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HomeMy WebLinkAbout[04a] Minutes - August 20, 2018 August 20, 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 Monday, August 20, 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, Bob Loso, Troy Goracke Anne Buckvold. Administrator Judy Weyrens. Others Present: Brent Fandel, Gina Dullinger, Matt Johnson, Toma Ruedebusch, Dave Demars City Representatives Present: Finance Director Lori Bartlett, Community Development Director Therese Haffner, Public Works Director Terry Thene, City Engineer Randy Sabart. Public Comments: No one present wished to speak. Approve Agenda: Wick made a motion to approve the agenda adding 7(b) Jade Road; seconded by Goracke and passed unanimously. Consent Agenda: Wick made a motion to approve the consent agenda. The motion was seconded by Schultz and passed unanimously by those present. a. Minutes – Approved the minutes of July 30 and August 6, 2018. b. Bills Payable – Approved check numbers 053746-053783 and Accounts Payable EFT#001842- 001844 and Payroll EFT #111548-111553. c. Gambling Premise Permit – Authorized the Mayor and Administrator to execute Resolution 2018- 036 approving a premise permit for the St. Joseph Jaycees to conduct lawful gambling at The Middy, 21 MN St W. d. Donations – Accepted the donations and contributions for the purpose as presented. e. Gambling Permit – Approved the application for the St. Joseph Jaycee’s to conduct off-site gambling at the La Playette to conduct meat raffles on six separate dates. f. Treasurer Report – Accepted the July Treasurer Report as presented Police Officer Oath of Office: Mayor Schultz administered the Oath of Police Officer to new St. Joseph Police Officer Brent Fandel. Public Hearing – St. Joseph Catholic School: Weyrens stated that St. Joseph Catholic School has submitted an application for an outdoor event to be held on September 29, 2018 in the parking lot adjacent to Heritage Hall, part of the Church of St. Joseph campus. The event will include food, games and beer outside with music playing from 6:00 PM to midnight. Since the event is scheduled to extend beyond 10:00 PM a public hearing is required; therefore notices have been sent to property owners within 350 feet of the event. Mayor Schultz opened the public hearing to which Weyrens stated that she had received written testimony supporting the event from Colleen Hollinger Petters. As no one present wished to speak the public hearing was closed. Mayor Schultz questioned Police Chief Dwight Pfannenstein if he has reviewed the application and if so, does he have any concerns. Chief Pfannenstein stated that he has talked to the committee organizing the event and initially had requested one licensed officer, but the committee has since requested a second officer. He further stated that in his opinion they have satisfied the Ordinance requirements. Loso made a motion authorizing the Mayor and Administrator to execute the Outdoor event for St. Joseph Catholic School for an event to be held on September 29, 2018 extending to midnight and accepting the requirements of the Police Chief for fencing and security. The motion was seconded by Wick and passed unanimously. August 20, 2018 Page 2 of 3 2019 Capital Improvement/Equipment Budget: Weyrens presented the Council with the draft of the 2019 Capital Budget. Historically the City Council has reviewed the Capital Improvement Budget to prioritize the projects that should be included in the budget. The operational budget will be presented at a subsequent meeting taking into account the discussion from this meeting. The following is a summary of the discussion: Administration CEP – Weyrens stated the Administration Capital Equipment Plan (CEP) primarily consists of technology needs for all department to include servers and miscellaneous equipment such as work stations, scanners, copy machine, sorter and election equipment. Police CEP – Chief Pfannenstein stated that the budget has been prepared changing the policy for securing police vehicles. In the past the City has leased squad cars; however, over time the lease program has become diluted and cities are reverting to owning squad cars again. Pfannenstein illustrated how over a five year period the City will actually be money ahead by purchasing squads and extending the life of the vehicle. The Council discussed surveillance costs and body cameras to which Pfannenstein responded is not included in the budget. He hopes that federal funding will become available for body cameras and will continue to review surveillance options in the downtown and park areas. EDA CEP – Weyrens stated the budget for the EDA is primarily for programming and incentives, remaining consistent with past years. The EDA has opted to place the funds in one category providing for the most flexibility. When the council questioned how the funds are used Weyrens responded that the EDA has funded some demolition grants, façade improvements and revolving loans to