HomeMy WebLinkAbout[04a] Minutes, September 18th & 21st
September 18, 2017
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Monday, September 18, 2017 at 6:00 PM at the St. Joseph Government Center, opening with the
pledge of allegiance.
Members Present: Mayor Rick Schultz, Dale Wick, Councilors Bob Loso, Matt Killam, Administrator Judy
Weyrens.
Members Absent: Troy Goracke
Others Present: Dave Demars
City Representatives Present: City Engineer Randy Sabart, Police Chief Joel Klein, Public Works
Director Terry Thene, Finance Director Lori Bartlett, Community Development Director Therese Haffner
Public Comments: No one present wished to speak.
Approve Agenda: Loso made a motion to approve the agenda. The motion was seconded by Wick
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 August 21, 2017.
b. Bills Payable – Approved check numbers 052474-052567, Payroll EFT #001397-001407 and
Accounts Payables EFT #001797-001799.
c. Donations – Accepted the donations and their purposes as presented.
d. Treasurer’s Report – Accepted the August 2017 treasurer’s report as presented.
e. Pay Application No. 8 – Approved payment application no. 8 for the 2016 Field Street
Improvements and authorize payment to Douglas-Kerr Underground, LLC in the amount of
$5,792.48.
f. Pay Application No. 1 – Approve payment application no. 1 and change order no. 1 for the 2017
CBD Alley Improvements and authorized payment to C&L Excavating in the amount of
$173,762.98.
Schultz recognized the attendance of Boy Scout Troop 84 at the meeting.
Public Hearing – Delinquent Hearing: Mayor Schultz called the hearing to order and stated the purpose
of the hearing is to consider the final assessment roll for delinquent invoices. Weyrens clarified that
annually the City prepares a list of outstanding invoices as an assessment roll. Debtors are provided a
final demand for payment and given the opportunity to contest the charges. As no one present wished to
speak, the public hearing was closed.
Wick made a motion authorizing the Mayor and Administrator to execute Resolution 2017-047
certifying the delinquent accounts as presented with a one installment payment in 2018, 0%
interest charge, plus a $45 certification fee per item for accounts and 5 year, 0% on re-assessed
properties not paid by October 19, 2017 at 10:00 am. The motion was seconded by Loso and
passed unanimously by those present.
Budget - 2018: Weyrens introduced the enterprise portion of the budget for 2018. This is the Council’s
first opportunity to provide feedback for this portion of the budget which includes both operational and
capital projections. Weyrens stated that staff has not prepared a rate analysis at this time as the rates
are based on the budget and included projects. To estimates rates at this time would be fruitless. Loso
believed that the utility rates will not increase; however, Weyrens stated staff had not stated that rates
would be unchanged. It depends on what projects are going to be funded.
When questioned if the budget includes projects, Bartlett responded that the budget includes the
purchase of utility truck and televising of sewer lines, which could result in an improvement.
September 18, 2017
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The Baker Street generator will also be funded in 2018, however that is under the Engineer CIP. Bartlett
explained that items under the Engineer CIP are generally new projects, rather than those that are
ongoing.
Loso stated he would like to see how projects will affect the utility rates. Weyrens stated the rates are
based on the Utility Rate Study completed by Carl Brown. The Council will have a workshop on Thursday,
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September 21 to continue the budget discussion.
City Engineer Reports, Water Supply Plan: Sabart reported the City has received a notice from the
Minnesota Department of Health (MDH) regarding the need to submit an updated Water Supply Plan.
This is an unfunded mandate and requires submission every ten years. Public Works Director Terry
Thene stated that the City has believes the City has not completed one and it requires a considerable
amount of information and detail. Thene presented the Council with a scope of work for the project which
requires the assistance of the City Engineer. In an effort to reduce the costs, staff has identified items
that they can provide. It is estimated the engineering costs will not exceed $ 13,350.
Wick questioned how such a large expenditure is missed during the CIP process and questioned how the
City tracks legislative requirements. Schultz requested additional information on this requirement so that
he can continue to lobby against unfunded mandates. Wick suggested adding required plans to the CIP.
When questioned how the project will be funded, Bartlett stated that funds are available in the water CIP
that will be reallocated from a repair item. Loso requested that future requests for action include the
funding source.
Schultz made a motion authorizing the execution of the agreement for professional services with
SEH in the amount of $13,350.00 for completion of the Water Supply Plan. The motion was
seconded by Wick and passed unanimously by those present.
City Engineer Reports, Project Updates: Sabart stated that the active projects are down to punch list
items. Lanigan Way has paving work to be completed this fall.
Committee Updates, Park Board: Killam reported the Park Board discussed having a naming contest for
East Park. Potentially having a gift card for the winner.
Additionally the Park Board discussed having a pickle ball court at the ice rink location. Thene added the
project would have a low impact to the budget. Wick questioned whether the skating equipment was put
out this summer. Thene stated the equipment was not put out this year as it is not in the best condition.
Also, the Park Board is looking for a permanent location for the equipment rather than having to take in
an out each season.
With regard to the Millstream Park Shelter, Thene reported the contractor is in the process of placing the
windows and siding. If all goes well, the shelter should be ready for occupancy in October. Schultz
questioned if a date has been established. Weyrens responded that October 15 is a target date with staff
being able to accept reservations.
