Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
04.17.25
CITY OF ST. JOSEPH www.cityofstjoseph.com 75 Callaway Street East | Saint Joseph, Minnesota 56374 Email: cityoffices@cityofstjoseph.com | Phone: 320.363.7201 | Fax 320.363.0342 St. Joseph City Council April 7, 2025 6:00 PM Join Zoom Meeting https://us06web.zoom.us/j/89331202691?pwd=xtPJTdHAvz02b3iQ3HB0WyzWqJQp2X.1 Meeting ID: 893 3120 2691 Passcode: 257060 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 March 17, 2025. b. Bills Payable – Requested Action: Approve Check Numbers 62882-62923, Payroll & Account Payable EFT #3650-3674; ACH Accounts Payable #2400201-2400242; Regular Pay Period 6 & 7. c. Transfers – Requested Action: Authorize the 2024-2025 Transfers as presented. d. Equity Classifications – Requested Action: Approve the 2024 Equity Classifications as presented. e. Premise Permit Application – Requested Action: Approve Resolution 2025-022 approving the premises permit application. f. 2024 Elm Street Improvements – CSAH 133 Roundabout Construction Agreement – Requested Action: Execute the Professional Services Agreement with SEH for construction services for the 2024 Elm Street Improvements and the CSAH 133 roundabout project. 5. Public Hearing – Sal’s Bar & Grill Special Event 6. Public Hearing – La Playette Special Event 7. Public Hearing – Small Cities Development Program 8. White Peony Summer Market – Street Closure Request 9. Consider Approval of Resolution 2025-020 Ordering Improvement and Preparation of Plans for the 2025 Street Improvements. 10. 2025 Street Improvements – Final Design Supplemental Letter Agreement 11. Department Reports 12. Mayor and Council Reports/Updates 13. Adjourn March 17, 2025 Page 1 of 1 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in a workshop setting on Monday, March 17, 2025, at 5:00PM in the St. Joseph Government Center. Members Present: Mayor Adam Scepaniak, Councilmembers Adam Schnettler, Kevin Kluesner, Andrew Mooney, Kelly Beniek City Representatives Present: Administrator David Murphy, Finance Director Lori Bartlett, Public Works Director Ryan Wensmann, Community Development Director Nate Keller, Police Chief Dwight Pfannenstein, Recreation Director Rhonda Juell, City Clerk Kayla Klein Others Present: Mary Bruno, Ashley Fink, Jacob Fink Morningside Watermain Discussion: Sabart provided an overview of the watermain in the Morningside area. On the council’s agenda is approval for soil borings to be conducted as there have been two breaks in that area. The city hired a consultant to see if the cause was from electrolysis. The results of that study determined it was not caused by electrolysis so the next potential reason would be hot soils. SEH will come back with an estimate to replace the entirety of the pipe from ductile iron to PVC. CVB & Compensation for CVB Chair: Mayor Scepaniak provided an overview for this item. He has done quite a bit of research on other CVBs in the state and none of the chairs are paid. There will need to be a separation of the chair from the freelance contractor. Roles and responsibilities for the CVB need to be defined. Each year a chair and vice chair should be elected. Scepaniak asked that Mary Bruno draft a contract for her marketing and design services for the CVB and present that to the council for approval. This will clean up the notion that Bruno is being paid just for being the chair of the CVB, which isn’t the case. Egg-Laying Chicken Ordinance: Mayor Scepaniak asked the council for their thoughts on the city having an egg-laying chicken ordinance. There have been several inquiries from residents on having chickens on their property. Ashley and Jacob Fink were in attendance as advocates for a proposed ordinance. There would be regulations in place on the number based on lot size, no roosters would be allowed. There wouldn’t be a fee/license, but the property owner would still need to register with the city. This is similar to the beekeeping ordinance. Councilmember Schnettler though the chickens should only be allowed in the R-1 and R-2 zoning districts. NFC (National Fitness Campaign) Fitness Court: The NFC reached out to Mayor Scepaniak regarding a possible outdoor fitness court in St. Joseph. They would supply some of the funding. The court would be the same as the one in Waite Park. Each year the NFC has a pool of money in which they allocate to these projects. Once the money is gone for the year, its gone; however, the pool is replenished each year. Councilmembers were open to it; however, it would need to be discussed for the 2026 budget. The work session was adjourned at 5:53 PM. Kayla Klein City Clerk March 17th, 2025 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, March 17th, 2025, at 6:00PM in the St. Joseph Government Center. Members Present: Mayor Adam Scepaniak, Councilmembers Adam Schnettler, Kevin Kluesner, Kelly Beniek, Andrew Mooney City Representatives Present: City Administrator David Murphy, City Clerk Kayla Klein, Police Chief Dwight Pfannenstein, Public Works Director Ryan Wensmann, City Engineers Randy Sabart and Bryce Johnson, Finance Director Lori Bartlett, Community Development Director Nate Keller Public Comments: John Kalla, 817 Able St E. Kalla believes the city should have an ordinance requiring residents to cleanup their yards. Tim Borresch, 11 3rd Ave NW: Borresch expressed concerns regarding the lighting at The House Food & Tap, nothing that the lights shine directly into his tenants and neighboring properties’ windows. Margy Hughes, 128 Able Ct: Hughes asked if the city still has and enforces the parking pad