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HomeMy WebLinkAbout2020 [09] Sep 01 www.cityofstjoseph.com St. Joseph City Council September 1, 2020 6:00 PM 1.6:00 PM Call to order - Pledge of Allegiance 2.Public Comments Up to 3 speakers will be allowed for up to 3 minutes each to address the council with questions/concerns/comments (regarding an item NOT on the agenda). No Council response or action will be given/taken other than possible referral to Administration. 3.Approve Agenda 4.Consent Agenda a.Minutes – Requested Action: Approve the minutes of May 26, 2020, July 27, 2020, August 3, 2020, and August 17, 2020. b.EDA Director Appointment – Requested Action: Appoint Interim City Administrator, Community Development Director Therese Haffner as EDA Director effectively immediately. c.School Resource Officer – Requested Action: Authorize the Mayor and Police Chief to execute the Joint Powers Agreement between the City of St. Joseph and ISD 742 for providing for the Cooperative Funding of the School Resource Officer Program. d.Audit Services – Requested Action: Authorize execution of the Engagement Letter between the City of St. Joseph and BerganKDV for the 2020-2022 Audits. e.Revolving Loan Fund Application, MN Street Market – Requested Action: Approve a loan in the amount of $25,000 from the Revolving Loan Fund for a term of 7 years at a 3% interest rate. f.Police Officer Hire, Eric Brutger – Requested Action: Approve the hire of Eric Brutger at step 1 on the wage scale. g.Bond Reimbursing Resolution – Requested Action: Adopt Resolution 2020-032 Establishing Procedures Relating to Compliance with Reimbursement Bond Regulations under the Internal Revenue Code. h.Personnel Policy & Job Descriptions – Requested Action: Adopt the personnel policy and job descriptions as presented as recommended by the Personnel Committee. 5.Engineer Reports a.Supplemental Agreement 2021 Capital Improvement Projects b.Resolution Approving the Preparation of Feasibility Report 6.Public Hearing – MN Streetscape Improvement 7.Bond Discussion – Refinancing 8.Mayor Reports 9.Closed Meeting – Pursuant to MN Statute 13D.05, Subd.3, the City Council will meet in Closed Session to discuss the potential purchase of PID 84.53794.0020. 10.Adjourn 75 Callaway Street East | Saint Joseph, Minnesota 56374 Email: cityoffices@cityofstjoseph.com | Phone: 320.363.7201 | Fax 320.363-0342 May 26, 2020 Page 1 of 1 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in workshop session on Monday, May 26, 2020 at 6:00 PM at the St. Joseph Government Center. Members Present: Mayor Rick Schultz. Councilors Anne Buckvold, Brian Theisen, Bob Loso, Troy Goracke. Administrator Kris Ambuehl. City Representatives Present:Police Chief Dwight Pfannenstein, Public Works Director Terry Thene, Finance Director Lori Bartlett, Community Development Director Therese Haffner, City Clerk Kayla Klein, City Engineer Randy Sabart City Hall/Facilities Reopening: Council discussed the reopening of City Hall. The initial plan was for stth opening on June 1; however, other area cities are opening on June 15. Buckvold was concerned that reopening facilities may cause spikes in COVID and asked whether the St. Cloud Hospital had enough capacity to accommodate. th Staff recommended and Council agreed to reopen facilities on June 15. Refuse/Clean Up Day:The spring clean up saw enforcement of the 4x4x4 junk restrictions. The refuse contract is up at the end of 2020 and the city will publish and RFP. The council discussed what the options could be for cleanup days and directed staff to have those conversations with the refuse hauler for the fall. Staff recommended keeping it the same for the fall cleanup and then decide what to put on the RFP at the end of the year. Remote Meeting Access: The cost to have and electronic platform for meetings will be about $8,000. st Quotes will be brought to the Council for approval on June 1. Street Project Priorities Bartlett presented the digital budget book. This would allow residents to view the budget in a more detailed way. The program also downloads all census data. The cost is $7,000 annually. Buckvold was supportive of the idea as residents will be able to easily access budget information. Some questions raised included: how much time will staff save? Is there a cap on licenses given to the City? Is there a cost for each additional license? How much are maintenance/support costs? Will the annual fee increase yearly? st Bartlett will get the answers to those questions and it will come before the Council on June 1. Staff began reviewing the capital and operational budget requests for 2021. Staff’s request is to have the council discuss priority of 2021 and 2022 projects. Projects to be completed in 2021 include Northland Area Street Overlay, East Park Phase 1 but only if its th in the bonding bill, and the 18 Avenue SE Improvements. Projects for 2022 include the monument signs and street overlays. Theisen asked what should be done with the MN Streetscape Project. The project needs to be dialed back and then there is the potential to complete this year. Projects in 2020 are being pushed to 2021 to better align with the project bid seasons. Adjourn: Schultz made a motion to adjourn at 7:57 PM; seconded by Goracke and passed unanimously. Kris Ambuehl City Administrator July 27, 2020 Page 1 of 1 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in workshop session on Monday, July 27, 2020 at 6:00 PM at the St. Joseph Government Center. Members Present: Mayor Rick Schultz. Councilors Anne Buckvold, Brian Theisen, Bob Loso, Troy Goracke. Administrator Kris Ambuehl. City Representatives Present:Police Chief Dwight Pfannenstein, Public Works Director Terry Thene, Finance Director Lori Bartlett, Community Development Director Therese Haffner, Deputy Clerk Kayla Klein Police Department Reorganization: Chief Pfannenstein presented historical organizational structure data on the Police Department dating back to 2002. Direct leadership is needed in the department. Pfannenstein is requesting the promotion of a second sergeant. Both Sergeants would be rotating in the power car. It will lead to additional transparency within the department. Pfannenstein wants to have the same direction to all officers by having a direct supervisor on at all times. The budget impact of a second Sergeant would be minimal due to promoting from within. As population increases, so does the demand rd for services. The official request will come back to the Council on August 3 for approval. Public Works Reorganization:The intent of the Public Works reorganization is to hire a Public Works Superintendent. Internal and external candidates will be considered. The official request will be brought to rd the Council on August 3 for approval. 