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Thene reported that the Park Board is also reviewing alternatives for fixing the historical marker on 2
Ave NW as the monument is splitting in half. The City originally intended to request legacy funding;
however, contractors indicated that if the project would utilize state funding, the cost would be in excess
of $ 200,000 compared to $ 30,000 without state funding.
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Lastly Killam stated the dog park grand opening will be Monday, September 25 6PM.
Committee Updates, Intergovernmental Meeting: Loso reported the Area Cities met and discussed
possible legislation to limit tobacco sale to those over 21. Legislative priorities of the area cities were also
September 18, 2017
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discussed. The next intergovernmental meeting will be in October in Sartell to discuss the legislative
priority procedure.
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Administrator Reports, Property Lease, 25 1 Ave NW: Weyrens stated that the Council has previously
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discussed the potential of renting the former fire hall garage space at 25 1 Ave NW to Bad Habit Brewing
for storage of product. At that meeting the Council voted not to move forward; however, since that time
she was approached by members of the Council to bring the matter back to the Council as some felt that
not enough information was presented the first time. Therefore, Weyrens presented the Council with a
draft lease, similar to that which was used for Little Saints Academy. The lease requires the tenant to pay
all utilities, real estate taxes and minor repairs to the facility, requires the City be named as an additional
insured, term is for three years and rent has been increased.
Loso stated that he does not support leasing the facility as it is his understanding the City had to
determine the City does not need the space. Weyrens responded that the statute states that the use
cannot impede with City business. Loso further stated that the former fire garage is a prime location for
the City to use for storage. He further stated that he does not believe warehousing is an allowed use in
the central business district.
Wick questioned if the City is using the facility to which Thene stated they have placed a plow truck in the
bay and some building material for the government center. Police Chief Joel Klein stated that he has a
speed trailer and tires stored there as well.
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Killam made a motion authorizing the execution of the lease for space at 25 – 1 Ave NW with Bad
Habit Brewing. The motion was seconded by Schultz; motion carried.
Discussion: Wick stated he sees the lease as helping out a local business.
Ayes: Schultz, Wick, Killam,
Nays: Loso Motion Carried: 3:1
Administrator Reports, Refuse Contract: Weyrens stated that she has been contract by the refuse hauler,
Republic Services, questioned if the City would consider extending the refuse contract that is set to expire
on December 31, 2017. Republic is request to extend the contract for an additional three years with an
annual increase of approximately three (3) percent. Weyrens stated that the City has been served well by
Republic and the increase is modest. In fact, for 2018 the City would not have to increase the rates
charged to residents if the proposal is accepted.
Schultz made a motion approving a three year refuse contract with Republic Services. The motion
was seconded by Loso and passed unanimously by those present.
Mayor Reports:
Schultz stated the APO Policy Board will meet in October to discuss restructuring of the APO.
The Fire Relief Board met with the main topic of discussion the amount paid per year for the
retirement contribution. The Fire Relief Board will be meeting with the Fire Board to discuss a
proposed increase.
Adjourn: Wick made a motion to adjourn at 6:56 PM; seconded by Loso and passed unanimously
by those present.
Judy Weyrens
Administrator
September 21, 2017
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in special session
on Thursday, September 21, 2017 at 5:30 PM starting with a tour of the maintenance facilities.
Members Present: Mayor Rick Schultz, Councilors Bob Loso, Matt Killam, Dale Wick, Troy Gorake.
Administrator Judy Weyrens.
City Representatives Present: Police Chief Joel Klein, Public Works Director Terry Thene, Finance
Director Lori Bartlett, Community Development Director Therese Haffner
The City Council and staff toured the following maintenance facilities:
5:30 PM St. Joseph Maintenance Facility, 1855 Elm St E
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5:50 PM St. Joseph Main Lift Station, 500 2 Ave NW
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6:10 PM Water Treatment Plant #1, 23 1 Ave NW
6:30 PM Water Treatment Plant #2. 29771 Frontage Road
2018 Budget – Equipment Certificate: Weyrens stated that part of the 2018 budget includes the
issuance of an equipment certificate. The City has utilized two equipment certificates to help purchase
large equipment and technology since 2002. This method has allowed the City to purchase the needed
equipment without creating spikes in the budget. The meeting centered on the proposed equipment
included with the certificate and the following is a summary of the discussion:
Administration: Included with the certificate is the replacement of workstations and scanners.
Since the electronic filing software is imaging software, high-speed scanners are required. The
City recently replaced one of the first scanners at a cost of approximately $ 5,000.
Police: Included with the certificate is the replacement of radios. Klein stated that he is also
looking at replacing some of the weapons.
Public Works: Included with the certificate is the replacement of two utility vehicles, and used
snowplow truck.
The Council discussed the replacement of vehicles and questioned if the vehicles can be kept for a longer
period of time. They also requested that when a vehicle is to be replaced, the Council should be provided
information to include why the vehicle is being replaced, the useful life, the cost of repairs and then
options. Public Works Director Thene stated that the City has historically kept vehicles until they no
longer function and that plow trucks are purchased used. The two utility vehicles that he is requesting to
replace have served their useful life and the repair costs outweigh the benefit.
The Council suggested leveraging vehicles so that those vehicles that have less of a life remaining could
be used for work that is not as taxing on a vehicle.
Adjourn: The meeting was adjourned by consensus at 7:45 PM.
Judy Weyrens
Administrator