ordinance. Years ago, certain residents were required to pave their parking pads and Hughes noted that there are many in the city not in compliance. Approve Agenda: Beniek moved to approve the agenda; seconded by Kluesner and passed unanimously. Consent Agenda: Kluesner motioned to approve the consent agenda; seconded by Mooney and passed unanimously. a. Minutes – Requested Action: Approve the minutes of March 3, 2025. b. Bills Payable – Requested Action: Approve check numbers 62869-62881, ACH account payable # 2400183-2400200; Payroll & Accounts Payable EFT #3642-3649; Regular Pay Period 5. c. Financial Report – Requested Action: Accept the February 2025 financial reports as presented. d. Sign Variance – Deutz Rentals, LLC– Requested Action: Approve Resolution 2025-012 approving the Variance findings of fact for a projecting sign in the B-1 Central Business District. e. 2025 Compost Site Contract – Requested Action: Approve the 2025 Compost Site Contract with C&L Excavating as presented. f. Grant Acceptance – Requested Action: Accept the grant in the amount of $2,500 from Resource Training & Solutions to help fund Wellness Committee initiatives. g. Resignation of Administrative Assistant – Requested Action: Accept the resignation of Melissa Bauer, Administrative Assistant and authorize staff to begin the hiring process to fill the position. h. Application to Conduct Off-Site Gambling, St. Joseph Lions – Requested Action: Approve Resolution 2025-013 approving application from the St. Joseph Lions to conduct off-site gambling at Sal’s Bar & Grill on April 18, 2025. i. Proposal for Geotechnical Investigation – Requested Action: Approve the proposal submitted by Braun Intertec to complete a geotechnical investigation for portions of Foxmore Way, 2nd Ave SW, 3rd Ave SW, Hill St W, Iverson St W, Morningside Loop. Public Improvement Hearing, 2025 Street Improvements: Local improvements are regulated through the 429 process which includes two public hearings. Tonight’s hearing is the Public Improvement hearing and is based on the merits of the project. Bryce Johnson, SEH, Inc. presented the project details, preliminary costs, and preliminary schedule to those in attendance. At the conclusion of Johnson’s presentation, Mayor Scepaniak opened up the public hearing. Ryan Parsons, 412 Eagle Ridge Drive: Parsons asked if residents can get more advance notice of public improvements. He is being assessed in back to back years. Sabart responded that the city follows state statute 429 and there are notice requirements that have to be followed. March 17th, 2025 Page 2 of 3 Tim Borresch. Borresch believes the street by his house was beat up when the alleyways were being completed. Now, with The House Food & Tap, there are semi-trucks coming in the alley quite often. Borresch suggests making the road a heavier road to accommodate the extra traffic. Sabart explained the differences between the different road structures, 5-ton vs. 7-ton vs. 9-ton and that the roads in St. Joseph are built to withstand the truck traffic. Dennis Butkowski, 1304 Eagle Ridge Drive: Butkowski asked if special assessments are common as he has not heard of other communities doing this. Sabart stated most communities do some level of assessments. Murphy added that in the cities he has worked for have levied assessments on the benefiting property owners. Derek Strom, 1413 Eagle Ridge Dr: Strom brough to the councils attention that a gas company may be coming through which will result in heavy machinery traffic on the road. Additionally, Strom pointed out that this is a basic road improvement and that the city should have reserves built up to covers these types of improvements. Geri Bechtold, 10932 Minnesota Street West: Bechtold wanted the council to know that the assessment will be a hardship on the family. Additionally, MN Street is used by many drivers above and beyond a typical street. Tim McPhee, 507 Minnesota Street West: McPhee asked for further clarification of the project and how far along MN Street to the east will the improvements go. Sabart provided a brief explanation of the improvement to MN Street as well as indicated the improvement area. As no one else present wished to speak, Kluesner moved to close the public hearing; seconded by Beniek and passed unanimously. MPBC Property Management, LLC: MPBC Property Management, LLC has a purchase agreement in place for the Beeline property located at 8805 Ridgewood Court. Currently the site has four separate parcels with a gap area in the middle. The proposal is to: re-plat the property; vacate old easement areas, operate a sales, service, and storage operation consisting of automobiles, lawn mowers, utility tractors, and similar equipment. The conditional use is requested to allow automobile sales and outside storage on the site. Easement Vacation for Lot 001, Lot 002, Block 001 of MJH Addition: Kluesner moved to approve Resolution 2025-014 Vacating Easements as legally described for lot 001, lot 002, block 001 of MJH Addition; seconded by Mooney and passed unanimously. Easement Vacation for Lot 001, Block 001 of RMR Addition: Kluesner moved to approve Resolution 2025- 015 Vacating Easements as legally described for lot 001, block 001 of RMR Addition; seconded by Mooney and passed unanimously. Preliminary & Final Plat: Scepaniak moved to approve Resolution 2025-016 approving a preliminary plat for Beeline; seconded by Kluesner and passed unanimously. Schnettler moved to approve Resolution 2025-017 approving the Beeline final plat; seconded by Kluenser and passed unanimously. Conditional Use Permit: Kluesner