2021 Budget: Bartlett provided an over of the draft 2021 budget as well as suggestions for CARES money allocation. At this point the budget is draft only and the council will have additional opportunities for input over the next few months. The CARES money spending proposal will come before the Council on August rd for approval. 3 MN Streetscape: Thene solicited one quote that came in over the $175,000 threshold and so the project will need to be bid. Schultz questioned whether the entire sidewalk needs to be replaced or just certain sections. This could save on costs. Street project alerts will be added to the City website during construction. Adjourn: Buckvold made a motion to adjourn at 7:09 PM; seconded by Schultz and passed unanimously. Kris Ambuehl City Administrator August 3, 2020 Page 1 of 2 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Monday, August 13, 2020 at 6:00 PM at the St. Joseph Government Center, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Bob Loso, Troy Goracke, Brian Theisen, Anne Buckvold City Representatives Present: Administrator Kris Ambuehl, Police Chief Dwight Pfannenstein, Public Works Director Terry Thene, Finance Director Lori Bartlett, Community Development Director Therese Haffner, City Clerk Kayla Klein, City Engineer Randy Sabart Others Present: Carl Berg, Carmie Mick Public Comments: NA Approve Agenda: Loso moved to approve the agenda; seconded by Goracke and passed unanimously. Consent Agenda: Theisen moved to approve the consent agenda; seconded by Schultz and passed unanimously. a.Minutes –Requested Action:Approve the minutes of July 20, 2020. b. Bills Payable – Requested Action: Approve check numbers 056481-056536 and Payroll EFT # 111913-111918, Accounts Payable EFT 1936, and Regular Pay Period 15. c. Sergeant Hire – Requested Action: Promote Dan Magaard to sergeant effective August 8, 2020. d. Public Works Superintendent Position – Requested Action: Authorize staff to begin the hiring process for the Public Works Superintendent Position. e. Interim Administrator – Requested Action: Appoint Therese Haffner as Interim City Administrator at Step 4 on the Administrator Pay Scale. f. Payment #8, 2019 Industrial Park East – Requested Action: Approve Pay Application #8 to R. L. Larson Excavating, Inc in the amount of $301,731.93 for the 2019 Industrial Park East Improvements. g. Payment #5, 2019 Street Improvements – Requested Action: Approve Pay Application #5 to Knife River Corporation in the amount of $93,261.02 for the 2019 Bituminous Street and CIP Improvements. thth September 19 Vendor Event – Carl Berg: Berg was present to go over his proposal for the September 19 vendor event. He has now dialed back the event to just vendor booths, but noted that there will be more booths then the previous two events. Schultz read into record a letter received from representatives of the Millstream Arts Festival whom were opposed to the event, citing that they had to cancel their event due to COVID-19. Schultz also read his response email to the representatives stating that the City did not require the festival be cancelled and are responsible for reviewing all requests that come forward. Buckvold noted her concern on allowing the event due to COVID. th Theisen moved to approve the September 19 vendor event; seconded by Goracke. Aye: Theisen, Goracke, Schultz, Loso Motion Carried 4:1 Nay: Buckvold Parklet Location: Matt Lindstrom requested the Council reconsider the parklet location. Schultz moved to keep the parklet at the previously approved location, in front of MN Street Market; seconded by Theisen and passed unanimously. Ordinance 203 Park Board Amendment: Loso moved to adopt Ordinance 2020-07 Amending Ordinance 203, Park Board; seconded by Goracke and passed unanimously. August 3, 2020 Page 2 of 2 Loso moved to approve the Park Board Mayor appointments with the correction of having the Council Liaison as a one-year term; motion seconded by Schultz and passed unanimously. Finance, Coronavirus Aid, Relief, and Economic Security (CARES) Act: Bartlett presented the items that will go toward the CARES Act fund. Loso moved to adopt Resolution 2020-025 Adopting CARES Act Purchase Policy; seconded by Buckvold and passed unanimously. Schultz moved to authorize staff to apply for FEMA aid; seconded by Theisen and passed unanimously. Finance, 2021 Draft Budget Memberships and Dues: Bartlett presented the draft budget and how the Council got where they are now and what the schedule looks like for the remainder of the year. The proposed budget includes a total of twenty-six full time employees. Street Department Equipment: The city has contracted snow removal of the most recent annexation areas. The cost has averaged to be $35,000 per season. Staff was able to locate a used plow truck previously owned by the City of Apple Valley. Additionally, the department is requesting the approval to purchase a used hotbox. The hotbox will cut pot hole repair time in half for public works staff. Loso moved to approve the purchase of the plow truck and hotbox. Public Works will track the number of hours using the hotbox takes and report back to the Council. The motion was seconded by Theisen and passed unanimously. Mayor Reports: Schultz thanked previous employee Mary Generous for her years of service working for the City. Schultz held a meet the mayor meeting at the local blend and had received complements on the usability of the City website. Closed Session: Loso made a motion for the Council to move into closed session pursuant to MN Statute 13D.05, Subd. 3, to discuss the potential sale of a portion of PID 84.53457.0005 owned by the City of St. Joseph. The motion was seconded by Theisen and passed unanimously. Schultz readjourned the meeting. Schultz made a motion authorizing staff to prepare an RFP for the sale of a portion of PID 84.53457.0005; seconded by Loso and passed unanimously. Adjourn: Loso moved to adjourn the meeting at 7:15; seconded by Theisen and passed unanimously. Kris Ambuehl City Administrator August 17, 2020 Page 1 of 2 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Monday, August 17, 2020 at 6:00 PM at the St. Joseph Government Center, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Bob Loso, Troy Goracke, Brian Theisen, Anne Buckvold City Representatives Present: Administrator Kris Ambuehl, Police Chief Dwight Pfannenstein, Public Works Director Terry Thene, Finance Director Lori Bartlett, Community Development Director Therese Haffner, City Clerk Kayla Klein, City Engineer Randy Sabart Public Comments: NA Consent Agenda: Buckvold moved to approve the agenda with the addition of items 8. City Administrator Interview Discussion and item 10a. September 1, 2020, Special Council Meeting; seconded by Theisen and passed unanimously. a. Bills Payable – Requested Action: Approve check numbers 056537-056586 and Payroll EFT # 111919-111925 and Accounts Payables EFT # 1937-1938, and Regular Pay Period 16 and Council Pay Period 7 b. Treasurer’s Report – Requested Action: Accept the July 2020 Treasurer’s Report as presented. c. Donations – Requested Action: Adopt Resolution 2020-027 Accepting the Donations as presented for their intended purposes. d. Capital Improvement Plan, Public Works Facility – Requested Action: Adopt Resolution 2020- 025 Calling for the Public Hearing on the Intention to Issue GO CIP Bonds and the Proposal to Adopt a Capital Improvement Plan e. Account Technician Hire – Requested Action: Authorize the full time hire of Vicky Granite starting at step five ($22.40) on the pay scale upon successful completion of the employment process screening. Minnesota Streetscape Improvements: Council requested staff prepare a scaled back improvement for the MN Streetscape repairs. Staff recommends adding the project to the 2020 improvement bonds the City intends to th issue for the 20Avenue SE Improvement. Loso moved to adopt Resolution 2020-026 Calling for the Public Improvement Hearing on the MN Streetscape Improvements to take place on September 8, 2020 and the bid opening to take place on September 2, 2020. The motion was seconded by Goracke and passed unanimously. th Engineer Reports, 2020 20 Avenue SE Improvements: Due to the project timing and the upcoming bond issue, staff recommends declaring the proposed assessments and ordering the public hearing for September 8, 2020. Loso moved to adopt Resolution 2020-028 Approving Plans and Specifications and Ordering th Advertisement for Bids for the 2020 20Avenue SE Improvements; seconded by Buckvold and passed unanimously. Schultz moved to adopt Resolution 2020-029 Declaring Costs to Be Assessed and Ordering the th Avenue SE Improvements; seconded by Loso Preparation of Proposed Assessment for the 2020 20 and passed unanimously. th Buckvold moved to adopt Resolution 2020-030 Ordering Assessment Hearing for the 2020 20 Avenue SE Improvements; seconded by Schultz and passed unanimously. rd Request for Proposal – Community Center Property: At the August 3 meeting, the Council authorized staff to draft an RFP for the sale of the Community Center. RFPs will be due by September 18, 2020. Buckvold made a motion to publish the RFP from August 19, 2020 – September 18, 2020 for the Community Center Property; seconded by Theisen and passed unanimously. August 17, 2020 Page 2 of 2 City Administrator Interview Discussion: Council consensus was to have the City Administrator interviews take th place on August 24, with interviews beginning at 5:00 PM. Department Reports: Each department presented their monthly report. Mayor Reports: Council consensus was to have a special city council meeting on September 1, 2020. Closed Meeting: Schultz moved to enter into closed session pursuant to MN Statute 13D.05, Subd. 3 to discuss the potential purchase of PID 84.53794.0020; seconded by Gorackeand passed unanimously. Adjourn: The council came out of closed session with no decisions being made. Theisen moved to adjourn the meeting at 7:15 PM; seconded by Schultz and passed unanimously. Kris Ambuehl City Administrator Council Agenda Item 4c MEETING DATE:September 1, 2020 AGENDA ITEM: School Resource Officer SUBMITTED BY: Administration/Police Chief BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: Since 2010 the City has entered into a JPA with District 742 to have available a school resource officer. District 742 receives funding to help offset the cost of the resource officer. The JPA does not require a commitment of hours, rather it is to provide presence in the school and aid as needed. BUDGET/FISCAL IMPACT: $10,000.00 ATTACHMENTS: Request for Council Action ISD 742 Joint Powers Agreement REQUESTED COUNCIL ACTION: Authorize the Mayor and Police Chief to execute the Joint Powers Agreement between the City of St. Joseph and ISD 742 for providing the Cooperative Funding of the School Resource Officer Program. Council Agenda Item 4d MEETING DATE: September 1, 2020 AGENDA ITEM: Audit Services – Authorize execution of the Engagement Letter between the City of St. Joseph and BerganKDV for the years 2020-2022 SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: None BACKGROUND INFORMATION: The City has received the tri-annual engagement letter from BerganKDV to prepare