downtown businesses. In fact, the last loan has been paid off early so additional funds will become available. Fire CEP – Loso stated that the Fire Board has recently met and discussed the overall budget approving the Fire Budget with a slight decrease. The Fire Board approved the formation of a truck committee to research building and securing a new ladder truck. The committee is only exploratory at this time. Public Works – Public Works Director Terry Thene discussed the proposed equipment for streets and parks. Weyrens stated that the proposed budget does include setting aside $ 60,000 for the maintenance facility as the levy falls off in 2019. It was planned that once the facility is paid off, it would be ready for the expansion and the new debt would keep the tax rate level. Wick expressed concern for st the need to expand the facility given that the City will have use of the old Fire Hall on 1 Ave NW and questioned if we are only looking at expanding so that staff does not have to move equipment around. He also expressed frustration that maintenance records are not produced when new vehicles are requested. Weyrens responded that it was provided for last two trucks and when the Finance Tech is hired, all of the equipment will be computerized to include service records. Engineer Capital Budget – Engineer Randy Sabart and Public Works Director Terry Thene discussed the infrastructure needs of the City. Sabart presented the list of all the project proposed over the years and stated annually he and Thene prioritize the list and present the Council with the top priorities in their opinions. The top seven projects ( in order from 1 to 7) include: Industrial Park nd Expansion; 2019 Street Improvements (2 St & Birch Crosswalk; Alley Improvements; 2018/2019 st Bituminous Street Improvement; Jade Road Reclaim; Elm Street Expansion; 1 Ave Sewer Improvement; ADA Transition Plan and Minnesota Streetscaping. Thene discussed the condition of Jade Road and stated that he is proposing to contract with ASTECH for mastic repair to help the road through the winter until the City has the opportunity to reclaim. The cost for the mastic repair is $ 9,600. The Council questioned Sabart as to the proposed improvement for 2019 to which Sabart responded the proposal would include reclaiming the road and laying new pavement. It was originally hoped that the repairs to Jade Road could wait until utilities were ready for extension so the road would only be disturbed once. It is anticipated the cost of reclaiming the road will be around $ 420,000. When questioned if the proposed reclaim would be assessed Sabart responded that it would but a portion could be deferred if it is in the Green Acre taxing program. The Council expressed concern with spending $ 9,600 now and then ripping it out the following year and spending an additional $ 420,000. stnd The Council discussed adding the next section of alley between 1 Ave NW and 2 Ave NW to the project for 2019 and requested Sabart prepare the cost for preparing the feasibility report at the next August 20, 2018 Page 3 of 3 meeting. Wick questioned if the CEP/CIP include repairs to the Millstream Fence or Scoreboard. Thene responded that he did receive pricing and some of the costs have been included in the budget. The Council also discussed the status of the St. Joseph signs and community sign that have been included in the budget in prior years. Administrator Reports – Fall Cleanup: Weyrens reported that staff has discussed the abuse of the spring and fall cleanup and alternatives to manage the event. Alternatives include: 1) limiting the amount per household to 2 cubic yards which is equal to an area 3’ x 3’ x 6’ high; 2) providing a drop off site where all residents would have to take the extra garbage to a designated location on a designated day; 3) add enforcement for people hauling in refuse. Staff is recommending an incremental approach, starting with enforcement and if that approach is not effective the next step could be limiting the amount of refuse. The Council concurred with staff to start managing the spring and fall cleanup with enforcement citing those caught hauling refuse in the City. They requested that residents be informed of the change by use of the Newsleader and the bi-monthly newsletter. Administrator Reports – Jade Road: The Council continued the discussion of the need to improve Jade Road and if the road needed to be repaired before Jade Road is improved. Thene stated that road is in tough shape and he is not sure that it will survive the winter months. The proposal to use mastic is meant as a temporary measure. Wick questioned if the property has been annexed to which Weyrens stated it has not. Therefore, Wick stated that it would not be appropriate for the City to make any repairs. The Council agreed to not move forward with the mastic repair at this time. Adjourn: Loso made a motion to adjourn at 8:05 PM; seconded by Schultz and passed unanimously. Judy Weyrens Administrator