moved to approve Resolution 2025-018 Conditional Use Permit approval for outside storage and automobile dealership in a B-2 Highway 75 Business District; seconded by Beniek and passed unanimously. Call for Continuation of Elm Street East Assessment Hearing for April 21, 2025: Beniek moved to approve Resolution 2025-019 calling for the continuation of the hearing on proposed assessments for the Elm Street East Improvements for April 21, 2025; seconded by Kluesner and passed unanimously. Department Reports: Murphy reminded council that the teambuilding will occur on April 2, 2025, at the College of Saint Benedict. March 17th, 2025 Page 3 of 3 Mayor and Council Reports/Updates: Mayor Scepaniak reported that he along with City Administrator Murphy went down to the Capitol to visit members of the legislature. Kluesner was also down at the Capitol meeting with representatives regarding the community center project. Adjourn: Kluesner made a motion to approve to adjourn the meeting at 7:19PM; seconded by Beniek and passed unanimously. Kayla Klein City Clerk STAFF MEMO Prepared by: Debbie Kulzer Meeting Date: 4/7/25 ☒ Consent Agenda Item ☐ Regular Agenda Item Agenda Item # 4b Reviewed by: Item: Bills Payables ACTION REQUESTED Approve the bills payables as presented. BOARD/COMMISSION/COMMITTEE RECOMMENDATION none PREVIOUS COUNCIL ACTION See below REFERENCE AND BACKGROUND The council approved staff to make the following payments through the payroll contracts, regular monthly invoices with due dates prior to the next scheduled council meeting, or actions taken at previous council meetings. The information here is to provide you all checks and electronic payments made for verification of the disbursement completeness. BUDGET IMPACT Bills Payable – Checks Mailed Prior to Council Approval Regular PP 6 & PP 7 $147,100.80 Payroll & Accounts Payable EFT #3650 - #3674 $194,122.52 ACH Accounts Payable #2400201 - #2400242 $97,582.13 Check Numbers #62882 - #62923 $344,260.41 Total $783,065.86 Bills Payable – Checks Awaiting Council Approval Check Numbers - None at this time $0 Total $0 Total Budget/Fiscal Impact: $783,065.86 Various Funds STAFF RECOMMENDED ACTION Approve the bills payables as presented. SUPPORTING DATA/ATTACHMENTS Bill listing by EFT, paid prior to council approval and awaiting to be paid upon council approval. GL Check Check Vendor Invoice Invoice Check Period Issue Date Number Number Payee Number GL Account Amount 25-Mar 3/19/2025 ACH PAYROLL REG PP 6 VARIOUS 72,321.11$ 25-Apr 4/2/2025 ACH PAYROLL REG PP 7 VARIOUS 74,779.61$ 25-Feb 2/28/2025 3650 108294 MAGNIFI DEBIT CARD FEB 25 STMT 101-42152-230 57.21$ 25-Feb 2/28/2025 3651 108269 FORTE PAYMENTS INC 0013141119 101-45204-300 160.48$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - DAVID 101-41110-331 499.02$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - KAYLA 101-41430-315 473.73$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - LORI 101-41530-200 74.99$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - NATE 101-41910-300 26.33$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - POLICE 101-42120-171 1,786.21$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - PUBLIC WORKS 101-43220-205 3,255.79$ 25-Mar 3/25/2025 3652 108258 MAGNIFI FINANCIAL CREDIT CARD FEB 25 STMT - RHONDA 101-45204-200 286.33$ 25-Mar 3/27/2025 3653 106468 AMERICAN FUNDS PR0314251 101-21705 150.00$ 25-Mar 3/27/2025 3654 107770 CIRCLE K FLEET - HOLIDAY FEB 25 STMT 101-42152-230 2,375.07$ 25-Mar 3/27/2025 3655 1224 EFTPS PR0314251 101-21703 22,514.64$ 25-Mar 3/27/2025 3656 108269 FORTE PAYMENTS INC 0013396831, 0013397059 101-45204-300 235.92$ 25-Mar 3/27/2025 3657 897 MN DEPARTMENT OF REVENUE FEBRUARY 2025 SALES/USE TAX 603-00000-31320 7,264.00$ 25-Mar 3/27/2025 3657 897 MN DEPARTMENT OF REVENUE PR0314251 101-21702 4,955.25$ 25-Mar 3/27/2025 3658 106563 PAYMENT SERVICE NETWORK 307534, 307551 101-41530-300 387.00$ 25-Mar 3/27/2025 3659 63 PERA PR0314251 101-21704 21,382.21$ 25-Mar 3/27/2025 3660 105209 SENTRY BANK PR0314251 101-21715 1,307.92$ 25-Mar 3/27/2025 3661 106189 VOYA FINANCIAL PR0314251 101-21705 2,200.00$ 25-Mar 3/27/2025 3662 108126 WEX PR0314251 101-21715 756.25$ 25-Mar 3/27/2025 3663 100136 XCEL ENERGY 917039577 652-43160-386 21,110.85$ 25-Mar 3/26/2025 3664 106514 DELTA DENTAL RIS0006231589 101-21706 2,861.37$ 25-Mar 3/26/2025 3665 107068 MEDICA MARCH 25 STMT 101-21706 45,859.24$ 25-Mar 3/26/2025 3666 1349 NCPERS GROUP LIFE INSURANCE 7.35E+11 101-21711 73.00$ 25-Mar 3/26/2025 3667 106543 THE HARTFORD 3.95926E+11 101-21711 216.13$ 25-Apr 4/2/2025 3668 106468 AMERICAN FUNDS PR0328251 101-21705 150.00$ 25-Apr 4/2/2025 3669 1224 EFTPS PR0328251 101-21703 23,086.11$ 25-Apr 4/2/2025 3670 897 MN DEPARTMENT OF REVENUE PR0328251 101-21702 5,023.64$ 25-Apr 4/2/2025 3671 63 PERA PR0328251 101-21704 21,379.66$ 25-Apr 4/2/2025 3672 105209 SENTRY BANK PR0328251 101-21715 1,307.92$ 25-Apr 4/2/2025 3673 106189 VOYA FINANCIAL PR0328251 101-21705 2,150.00$ 25-Apr 4/2/2025 3674 108126 WEX PR0328251 101-21715 756.25$ 25-Mar 3/13/2025 2400201 108310 ACME TOOLS 14034332 101-43201-214 369.00$ 25-Mar 3/13/2025 2400202 145 CENTRAL HYDRAULICS INC 00640412 101-43125-230 473.34$ 25-Mar 3/13/2025 2400203 108364 CIVIC SYSTEMS LLC - (2024)INV-04022 101-41530-310 2,750.00$ 25-Mar 3/13/2025 2400204 106971 EO JOHNSON BUSINESS TECH INV1715340 101-41710-310 465.00$ 25-Mar 3/13/2025 2400205 342 FASTENAL COMPANY MNST1215740 101-43201-210 97.24$ 25-Mar 3/13/2025 2400205 342 FASTENAL COMPANY MNST1216182 101-43201-210 16.76$ 25-Mar 3/13/2025 2400205 342 FASTENAL COMPANY MNST1216183 101-43201-210 