and complete the annual audit. All Minnesota cities over 2,500 are required to hire an independent auditor to annually audit the financial statements. They have provided a quote for the next three years in the following amounts: December 31, 2020 $29,500 December 31, 2021 $29,900 December 31, 2022 $30,500 If the City of St. Joseph exceeds $750,000 in federal grant expenditures in any year, BerganKDV will engage separately for the single audit in the amount of $3,350. BUDGET/FISCAL IMPACT: See table above ATTACHMENTS: Request for Council Action – Audit Services Engagement Letter Summary REQUESTED COUNCIL ACTION: Authorize the Finance Director to execute the engagement letter between the City of St. Joseph and BerganKDV for a three-year term beginning with fiscal year ending December 31, 2020 through fiscal year ending December 31, 2022. Council Agenda Item 4e MEETING DATE: September 1, 2020 AGENDA ITEM: Revolving Loan Request- MN Street Market SUBMITTED BY: Community Development/Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: The Finance Committee and EDA recommend approval of a seven-year loan of $25,000 at a 3% interest rate. PREVIOUS BOARD ACTION: BACKGROUND INFORMATION: MN Street Market is a member-owned cooperative with a Board of Directors that opened in 2011 with 229 members, and 27 student members. Currently, they have about 500 active members. Pia Lopez, Manager of St. Joseph Food Cooperative/Minnesota Street Market has requested a loan from the City’s Revolving Loan Fund for a 16- foot long produce cooler, 4-foot grab and go cooler, installation of the coolers, and relocation of an existing deli cooler and condenser unit. The purpose of the loan is to replace an existing 1994 cooler that has major annual repair expenses and replace a smaller grab and go cooler that they retired a couple of years ago. The estimated project costs are $30,000. The applicant has requested a loan in the amount of $25,000 for a term of 10 years at a 0% interest rate. The proposed collateral is as follows: New equipment: $12,000 Existing office equipment: $15,700 Existing store equipment: $74,000 Inventory: June 30 Cost Valuation = $45,984 (Suggested Retail Price Valuation = $75,063) The recommended terms are consistent with other loans granted. BUDGET/FISCAL IMPACT: $25,000 RLF ATTACHMENTS: Quote for costs of equipment MN Street Market Business Plan REQUESTED COUNCIL ACTION: Approve a loan in the amount of $25,000 from the Revolving Loan Fund for a term of 7 years at a 3% interest rate. Council Agenda Item 4f MEETING DATE:September 1st, 2020 AGENDA ITEM: Officer Hire - Eric Brutger SUBMITTED BY: Chief of Police BACKGROUND INFORMATION: With the approval of the 2020 Cops Grant the City of St. Joseph opened up police officer applications. 25 applications were received. Applications were scored and the top 8 candidates were interviewed by Interim Administrator Haffner, Sgts Magaard and Johnson, as well as myself. The committee unanimously selected Eric Brutger to be selected and offer a full-time position with the City of St. Joseph . th Eric Brutger will be sworn in at the September 8City Council meeting. ATTACHMENTS: REQUESTED COUNCIL ACTION: Approve the hiring of Eric Brutger at Step 1 on the wage scale. Council Agenda Item 4g MEETING DATE: September 1, 2020 AGENDA ITEM: Bond Reimbursing Resolution SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: None BACKGROUND INFORMATION: Mary Ippel, Taft bond counsel, recommends passing a blanket resolution declaring the intent to reimburse expenditures from bond proceeds. The resolution would then be included in resolutions ordering improvements as an Exhibit. This will cover the legal requirements for the bond issues. Attached is the resolution drafted by Taft that will be used on future bonded projects (Exhibit A will be added only). BUDGET/FISCAL IMPACT: None ATTACHMENTS: Request for Council Action – Bond Reimbursement Declaration Taft Memorandum Resolution 2020-03 Resolution Establishing Bond Reimbursements REQUESTED COUNCIL ACTION: Consider adopting Resolution 2020-03 establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code. MEMORANDUM TO:Kris Ambuehl, City Administrator of the City of St. Joseph, MN FROM: Mary Ippel DATE: August 18, 2020 RE: REIMBURSEMENT RESOLUTION Enclosed is a resolution for consideration by the City Council at an upcoming council meeting. The Resolution authorizes you to make periodic "Declarations of Official Intent" to reimburse expenditures from Bonds (the form is in Exhibit A to the Resolution). The general requirements of the tax regulations relating to reimbursing expenditures are as follows: 1. the Declaration must be made no later than sixty days after payment of project costs; 2. the Declaration must contain (a) a reasonable description of the project and (b) the maximum principal amount of bonds expected to be issued for the project. You will need to fill in a description for the project in paragraph 2 and a dollar amount in paragraph 3 on Exhibit A; and 3. the bonds must be issued within the later of (a) 18 months after the payment, or (b) the date the project is placed in service, but not more than three years after the payment. A Declaration is not required for preliminary and engineering costs as long as those costs do not exceed twenty percent of the bonds. a) Preliminary expenditures include architectural, engineering surveying, soil testing, and similar costs that are incurred prior to commencement of construction, rehabilitation or acquisition of a project. Preliminary costs do not include land acquisition, site preparation, and similar costs incident to the commencement of construction. Preliminary expenditures, however, cannot exceed 20% of the issue price of the related reimbursement bond issue. b) Costs in an amount not exceeding the lesser of $100,000 or 5% of the proceeds of the issue are considered 'de minimis'. If you have any questions, please call me. Taft Stettinius & Hollister LLP Chicago / Cincinnati / Cleveland / Columbus / Dayton / Delaware / Denver / Indianapolis / Minneapolis / Northern Kentucky / Phoenix 12754863v1 RESOLUTION NO. 2020-03 RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE BE IT RESOLVED by the City Council (the "Council") of the City of St. Joseph, Minnesota (the "City"), as follows: 1.Recitals. (a)The Internal Revenue Service has issued Treasury Regulations, Section 1.150-2 (as the same may be amended or supplemented, the "Regulations"), dealing with "reimbursement bond" proceeds, being proceeds of bonds used to reimburse the City for any project expenditure paid by the City prior to the time of the issuance of those bonds. (b)The Regulations generally require that the City (as the issuer of or the primary obligor under the bonds) make a declaration of intent to reimburse itself for such prior expenditures out of the proceeds of subsequently issued bonds, that such declaration be made not later than 60 days after the expenditure is actually paid, and that the bonding occur and the written reimbursement allocation be made from the proceeds of such bonds within 18 months after the later of (1) the date of payment of the expenditure or (2) the date the project is placed in service (but in no event more than 3 years after actual payment). 2.Official Intent Declaration. The Regulations, in the situations in which they apply, require the City to have declared an official intent (the "Declaration") to reimburse itself for previously paid project expenditures out of the proceeds of subsequently issued bonds. The Council hereby authorizes the City Administrator to make the City's Declarations or to delegate from time to time that responsibility to other appropriate City employees. Each Declaration shall comply with the requirements of the Regulations, including without limitation the following: (a)Each Declaration shall be made not later than 60 days after payment of the applicable project cost and shall state that the City reasonably expects to reimburse itself for the expenditure out of the proceeds of a bond issue or similar borrowing. Each Declaration may be made substantially in the form of the Exhibit A which is attached to and made a part of this Resolution, or in any other format which may at the time comply with the Regulations. (b)Each Declaration shall (1) contain a reasonably accurate description of the "project," as defined in the Regulations (which may include the property or program to be financed, as applicable), to which the expenditure relates and (2) state the maximum principal amount of bonding expected to be issued for that project. 12754831v1 (c)Care shall be taken so that the City, or its authorized representatives under this Resolution, not make Declarations in cases where the City doesn't reasonably expect that reimbursement bonds will be issued to finance the subject project costs, and the City officials are hereby authorized to consult with bond counsel to the City concerning the requirements of the Regulations and their application in particular circumstances. (d)The Council shall be advised from time to time on the desirability and timing of the issuance of reimbursement bonds relating to project expenditures for which the City has made Declarations. 3.Reimbursement Allocations. If the City is acting as the issuer of the reimbursement bonds, the designated City officials shall also be responsible for making the "reimbursement allocations" described in the Regulations, being generally written allocations that evidence the City's use of the applicable bond proceeds to reimburse the original expenditures. 4.Effect. This Resolution shall amend and supplement all prior resolutions and/or procedures adopted by the City for compliance with the Regulations (or their predecessor versions), and, henceforth, in the event of any inconsistency, the provisions of this Resolution shall apply and govern. Adopted on September 1, 2020, by the City Council of the City of St. Joseph, Minnesota. 2 12754831v1 CERTIFICATION The undersigned, being the duly qualified and acting City Administrator of the City of St. Joseph, Minnesota, hereby certifies the following: The foregoing is true and correct copy of a Resolution on file and of official, publicly available record in the offices of the City, which Resolution relates to procedures of the City for compliance with certain IRS Regulations on reimbursement bonds. Said Resolution was duly adopted by the governing body of the City (the "Council") at a regular meeting of the Council held on September 1, 2020. The Council meeting was duly called, regularly held, open to the public, and held at the place at which meetings of the Council are regularly held. Councilmember _________________ moved the adoption of the Resolution, which motion was seconded by Councilmember ____________________. A vote being taken on the motion, the following members of the Council voted in favor of the motion to adopt the Resolution: and the following voted against the same: Whereupon said Resolution was declared duly passed and adopted. The Resolution is in full force and effect and no action has been taken by the Council which would in any way alter or amend the Resolution. WITNESS MY HAND officially as the City Administrator of the City of St. Joseph, Minnesota, on September 1, 2020. ____________________________________ City Administrator City of St. Joseph, Minnesota 3 12754831v1 EXHIBIT A Declaration of Official Intent The undersigned, being the duly appointed and acting City Administrator of the City of St. Joseph, Minnesota (the "City"), pursuant to and for purposes of compliance with Treasury Regulations, Section 1.150-2 (the "Regulations"), under the Internal Revenue Code of 1986, as amended, hereby states and certifies on behalf of the City as follows: 1.The undersigned has been and is on the date hereof duly authorized by the City Council of the City to make and execute this Declaration of Official Intent (the "Declaration") for and on behalf of the City. 2.This Declaration relates to the following project, property or program (the "Project") and the costs thereof to be financed: 3.The City reasonably expects to reimburse itself for the payment of certain costs of the Project out of the proceeds of a bond issue or similar borrowing (the "Bonds") to be issued after the date of payment of such costs. As of the date hereof, the City reasonably expects that $____________ is the maximum principal amount of the Bonds which will be issued to finance the Project. 