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Home My WebLink About2018 [01] Jan 16 January 16, 2018 Page 1 of 3 Pursuant to due call and notice thereof,the City Council for the City of St. Joseph met in regular session on Tuesday, January 16, 2018 at 6:00 PM at the St. Joseph Government Center, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz, Councilors Dale Wick, Troy Goracke, Matt Killam, Bob Loso Administrator Judy Weyrens. Others Present: Dave Demars, Ed Zimmy, Amy Bonfig Citv Representatives Present: City Engineer Randy Sabart, Public Works Director Terry Thene, Finance Director Lori Bartlett, Police Chief Joel Klein Public Comments: No one present wished to speak. Approve Aqenda: Wick made a motion to approve the agenda; seconded by Loso and passed unanimously. Consent Aqenda: Loso made a motion to approve the consent agenda as follows; seconded by Killam and passed unanimously. a. Minutes-Approved the minutes of December 18, 2017. b. Bills Payable-Approved check numbers 052926-053048, Payroll EFT#001444-001455 and Accounts Payables EFT#001812-001817 c. Performance Measurement-Approved conducting a survey of the City's performance benchmarks with the assistance of LMC establishing the questions discussed d. Millstream Shelter Draw#7-Approved payment for contractors listed in draw#7 FINAL for the Millstream Shelter project in the amount of$19,256.61 e. Initiative Foundation Grant Acceptance-Considered acceptance of the Initiative Foundation Grant to engage residents in the East Park canoe access design. f. Donations and Contributions-Accepted the donations and their purposes as presented. g. Treasurer's Report-Accepted 4th Quarter 2017 and December 2017 treasurer's report as presented. h. CUP Request-Authorized the Mayor and Administrator to execute Resolution 2018-001 issuing a Conditional Use Permit to allow the operation of a K-3 School(Lillian Leonard)at 117 1S`Ave SE. Public Hearinct, Communitv Development Block Grant:Weyrens reminded the Council that In August 2017, the City Council approved a contract for services with the Central MN Housing Partnership(CMHP) for preparation and submittal of a preliminary grant proposal and grant application for a small cities grant from the MN Department of Employment and Economic Development. If the City is successful,funding will be available to properties in the identified target area to complete necessary repairs/replacements for both interior and exterior items. Two target areas were approved as well and were determined based on a windshield survey by CMHP staff using the grant criteria. The City was invited to submit the full application for the funding program. One of the requirements of the full application is to conduct a public hearing and a public information meeting to solicit additional information. The City published and posted the public hearing in an effort to solicit input. Schultz opened the public hearing. Ed Zimny, CMHP Program Director: Zimny approached the Council to provide additional details regarding the grant approval process. The application is due February 22"d and successfu!applicants will be notified in May. Once notified, the area must complete an environmental review. If the City is awarded a grant it is anticipated that a kickoff meeting will be scheduled in September 2018. Zimny added an information session will be held at the Government Center on Monday, January 22"d at 6:00 PM. As no one else present wished to speak, Schultz closed the public hearing. January 16, 2018 Page 2 of 3 Wick made a motion authorizing the Mayor and Administrator to execute Resolution 2018-002 authorizing submittal of the grant application for housing rehabilitation to DEED requesting funding through the Smail Cities Development Program and to accept the St.Joseph Citizen Participation Plan.The motion was seconded by Loso and passed unanimously. Citv Enaineer Reports: Sabart reported that the 2017 projects are in the final stages, working towards closure. Outstanding items include reviewing final record drawings and updating the City maps. Proposed Allev Improvement: Loso stated he would like to see the second phase of the alley project be completed in the next couple years. In 2017 the City constructed the first phase of the alleys between College Avenue and 1St Ave NW and should complete the next phase. He understood it was included in the Capital Improvement Plan (CIP)and would like to start the project early in the year, Weyrens clarified that while the project is included in the CIP, it has not been programed for funding. When the Council approved the budget it was not included. The first step is including the project for funding. Lose moved to formalize the second phase of the alley project for financing. The motion was seconded by Schultz. Discussion: Wick questioned the current conditions of the alley. Sabart stated the alley continues to be a maintenance issue with regards to draining, however it has not been prioritized by staff or the Council to be completed in the next year or two. Sabart added that the Council needs to decide which road projects are the priority. Thene stated he is not aware of any outstanding issues that would accelerate the need to complete the alley improvements ahead of another street project. Ayes: Loso Nays: Schultr,Wick, Killam, Goracke Motion Failed: 1:4:0 Administrator Reports. Capital Proiect&Equipment Certificate: Weyrens presented the Council with the proposed 2018 Equipment Certificate listing. During the budget process the Council acknowledged that the 2018 budget would include an equipment certificate, as has been done in the past. The City has been issuing two Equipment Certificates since 2002 to level out spikes in the budget.The next certificate will be paid in full in 2018; therefore, a new certificate would be issued during the year with the�rst payment beginning in 2019. Weyrens stated that the list of equipment to be purchased is the same as the list that utilized during the budget process. Loso made a motion to approve the equipment list fort the 2018 Equipment Certificates.The motion was seconded by Wick. Discussion:Wick stated the maintenance department is asking for$145,000 in new equipment and questioned whether the replacement of the equipment is needed.Wick noted the cost of maintenance does not seem high enough to warrant replacement. Thene responded truck#26 has had repeated issues and truck#29 has a bad knock in the motor and staff at the body shop said it could go at any time. Wick recalled asking for detailed information on the number of hours each piece of equipment is used as well as the amount of maintenance completed on each. Included in the packet is minimal and pertains only to two trucks.Wick stated he keeps asking for additional information, but is not getting it. He wants to make sure that the City actually needs the new equipment as opposed to wanting it. Weyrens stated that staff provided a report for finro of the vehicles and it will take time to enter all the data for the vehicles; however, the equipment being requested is in need of replacing. Thene stated he is trying to be proactive, not reactive when replacing vehicles. Schultz questioned if the replacement of the computers has to include the software updates.Weyrens stated that the new computers and software updates come as a package as some of the computers are not compatible with current software. Ayes: Schultz, Loso, Killam, Goracke Nays: Wick Motion Carried: 4:1 Administrator Reports, East Park Master Planninq Update: Weyrens stated that earlier in this meeting the Council accepted a grant from the Initiative Foundation to help fund planning services for East Park January 16, 2018 Page 3 of 3 (former Arcon Property adjacent to the Sauk River). Previously the City Engineer had provided a cost estimate for completing a detailed plan for the East Park which has been updated. Sabart stated that the proposal for services has been divided into specific tasks so the Park Board or Council could manage what part of the planning process help is being sought. Loso questioned the need to complete another study and how it will be funded. Weyrens stated that the City previously completed a Park and Trail Plan which was a broad review and analysis of the parks. The proposed plan will create a detailed plans so that the Park Board could initiate development. The funding for the study is a combination of grant funding and funds received from Arcon for the park development. Wick questioned the management of the he service agreement is for up to$17,650.00.Weyrens stated that the Park Board will be responsible for the completion of the project and will know that their budget cannot exceed $ 17,650 without Council approval. One of the grant requirements from the Initiative Foundation is public input, which has been included in the scope of services before the Council. Wick made a motion authorizing the Mayor to execute the Agreement for Professional Services with SEH for East Park Master Planning up to$17,650.00.The motion was seconded by Goracke and passed unanimously. Adiourn: Loso made a motion to adjourn at 6:45 PM; seconded by Schultz and passed unanimously. -- ^ �lG� �� ,�E.-,�.,,�-�/.E:-�1 Judy yrens / Admini rat THIS PAGE INTENTIONALLY LEFT BLANK