20.34$ 25-Mar 3/13/2025 2400206 104933 FLAHERTY & HOOD P.A.22586 110-41430-300 10,000.00$ 25-Mar 3/13/2025 2400207 529 GOODIN COMPANY 5467872-00 601-49421-210 95.06$ 25-Mar 3/13/2025 2400208 108295 JK TECHNOLOGIES 916 101-42151-320 65.00$ 25-Mar 3/13/2025 2400209 105683 JOVANOVICH DEGE & ATHMANN 30628 101-41130-304 990.00$ 25-Mar 3/13/2025 2400210 108265 KENNEDY & GRAVEN CHARTERED 01.31.25 101-41610-304 586.50$ 25-Mar 3/13/2025 2400210 108265 KENNEDY & GRAVEN CHARTERED JAN 25 STMT 101-41610-304 513.00$ 25-Mar 3/13/2025 2400211 107502 LEXISNEXIS 1100102307 101-42120-300 112.55$ 25-Mar 3/13/2025 2400212 554 LITTLE FALLS MACHINE INC 373289 101-43125-230 1,182.75$ 25-Mar 3/13/2025 2400213 105537 MIDWEST MACHINERY CO.10374670 101-45202-230 126.31$ 25-Mar 3/13/2025 2400214 107738 MIKE'S ELECTRIC 3273 601-49420-220 350.00$ 25-Mar 3/13/2025 2400214 107738 MIKE'S ELECTRIC 3274 101-45202-220 100.00$ 25-Mar 3/13/2025 2400215 1197 MN MUNICIPAL UTILITIES ASSOC 65851 601-49440-433 420.00$ 25-Mar 3/13/2025 2400216 1616 MVTL LABORATORIES INC 1294607 602-49480-312 160.50$ 25-Mar 3/13/2025 2400217 105529 NELSON SANITATION & RENTAL INC INV/2025/2106 101-45202-300 128.00$ 25-Mar 3/13/2025 2400217 105529 NELSON SANITATION & RENTAL INC INV/2025/2107 101-45202-300 128.00$ 25-Mar 3/13/2025 2400217 105529 NELSON SANITATION & RENTAL INC INV/2025/2108 101-45202-300 65.00$ 25-Mar 3/13/2025 2400218 106764 O REILLY AUTO PARTS 5771-365756 101-43125-230 19.72$ 25-Mar 3/13/2025 2400218 106764 O REILLY AUTO PARTS 5771-366154 101-43125-230 22.36$ 25-Mar 3/13/2025 2400218 106764 O REILLY AUTO PARTS 5771-366172 101-45202-230 84.98$ 25-Mar 3/13/2025 2400218 106764 O REILLY AUTO PARTS 5771-366189 101-43125-230 56.84$ 25-Mar 3/13/2025 2400218 106764 O REILLY AUTO PARTS 5771-366913 101-45125-220 57.31$ 25-Mar 3/13/2025 2400219 108207 Pomp's Tire Service Inc 2400011344 101-45202-230 108.51$ 25-Mar 3/13/2025 2400220 1168 RDO P4913603 101-43125-230 186.15$ 25-Mar 3/13/2025 2400221 13 REPUBLIC SERVICES #891 0891-001436893 603-43230-384 37,846.94$ 25-Mar 3/13/2025 2400222 110 TIREMAXX SERVICE CENTERS 436152 101-45202-230 9.52$ 25-Mar 3/13/2025 2400222 110 TIREMAXX SERVICE CENTERS 436176 101-45202-230 (0.40)$ 25-Mar 3/13/2025 2400223 307 TRAUT COMPANIES 377107 601-49420-312 280.00$ 25-Mar 3/13/2025 2400224 107953 WEISMAN CLEANING INC 7286 101-41430-220 2,492.31$ 25-Mar 3/28/2025 2400225 106717 360 RENTS 725681 101-43120-210 15.72$ 25-Mar 3/28/2025 2400226 106404 AMERICAN DOOR WORKS 00-028555 101-43201-220 581.00$ 25-Mar 3/28/2025 2400227 106554 ELECTRIC MIKES INC 5123 601-49421-220 2,422.00$ 25-Mar 3/28/2025 2400228 342 FASTENAL COMPANY MNST1216891 101-43201-210 81.66$ 25-Mar 3/28/2025 2400229 266 FLEXIBLE PIPE TOOL COMPANY INC 31124 602-49450-230 1,590.00$ 25-Mar 3/28/2025 2400230 108265 KENNEDY & GRAVEN CHARTERED 186871 101-42120-304 230.00$ 25-Mar 3/28/2025 2400231 146 MIDWAY IRON AND METAL INC 601505 101-43125-230 11.75$ 25-Mar 3/28/2025 2400231 146 MIDWAY IRON AND METAL INC 601655 602-49450-230 61.20$ 25-Mar 3/28/2025 2400232 105537 MIDWEST MACHINERY CO.10385579 101-43125-230 466.62$ 25-Mar 3/28/2025 2400233 107738 MIKE'S ELECTRIC 3282 101-42120-210 600.00$ 25-Mar 3/28/2025 2400234 1823 MN CHIEFS OF POLICE ASSOCATION 21426 101-42120-350 77.00$ 25-Mar 3/28/2025 2400235 1616 MVTL LABORATORIES INC 1297414 602-49480-312 572.50$ 25-Mar 3/28/2025 2400236 106035 NAGELL APPRAISAL & CONSULTING 33229 110-42120-300 2,800.00$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-366190.2 101-43201-210 48.57$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-367388 602-49450-230 24.63$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-368157 109-43201-580 399.99$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-368164 101-43120-230 5.10$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-368712 602-49450-230 51.32$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-368764 101-43120-230 1.39$ 25-Mar 3/28/2025 2400237 106764 O REILLY AUTO PARTS 5771-368951 101-43201-214 24.11$ 25-Mar 3/28/2025 2400238 108362 QUADIENT 17677264 101-41430-201 386.94$ 25-Mar 3/28/2025 2400239 48 SEH INC 483973 110-43120-530 1,845.00$ 25-Mar 3/28/2025 2400239 48 SEH INC 483975 420-43120-530 8,835.00$ 25-Mar 3/28/2025 2400239 48 SEH INC 484202 419-43120-530 1,605.00$ 25-Mar 3/28/2025 2400239 48 SEH INC 484204 110-45202-530 743.00$ 25-Mar 3/28/2025 2400239 48 SEH INC 484563 205-45202-531 262.50$ 25-Mar 3/28/2025 2400239 48 SEH INC 484569 101-43131-303 9,011.15$ 25-Mar 3/28/2025 2400240 110 TIREMAXX SERVICE CENTERS 436358 101-43125-230 11.00$ 25-Mar 3/28/2025 2400241 690 VERIZON WIRELESS 6106778119 210-42250-321 2,079.39$ 25-Mar 3/28/2025 2400242 107953 WEISMAN CLEANING INC 7333 101-41942-300 2,360.00$ 25-Mar 3/13/2025 62882 106644 AIR MAX LLC 34986933 601-49410-220 2,900.00$ 25-Mar 3/13/2025 62882 106644 AIR MAX LLC 34989481 601-49420-220 3,250.00$ 25-Mar 3/13/2025 62883 108225 ALEX AIR APPARATUS 2 LLC INV-51746 210-42240-443 770.00$ 25-Mar 3/13/2025 62884 104694 BADGER METER INC 80186202 601-49430-300 1,479.52$ 25-Mar 3/13/2025 62885 102706 BOUND TREE MEDICAL LLC 85676247 210-42270-210 157.77$ 25-Mar 3/13/2025 62886 108246 BSN SPORTS LLC 928952644 205-45202-580 5,983.95$ 25-Mar 3/13/2025 62887 108195 CENTRAL RESOURCES FEB 2025 STMT 101-42120-35102 39.60$ 25-Mar 3/13/2025 62888 160 CITY OF ST. CLOUD AR033685 101-41110-433 1,200.00$ 25-Mar 3/13/2025 62888 160 CITY OF ST. CLOUD AR033833 101-41110-433 5,000.00$ 25-Mar 3/13/2025 62889 105553 CIVICPLUS 327848 101-41430-310 14,885.24$ 25-Mar 3/13/2025 62890 106994 FARM-RITE EQUIPMENT INC P87172 101-45202-230 84.93$ 25-Mar 3/13/2025 62891 