4.Each expenditure to be reimbursed from the Bonds is or will be a capital expenditure or a cost of issuance, or any of the other types of expenditures described in Section 1.150-2(d)(3) of the Regulations. 5.As of the date hereof, the statements and expectations contained in this Declaration are believed tobe reasonable and accurate. Date: ____________, 20__. _______________________________________ City Administrator City of St. Joseph, Minnesota A-1 12754831v1 Council Agenda Item 4h MEETING DATE: September 1, 2020 AGENDA ITEM: Personnel Policy & Job Descriptions SUBMITTED BY: Administrative BOARD/COMMISSION/COMMITTEE RECOMMENDATION: The personnel policy and job descriptions have been reviewed and approved by the Personnel Committee. PREVIOUS COUNCIL ACTION: None BACKGROUND INFORMATION: As part of the organizational study job descriptions were amended as well as the personnel policy. The Personnel Committee has reviewed both and recommend approval. BUDGET/FISCAL IMPACT: ATTACHMENTS: Request for Council Action REQUESTED COUNCIL ACTION: Adopt the personnel policy and job descriptions as presented. August 31, 2020 RE: St. Joseph, Minnesota 2021 Street Improvements Feasibility Report SEH No. P-STJOE 156456 10.03 Honorable Mayor and City Council c/o Mr. Kris Ambuehl, Administrator City of St. Joseph 75 Callaway St E PO Box 668 St. Joseph, MN 56374-0668 Dear Mayor and Members of the Council: This letter supplements the Agreement for Professional Services between City of St. Joseph, Minnesota, Owner, and Short Elliott Hendrickson Inc. (SEH) dated July 1, 2006, and addresses providing Report Phase services in connection with studying street resurfacing improvements in the Northland neighborhood (Jasmine Lane, Iris rdthth Lane, 3 Avenue NE, Hackberry Drive, 7 Avenue NE, and parts of Northland Drive, 18 Avenue between Baker th Street E and Minnesota Street E, and 20 Avenue SE between Minnesota Street E and the south side of the rdst Army facility; and alley pavement and utility improvements between 3 Avenue NW, 1 Avenue NW, Minnesota Street W, and Ash Street W (h Our services will consist of conducting an investigation, preparing a feasibility report containing the findings of the investigation along with our recommendations for the Project, identifying geometric and typical pavement section alternatives (1-2 alternatives), preparing preliminary opinion of probable project costs, calculating preliminary special assessment rates, and assisting the Owner in conducting one Chapter 429 Public Improvement Hearing, all as set forth in this letter and the Agreement for Professional Services between SEH and City of St. Joseph, Minnesota, dated July 1, 2006. We will also furnish such Additional Services as you may request or as required. Additional Services that may be provided, but are not included in the proposed scope of work, include: Boundary and topographic surveys. Design and Construction Phase Services. You will pay us a fee for our services, currently estimated to be $25,850, in accordance with Exhibit C-2, Lump Sum method. Payment for additional services shall be based on the time required to perform the services and the billable rates for the principals and employees engaged directly on the Project, plus charges for expenses and equipment, all in accordance with Exhibit C-1. We will start our services promptly after receipt of your authorization. We estimate our services will be completed after 3 months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717 SEH is 100% employee-owned | sehinc.com | 320.229.4300 | 800.572.0617 | 888.908.8166 fax Honorable Mayor and City Council August 31, 2020 Page 2 Your budgetary limitations for construction of the Project should be provided to us in writing at an early date. We will endeavor to work within those limitations. Where appropriate, if the estimated cost exceeds the budget, we will either request an adjustment in the budget or suggest a revision in the extent or quality of the Project to assist in bringing construction cost back within the budget. We do not guarantee that our opinions of probable construction cost will not differ materially from negotiated prices or bids. If you wish greater assurance as to probable construction cost or if you wish formal estimates, an independent cost estimator should be employed as provided in Section IV.A. of the Agreement and in Exhibit B. This letter and the Agreement for Professional Services dated July 1, 2006, along with Exhibits A, B, C-1, and D represent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal (Lic. MN) mrb x:\\pt\\s\\stjoe\\156456\\1-genl\\10-setup-cont\\03-proposal\\feasibility\\2020.08.31 supplemental ltr agreement.docx Accepted by: City of St. Joseph, Minnesota By: Date: Authorized Client Signature RESOLUTION 2020-032 ORDERING PREPARATION OF REPORT ON IMPROVEMENTS 2021 Street Improvements WHEREAS, it is proposed to improve Jasmine Ln, between CSAH 2 and a point approximately 250 feet east of Northland Dr; 3rd Ave NE, north of Jasmine Ln; Iris Ln, between a point approximately 150 feet north of Hickory St E and a point approximately 500 feet east of Northland Dr; Northland Dr between Gumtree St and a point approximately 150 feet north of Jasmine Ln; Hickory Dr, Hackberry Dr, and 7th Ave NE, east of Northland Dr; 18th Ave SE between Baker St E and Minnesota St E by constructing pavement surface improvements; and to improve the alleys between 3rd Ave NW, 1st Ave NW, Minnesota St W, and Ash St W by constructing