Improvement and Preparation of Plans to include the base project plus option 1 and adding Option 4 as an alternate for the 2017 CBD Alley Improvements. The motion was seconded by Wick and passed unanimously by those present. Adjourn: Loso made a motion to adjourn at 7:30 PM; seconded by Goracke and passed unanimously by those present. Judy Weyrens Administrator THIS PAGE INTENTIONALLY LEFT BLANK