1234 FASTSIGNS 282-102200 603-43230-210 680.00$ 25-Mar 3/13/2025 62892 592 GALLS INC 0360407985 210-42220-580 460.00$ 25-Mar 3/13/2025 62893 95 GOPHER STATE ONE CALL 5020772 601-49440-319 17.55$ 25-Mar 3/13/2025 62894 1535 GRAINGER 9414836222 601-49420-220 66.44$ 25-Mar 3/13/2025 62894 1535 GRAINGER 9414836230 601-49421-220 39.23$ 25-Mar 3/13/2025 62895 15 LEAGUE OF MN CITIES 423957 101-41110-331 350.00$ 25-Mar 3/13/2025 62896 460 MINNESOTA COMPUTER SYSTEMS INC 418519 210-42210-200 87.24$ 25-Mar 3/13/2025 62896 460 MINNESOTA COMPUTER SYSTEMS INC 420474 101-43201-200 70.44$ 25-Mar 3/13/2025 62897 105954 MSFDA MEMBER BENEFITS 2025 PUBLICATION 210-42240-433 8.00$ 25-Mar 3/13/2025 62898 1237 NORTH CENTRAL BUS & EQUIPMENT 320713 210-42220-585 250.00$ 25-Mar 3/13/2025 62899 107618 RIDGEWATER COLLEGE 2025-03-1395 210-42240-443 3,000.00$ 25-Mar 3/13/2025 62900 108383 RUIS GROUP LLC 02.27.25 402-45205-300 9,000.00$ 25-Mar 3/13/2025 62901 108252 ST. CLOUD AREA SCHOOL DIST 742 2425-2718 101-45204-308 73.00$ 25-Mar 3/13/2025 62902 107773 STERICYCLE INC 8010064674 101-41430-300 73.95$ 25-Mar 3/13/2025 62903 108391 ULINE INC 189754012 101-45202-210 1,120.52$ 25-Mar 3/13/2025 62904 107824 VAN METER INC S013711406.3001 101-45202-220 60.73$ 25-Mar 3/28/2025 62905 108355 BEGIN, DEBORAH 2024 REFUND 001-10105 619.56$ 25-Mar 3/28/2025 62906 108246 BSN SPORTS LLC 928968953 205-45202-580 2,554.41$ 25-Mar 3/28/2025 62907 160 CITY OF ST. CLOUD AR033931 602-49480-602 68,393.05$ 25-Mar 3/28/2025 62907 160 CITY OF ST. CLOUD AR033936 602-49480-602 34,060.38$ 25-Mar 3/28/2025 62908 106161 JACKS OIL DISTRIBUTING INC 1514.5 602-49450-205 1,514.50$ 25-Apr 4/3/2025 62909 108393 JOHNSON REINHOFER, SHAWN REFUND 03.24.25 210-42210-34782 -$ 25-Mar 3/28/2025 62910 15 LEAGUE OF MN CITIES 424349 101-42140-300 1,080.00$ 25-Mar 3/28/2025 62910 15 LEAGUE OF MN CITIES 426046 101-43120-314 20.00$ 25-Mar 3/28/2025 62911 105921 MARCO INC 551376791 101-41430-410 482.29$ 25-Mar 3/28/2025 62912 107058 METERING & TECHNOLOGY SOLUTION INV7366 601-49430-210 137,757.60$ 25-Mar 3/28/2025 62913 105417 MIDCONTINENT COMMUNICATIONS 1.64557E+13 602-49480-321 2,985.69$ 25-Mar 3/28/2025 62914 107363 PAMS AUTO 1835617 602-49450-230 1,125.00$ 25-Mar 3/28/2025 62915 104070 PRECISION MOTOR SPORTS QUOTE # 147 101-45202-230 72.95$ 25-Mar 3/28/2025 62916 108304 REAL TIME TRANSLATION 118824 101-42120-300 444.50$ 25-Mar 3/28/2025 62917 103423 STEARNS COUNTY AUDITOR-TREASUR 2025 PROPERTY TAXES - IN FULL 601-49440-437 324.00$ 25-Mar 3/28/2025 62918 11 STEARNS ELECTRIC ASSOCIATION FEB 25 STMT 602-49471-381 3,046.20$ 25-Mar 3/28/2025 62919 2022 UNUM LIFE INSURANCE MARCH 25 STMT 101-21713 2,294.47$ 25-Mar 3/28/2025 62920 169 ZEP MANUFACTURING INC 9010986529 602-49450-210 792.95$ 25-Mar 3/28/2025 62921 105368 CENTURYLINK P206678 417-43120-530 13,582.93$ 25-Mar 3/28/2025 62922 105417 MIDCONTINENT COMMUNICATIONS 1.57323E+13 101-42151-321 30.00$ 25-Mar 3/28/2025 62923 11 STEARNS ELECTRIC ASSOCIATION WORK ORDER 20230194-2 417-43120-530 21,971.82$ None at this time Payroll 147,100.80$ Accounts Payable & Payroll EFT $194,122.52 ACH Accounts Payable $97,582.13 Check #'s $344,260.41 Council Approval Checks $0.00 $783,065.86 STAFF MEMO Prepared by: Lori Bartlett, Finance Director Meeting Date: 4-7-25 ☒ Consent Agenda Item ☐ Regular Agenda Item Agenda Item # 4c Reviewed by: Item: 2024 and 2025 Transfers ACTION REQUESTED Consider authorization of the 2024 and 2025 transfers as presented. BOARD/COMMISSION/COMMITTEE RECOMMENDATION None PREVIOUS COUNCIL ACTION The council budgeted the chargeback estimates with the 2024 budget adoption in Dec. 2023. The council approved final pay applications for the 2022 street improvements in Dec. 2024. The council budgeted the 2025 transfers on Dec. 2, 2024. REFERENCE AND BACKGROUND 2024 Transfers Operating: The EDA and General fund transfers in the first two-line items are excess projected revenues over expenditures for 2024. The excess equity is moved to funds 251 and 110, respectively, to use on other EDA and general projects in the future. The 109-capital fund transfer is to move a 2023 donation from the General fund to the capital projects fund for the future drone program in the police dept. The funds 309 and 215 transfers are to cover cash deficits in the funds. GASB does not allow funds to report a cash deficit at the end of the year. The 501 and 502 transfers are annual transfers from the WAC/SAC proceeds to cover water and sewer debts as budgeted in the rate analysis of each fund. The 603 transfer is an annual transfer from the debt relief fund to put money aside each year for a future compost site. The rate analysis calls for an annual subsidy to fund the future site. Chargebacks: The chargebacks are annual budgeted line items and booked at the end of the year. The fire chargeback covers administrative time spent of fire dept tasks. The water fund transfer is to reimburse the water fund for water usage in city buildings. Residual: The residual transfers close out remaining balances in a fund when the fund’s purpose is no longer needed. The 2020B refunding improvement bonds were paid in full in 2024. The remaining debt service equity will be placed in the debt relief fund to be used for any city purpose. The 2022 street improvement project was completed and closed out in 2024. The remaining capital fund equity will be placed in the bond fund for the future 2022 improvement bond payments. Due To/Due From Other Funds: Sometimes one fund borrows money from another fund with the intension of paying back the internal loan. When a TIF note is issued, there are costs