sanitary sewer, water main, storm drainage, and pavement surface improvements and to assess the benefited property for a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF ST. JOSEPH, MINNESOTA: That the proposed improvement be referred to Randy Sabart of SEH, for study and that he is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. ADOPTED by the City Council this 1st day of September, 2020. CITY OF ST. JOSEPH Rick Schultz, Mayor ATTEST Kris Ambuehl, City Administrator Council Agenda Item 6 MEETING DATE:September 1, 2020 AGENDA ITEM: Public Hearing: Minnesota Streetscape Improvements SUBMITTED BY: Finance /Public Works BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: Council requested staff to prepare a scaled back improvement for the Minnesota Streetscape repairs and to complete in 2020 if possible. Council reviewed the design concept plans prepared by S.E.H. Council called for the improvement hearing for the Minnesota Streetscape project. BACKGROUND INFORMATION: Staff has reported pavers lifting and root intrusion becoming a safety hazard along Minnesota Street. Council has reviewed updated plans for beautification and welcoming to the downtown area over the past several years. Some funding has been put aside for repairs. Staff requested quotes for replacing pavers, trees, benches and planters. The quotes exceeded a threshold for bidding requirements under the bid law. Sealed bids are required. The bid specifications were th reviewed by city council at the July 27 workshop and will be considered for approval after the public st improvement hearing on Sept. 1. th The project was proposed to be financed with the 2020 20 Ave SE watermain project. Due to bonding requirements under the Statute §429, it does not meet the 20% assessed on the improvement costs. Since the main portion of the streetscape project will be completed in 2021, staff recommends merging the bond issue with the 2021 street improvements. If the 2021 improvements are postponed, the council can consider issuing GO tax abatement bonds to fund the streetscape project. These bonds carry a slightly higher interest rate and ties up taxes for future TIF/Abatement projects that arise. th City council ordered the improvement hearing at their Aug 17council meeting. Staff recommends continuing the with the hearing and modify the motion for Resolution 2020-026 merging the Minnesota th Streetscape improvements from the 20Ave SE improvements to the 2021 improvement projects. The enclosed resolution orders the Minnesota Streetscape improvements and the preparation of final plans and specifications for the project, and combining the same with the 2021 improvements. This order of actions is necessary to properly move the project forward with bidding and awarding a contract this fall. BUDGET/FISCAL IMPACT: TBD ATTACHMENTS: Request for Council Action – Minnesota Streetscape Improvements Resolution 2020-033 Order Improvements Streetscape Improvements Minnesota Streetscape Plans and Specifications Resolution 2020-034 Approving Plans & Specifications & Ordering Advertisement for Bids REQUESTED COUNCIL ACTION: Hold public hearing on the Minnesota Streetscape improvements. Modify Resolution 2020-026 ordering the improvement hearing to merge the Minnesota Streetscape project with the 2021 improvement project. Adopt Resolution 2020-033 ordering improvements and directing preparation of final plans and specifications for the Minnesota Streetscape Improvements of 2020, and combining the same with the 2021 improvement project. Adopt Resolution 2020-034 Approving the Plans and Specifications and Ordering Advertisement for Bids EXTRACT OF MINUTES OF MEETING OF THE CITY COUNCIL OF THE CITY OF ST. JOSEPH, MINNESOTA HELD: SEPTEMBER 1, 2020 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of St. Joseph, Minnesota, was duly called and held at the St. Joseph Government st Center in said City on the 1 day of September, 2020, at 6:00 o'clock P.M. The following members were present: and the following were absent: Member __________________ introduced the following resolution and moved its adoption: RESOLUTION 2020-033 RESOLUTION ORDERING IMPROVEMENTS AND DIRECTING PREPARATION OF FINAL PLANS AND SPECIFICATIONS FOR THE MINNESOTA STREETSCAPE IMPROVEMENTS OF 2020, AND COMBINING THE SAME WITH THE 2021 IMPROVEMENT PROJECT WHEREAS, after due Notice of Public Hearing on the construction of the Minnesota Streetscape Improvements of 2020 project (the "Streetscape Improvements") for the City of St. Joseph, Minnesota (the "City"), a public hearing on said improvements was duly held and the Council heard all persons desiring to be heard on the matter and fully considered the same; and WHEREAS, the City Council deems that it is in the best interest of the City to combine and consolidate the Streetscape Improvements with the City’s 2021 Improvement Project; NOW THEREFORE, BE IT RESOLVED by the City Council of the City of St. Joseph, Minnesota as follows: 1. The improvements described in the Notice of Public Hearing are hereby designated and shall be known as Minnesota Streetscape Improvements of 2020 (the "Streetscape Improvements"). 1 12718588v2 2. The Streetscape Improvements shall be combined and consolidated with the 2021 Improvement Project, and shall be referred to as the "Minnesota Streetscape and 2021 Improvement Project". 3. The Streetscape Improvements are necessary, cost-effective, and feasible as detailed in the feasibility report. 4. It is advisable, expedient and necessary that said Streetscape Improvements as described in the Notice of Hearing thereon be constructed, and the same are hereby ordered made. 5. City staff are hereby directed to prepare final plans and specifications for said Streetscape Improvements. 6. The City Council declares its official intent to reimburse itself for the costs of the Streetscape Improvements from the proceeds of tax-exempt bonds. 