associated with establishing the TIF that are not recouped from the developers. The costs are reimbursed over time as TIF proceeds are received. TIF 2-3 Bayou Blues (College and 24) is slowly paying down their internal loan to the EDA fund. After the 2024 reimbursement, there is $1,300 remaining on the loan. 2025 Transfers Operating: The 102-employee retirement reserve fund receives an annual subsidy from other funds where wages are recorded to pay for future payouts of unused time off balances when an employee terminates their employment. The General fund is not shown in the transfer. The general levy is split out to put the General fund portion directly into the fund from the levy proceeds. The 304 and 302 transfers are annual debt transfers from the local option sales tax fund to pay for the annual debt payments. The 601 and 311 debt transfers are proceeds for debt payments from other enterprise funds as determined when the debts were issued. The 220 CVB Joe Town Blocks transfer was budgeted in the EDA fund. Although the event was cancelled for 2025, the money can be set aside in fund 220 for a future Joe Town Blocks event. The 215 Movie in the Park transfer is to fund this year’s outdoor movies. The 603 transfer is an annual transfer from the debt relief fund to put money aside each year for a future compost site. The rate analysis calls for an annual subsidy to fund the future site. Chargebacks: The chargebacks are annual budgeted line items. The 651 stormwater transfer reimburses the General fund for a portion of the street sweeping costs that help keep the storm sewers clean. The 603 compost permit reimbursement is to cover administrative costs in operating the compost program. BUDGET IMPACT $664,839.58 between funds in 2024 $558,905.00 between funds in 2025 STAFF RECOMMENDED ACTION Authorize the 2024 and 2025 transfers as presented. SUPPORTING DATA/ATTACHMENTS 2024 Transfers 2025 Transfers City of St. Joseph, Minnesota Transfers Requested April 7, 2025 for 2024 Financial Year Fund Description Amount In Amount Out Operating: 250 EDA 10,000.00 Annual Transfer - Excess Project Revenue 251 Revolving Loan Fund 10,000.00 for future ED projects 101 General Fund 350,000.00 Annual Transfer - Excess Project Revenue 110 Debt Service Relief 350,000.00 for future General projects 101 General Fund 2,000.00 Move 2023 donation to Police drone 109 General Capital Equipment Fund 2,000.00 capital reserve account 101 General Fund 1,300.00 cover negative cash in debt fund 309 2020A Equipment Certificates 1,300.00 at 12/31/24 101 General Fund 165.00 cover negative cash in special revenue fund 215 Charitable Gambling 165.00 at 12/31/24 602 Sewer Fund 72,500.00 Annual transfer for the St. Cloud loans 502 Utility Extension Charges - SAC 72,500.00 and St. Joseph sewer bond payments 601 Water Fund 160,000.00 Annual transfer of WAC fees for WTP2 501 Water Fund 160,000.00 Wells 6,7,8 debt payments 110 Debt Relief Fund 11,350.00 2024 subsidy for the compost site 603 Refuse Fund 11,350.00 operations 607,315.00 607,315.00 Chargebacks: 101 General Fund 101-41430-36300 17,377.91 Annual transfer from fire fund to 210 Fire Fund 210-42210-300 17,377.91 general fund for administrative services 101 General Fund 101-45202-210 12,443.74 Annual chargeback water usage for 101 General Fund 101-41942-210 2,908.35 other City functions. 101 General Fund 101-43120-210 3,539.72 19,181.13 101 General Fund 101-43201-210 289.32 602 Sewer Fund 602-49450-210 685.69 210 Fire Fund 210-42220-210 1,225.27 601 Water Fund 601-00000-37111 21,092.09 38,470.00 38,470.00 Budget Residual 110 Debt Service Relief 14,870.45 transfer residual balance from 2020B Refunding 313 2020B Refunding Bonds 14,870.45 bonds to debt service relief fund, paid in full 415 2022 Street Improvements 1,684.13 transfer residual balance 2022 street improvements 315 2022 Improvement Bonds 1,684.13 to 2022A GO Bonds 16,554.58 16,554.58 Due To/Due From Other Funds: 250 EDA Fund 2,500.00 reduce interfund loan with admin fees 259 Bayou Blues TIF 2-3 2,500.00 received through 2024 2,500.00 2,500.00 664,839.58 664,839.58 Purpose City of St. Joseph, Minnesota Residual Transfer Requested April 7, 2025 for 2025 Financial Year Fund Description Amount In Amount Out Purpose Operating: 601 Water Fund 4,355.00 reserve funding from amount not used 602 Sewer Fund 4,320.00 for employee insurance benefits 603 Refuse Fund 145.00 651 Storm Water Fund 1,425.00 652 Street Light Utility Fund 950.00 210 Fire Fund 10.00 102 Employee retirement reserve fund 11,205.00 304 2016B GO Bonds - Field Street 5,000.00 Portion of Field St covered by local option sales 200 Local Option Sales Tax Fund 5,000.00 tax as part of the transportation funding for debt pmt. 302 2022A Abatement Bonds - Comm Ctr 445,000.00 Annual transfer of local option sales tax to 2022 200 Local Option Sales Tax Fund 445,000.00 abatement bonds for community center/YMCA 601 Water Fund 5,000.00 annual transfer - sewer portion of the 2020C 602 Sewer Fund 5,000.00 water refunding bonds 601 Water Fund 2,510.00 annual transfer - utility portion of the 2021 602 Sewer Fund 19,730.00 street improvements bond for 20th Ave SE 651 Stormwater Fund 17,430.00 311 2021A Improvement Bonds 39,670.00 250 EDA 10,000.00 Joe Town Blocks funding 220 CVB 10,000.00 101 General Fund 3,000.00 Fund the 2025 Movie in the Park from 215 Charitable Gambling 3,000.00 Rec Programming - no sponsors received 110 Debt Relief Fund 24,850.00 2024 and 2025 subsidy for the compost site 603 Refuse Fund 24,850.00 operations Chargebacks: 101 General Fund 101-43120-36300 14,000.00 Annual Transfer for Street Sweeping costs 651 Storm Water Fund 651-49900-302 14,000.00 101 General Fund 101-43120-36300 1,180.00 Annual transfer for compost permits/old site pile 603 Refuse Fund 603-43230-302 1,180.00 (admin staff time/loader reimbursement) 558,905.00 558,905.00 STAFF MEMO Prepared by: Lori Bartlett, Finance Director Meeting Date: 4-7-25 ☒ Consent Agenda Item ☐ Regular Agenda Item Agenda Item # 4d Reviewed by: Item: 2024 Equity Classifications ACTION REQUESTED Approve the equity designations as presented. BOARD/COMMISSION/COMMITTEE RECOMMENDATION None PREVIOUS COUNCIL ACTION The City Council adopted the fund balance policy [revised] on 12-15-11. Council also adopted Resolution 2011-024 committing specific revenue sources as required under GASB 54. REFERENCE AND BACKGROUND The revised fund balance policy on 10-23-14 and Resolution 2011-024 dictate the classification of fund balance based on internal and external factors, and GASB 54. The following classifications are provided for the governmental funds. The actual break-outs are attached. Nonspendable fund balances are for items not expected to be converted to cash. For 2024 the City did not have any prepaid expenditures to classify in this equity category. Restricted fund balances are for items externally restricting the use of the funds. The restrictions include unspent bond proceeds, TIF, park dedication, PEG access, charitable gambling and revolving loan proceeds. State Statutes, grantors and creditors dictate the use of the funds with the City accepting the restrictions. Committed fund balances are amounts constrained for a specific purpose by Council resolution. The City Council committed the remaining balance of the EDA for economic development functions. Assigned fund balances are unspent non-general fund amounts not classified as nonspendable, restricted or committed. The restraint of the use is self-imposed as approved by City Council and demonstrate a specific purpose. The amounts may also include a portion of the general fund constrained in its use as determined by the City Council. Unassigned fund balance is for the general fund and residual deficit fund balances in other governmental funds not classified in any other category. Unassigned amounts are available for any purpose. Council established a stabilization arrangement for working capital of 4-6 months in the general fund. For year-ended 2024, the calculated working capital for the general fund is approximately 5.5 months of the 2025 expenditures. The Enterprise Funds have four classifications to the equity. The classifications are contributed from other governmental funds, contributed from developers, designed for unspent capital outlay and undesignated. The attached spreadsheet shows the allocation of the enterprise equity. The amounts presented for unassigned are preliminary final. The 2024 audited financial statements will not be considered for final approval until May 19th. Additional journal entries may come up before then. BUDGET IMPACT Restrictions on the use of the funds only. STAFF RECOMMENDED ACTION Approve the equity designations as presented. SUPPORTING DATA/ATTACHMENTS Equity 2024 – GASB 54 Equity 2024 – Working Capital Equity 2024 - Enterprise City of St. Joseph GASB 54 Equity Break-Down December 31, 2024 Nonmajor Governmental General (101-110) G.O. Industrial Park Bonds of 2019A (308) Community Center (402) Funds Total Nonspendable Prepaids - - Restricted Debt Service 1,340,720 2,706,666 4,047,386 Tax Increments 85,620 85,620 State Collected Sales Tax Projects 1,708,873 1,708,873 Park Dedication Fees 501,331 501,331 Fire Service 658,919 658,919 PEG Access Fees 6,193 6,193 Community Center 6,051,542 6,051,542 Public Safety Aid 134,581 134,581 Charitable Gambling 766 766 DEED CDAP 58,643 58,643 Lodging Tax 27,102 27,102 Revolving Loan Receivables 28,754 28,754 Revolving Loan - - 140,773 1,340,720 6,051,542 5,776,675 13,309,710 Committed EDA 694,156 694,156 Assigned Elections - - Police Forfeiture 105,907 105,907 Severance Pay 391,694 391,694 Capital Outlay Reserves 1,343,151 1,438,468 2,781,619 1,840,752 - - 1,438,468 3,279,220 Unassigned Working Capital (5.5 months) 2,369,901 2,369,901 Remaining Unassigned 766,010 (954) 765,055 3,135,911 - - (954) 3,134,957 Governmental Funds Net Position 5,117,436 1,340,720 6,051,542 7,908,343 20,418,042 5,117,436 1,340,720 6,051,542 7,908,343 20,418,042 Major Governmental Funds City of St. Joseph Equity Designations - General Fund December 31, 2024 Designated/Reserved Fund Balance: Reserved for: Designated for: Prepaids/PEG Fees/MSAS Debt Service Capital Projects Working Capital Total General Fund (101 through 110) - - 1,449,058.19 2,761,595.29 4,210,653.48 - Working Capital Calculation: 2025 GF Expenditure Budget-Fund 101 5,033,910.00 5.5 months designated 45.80% 5.50 months 2,305,530.78 Rounded Designation 2,305,000.00 General Fund Equity at 12/31/24: Working Capital 2,305,000.00 2,369,901.22 Schneider Field 3,108.68 2,754,470.90 General Comp Plan Update 37,242.54 2,894,393.57 GASB Updates 50.00 139,922.67 left Master Park Plan Update 5,500.00 Pavement/Transportation Plan Update 19,000.00 Police Forfeiture/Car Bond 105,907.12 449,470.90 capital 101 Street Sealcoating/Crack Fill 278,153.94 Loader Tires 508.62 Elections - Designated - 102 Severance 391,694.07 Designated - 106 Public Safety Aid 134,580.53 Designated - 109 Capital Outlay 623,619.26 Designated - 110 Debt Service Relief 306,288.72 Undesignated - 110 Debt Service Relief 766,860.19 Restricted - 108 Cable Access 6,192.65 Restricted - 110 Debt Service Relief - Undesignated - 101 General 139,922.67 