7. The City Council shall let the contract for all or part of the work for said Streetscape Improvements or order all or part of the work done by day labor or otherwise as authorized by Minnesota Statutes, Section 429.041, Subdivision 2 or Subdivision 2a within one year of the date of this resolution ordering said Streetscape Improvements. The motion for the adoption of the foregoing resolution was duly seconded by member __________________ and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. CITY OF ST. JOSEPH By Mayor, Rick Schultz ATTEST By City Administrator, Kris Ambuehl 2 12718588v2 STATE OF MINNESOTA ) COUNTY OF STEARNS ) ss CITY OF ST. JOSEPH ) I, the undersigned, being the duly qualified and acting City Administrator of the City of St. Joseph, Minnesota, DO HEREBY CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council of said City, duly called and held on the date therein indicated insofar as such minutes of a meeting of the City Council of said City, duly called and held on the date therein indicated insofar as such minutes relate to the ordering and directing preparation of final plans and specifications of Minnesota Street Streetscape Improvements of 2020 in said City. WITNESS my hand and the seal of said City this 1st day of September, 2020. ______________________________ City Administrator (SEAL) 3 12718588v2 RESOLUTION 2020-034 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS 2020 MN Streetscape Improvements WHEREAS, pursuant to a resolution passed by the City Council on September 1, 2020, a report has been prepared by the City of St. Joseph with reference to the proposed MN Streetscape Improvements. The improvements include repairs to the existing streetscape on the south side of Minnesota Street from st Chapel Lane to 1 Avenue NE which include replacing pavers, tree planters, benches, and garbage receptacles and reconstruction of existing pedestrian ramps to meet ADA requirements. Such plans and specifications were presented to the council for approval. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST JOSEPH, MINNESOTA: 1. Such plans and specifications as presented on September 1, 2020 are hereby approved. 2. The City Administrator shall prepare and cause to be inserted in the official newspaper, the St. Cloud Times, an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for two days, two consecutive weeks, shall specify the work to be done, shall state that bids be received by the City Administrator until 9:30 AM on September 30, 2020, at which time they will be publicly opened at the St. Joseph City Hall, 75 Callaway Street East, by the City Administrator and Public Works Director, will then be tabulated, and will be considered by the Council on October 5, 2020 at 6:00 PM in the Council Chambers, 75 Callaway Street East. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility, No bids will be considered unless sealed and filed with Administrator and accompanied by a cash deposit, cashier’s check, bid bond or certified check payable to the Administrator for 5% of the amount of such bid. st Adopted this 1day of September, 2020. CITY OF ST. JOSEPH By Mayor, Rick Schultz ATTEST By City Administrator, Kris Ambuehl Council Agenda Item MEETING DATE: September 1, 2020 AGENDA ITEM: Bond Discussion - Refinancing SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: Council issued 2013 and 2014 project bonds. BACKGROUND INFORMATION: With bond rates at extreme lows right now and the pending bond issue this fall, there are two bonds that are candidates for refinancing to save interest costs. The two bonds were issued in 2013 and 2014 for multiple projects. Interest savings total approximately $225,000 over the remaining life of the bonds. To refinance, the city has to show at least a 3% interest savings per state statutes. The 2013 bonds would see about a 7-8% savings; the 2014 about a 6% savings meeting the statute requirements In the case of the 2014 bonds, the call date is not until December 31, 2021. This bond is a candidate for an advanced refunding. Money would be held in escrow until the call date. Advanced refundings become taxable bonds; typically carrying a slightly higher interest rate. The taxable bonds are still at historical lows. Council could wait until 2021 to refund the bonds at the call date, the bonds could stay tax exempt, but interest rates may be higher a year from now. Also, there may not be a bond issue in fall 2021 to help offset bonding costs to refinance. Staff recommends the advanced refunding to take advantage of the extreme low rates today. As we prepare for the upcoming bond issue, staff is looking for direction from council on their desire to refinance the 2013 and 2014 bonds to add to the new project issue. In addition to the refundings, there are two debts that will be paid in full in 2021. Staff would like to discuss if reserve funds could be used to pay the debts off early in 2020. In doing so, the debt levy would be reduced by $81,000. The 2011A GO Improvement bonds would require $140,000 Fund 390 debt service reserves (and would save $3,360 in interest), the 2011A GO Equipment Certificates would require $45,000 in Fund 105 debt service reserves (and would save $1,080). The reserve balances are currently at $646,000 and $64,000, respectively. If the community center is sold this year, the 2015 GO Abatement bonds would require Fund 200 local option sales tax funds to be set aside, along with proceeds from the sale, to pay the balance of the bonds. $1,516M is needed. Staff estimates $720,000 of the current $1M Fund 200 balance to be used. The building sell will also have a positive general levy impact beginning in 2021. Staff is not requesting any action at this time, just clarifying with the council as to how this may impact the previous bonds discussed. BUDGET/FISCAL IMPACT: Potentially $230,000 interest savings over the life of the bonds ATTACHMENTS: Request for Council Action – Bond Refinancing Discussion REQUESTED COUNCIL ACTION: Discuss the possibility to refinance the 2013 and 2014 bonds. Also discuss calling two debts early from 2011.