5,123,628.99 Total Undesignated 906,782.86 Total Reserved - Total Designated 4,210,653.48 General Fund balance 5,117,436.34 City of St. Joseph Enterprise Funds Equity December 31, 2024 Contributed - Contributed - Designated for Other Fund Developer Unspent Capital Undesignated Total Water (601) 6,336,429.14 1,488,015.21 344,429.62 4,105,908.72 12,274,782.69 Sewer (602) 6,288,285.33 1,735,633.93 1,834,250.94 4,430,623.53 14,288,793.73 Refuse (603) 42,015.46 - 30,750.00 218,960.43 291,725.89 Storm Water (651) 2,716,542.00 505,905.98 86,039.74 2,532,678.15 5,841,165.87 Street Light Utility (652) - - 104,640.26 44,268.77 148,909.03 15,383,271.93 3,729,555.12 2,400,110.56 11,332,439.60 32,845,377.21 Water Sewer Refuse Storm Street Lights Net Capital Assets 11,962,078.23 14,597,553.21 16,420.73 5,158,764.33 - Less Bonds/Notes Payable (1,115,000.00) (3,545,070.00) - - - Less Deferred Premium (49,928.00) (29,823.00) - - - Invested in CA net Debt 10,797,150.23 11,022,660.21 16,420.73 5,158,764.33 - 26,994,995.50 audit report - difference 10,797,150.23 11,022,660.21 16,420.73 5,158,764.33 - PY Adjustment (239,802.63) (83,055.71) - 253,375.19 - (69,483.15) Unrestricted, fund stmt 1,717,435.09 3,349,189.23 275,305.16 429,026.35 108,258.47 5,879,214.30 add 501 & 502 315,691.14 67,147.73 - - 382,838.87 Unrestricted,gov wide 1,793,323.60 3,333,281.25 275,305.16 682,401.54 108,258.47 6,262,053.17 33,257,048.67 STAFF MEMO Prepared by: City Clerk Meeting Date: 4/7/25 ☒ Consent Agenda Item ☐ Regular Agenda Item Agenda Item # 4e Reviewed by: Item: Premise Permit Application ACTION REQUESTED Approve Resolution 2025-022 Approving the Premise Permit Application for the St. Joseph Lions Club BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION N/A REFERENCE AND BACKGROUND The St. Joseph Jaycees is terminating their gambling at The Middy and the St. Joseph Lions Club will be taking over. In order for the state to approve the change, the council needs to adopt a resolution. BUDGET IMPACT N/A STAFF RECOMMENDED ACTION Approve Resolution 2025-022 Approving the Premise Permit Application for the St. Joseph Lions Club to conduct gambling at The Middy. SUPPORTING DATA/ATTACHMENTS Resolution 2025-022 LG214 Premises Permit Application RESOLUTION 2025-022 RESOLUTION APPROVING PREMISES PERMIT APPLICATION WHEREAS, Ordinance 602 of the St. Joseph Code of Ordinances outlines the regulations regarding lawful gambling activities; and WHEREAS, the St. Joseph Lions Club has submitted the required application; and WHEREAS, the St. Joseph Lions Club has complied with all the requirements of Ordinance 602 of the St. Joseph Code of Ordinances. THEREFORE, BE IT RESOLVED, that the premises permit application submitted by the St. Joseph Lions Club to conduct lawful gambling at The Middy, 21 Minnesota Street West, St. Joseph, MN 56374, is hereby approved. Adopted by the City Council of St. Joseph, this 7th day of April, 2025. CITY OF ST. JOSEPH Adam Scepaniak, Mayor ATTEST David Murphy, City Administrator STAFF MEMO Prepared by: Randy Sabart Meeting Date: April 7, 2025 ☒Consent Agenda Item ☐Regular Agenda Item Agenda Item # Reviewed by: Item: 2024 Elm Street Improvements-CSAH 133 Roundabout Construction SLA ACTION REQUESTED Execute SEH Professional Services Agreement. BOARD/COMMISSION/COMMITTEE RECOMMENDATION PREVIOUS COUNCIL ACTION Ordered preparation of feasibility reports for 2024 Elm Street Improvements. Ordered preparation of construction documents for 2024 Elm Street Improvements. Conducted Public Improvement Hearing REFERENCE AND BACKGROUND This action authorizes city staff to enter into an agreement with SEH to provide engineering construction phase services for the 2024 Elm Street Improvements project, and municipal utility related work of the Stearns County CSAH 75 and CSAH 133 Roundabout project. BUDGET IMPACT $84,600 STAFF RECOMMENDED ACTION Execute Professional Services Agreement with SEH. SUPPORTING DATA/ATTACHMENTS Professional Services Agreement 4f Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 2351 Connecticut Avenue, Suite 300, Sartell, MN 56377-2485 320.229.4300 | 800.572.0617 | 888.908.8166 fax SEH is 100% employee-owned | Affirmative Action–Equal Opportunity Employer April 2, 2025 RE: St. Joseph, Minnesota 2024 Elm Street Improvements Construction Services SEH No. STJOE 170478 Honorable Mayor and City Council c/o Mr. David Murphy, City Administrator City of St. Joseph 75 Callaway Street 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. (SEHÒ) dated July 1, 2006, and addresses providing Construction Phase Services in connection with new street and resurfacing improvements to Elm Street East between the existing cul-de-sac in the Indian Hill Park subdivision and the segment in Buettner Business Park subdivision in connection with Elm Street Improvements, as well as providing Construction Phase services in connection with Stearns County Improvements of County State Aid Highway 75 and 133 Roundabout, SP 073-733-006, hereinafter called the “Project”. Our services will consist of: Task 1: Construction Administration Services o Attend one pre-construction conference, lead portion of discussion related to City Improvements (Elm Street). o Review Contractor shop drawing submittals, related to City improvements and municipal utilities (one time). o Make periodic site visits (estimated bi-weekly) to observe progress and quality of executed work of Contractor(s), and to determine in general, if such work is proceeding in accordance with the Contract Documents (up to 8 site visits estimated). o Prepare and review Contractor applications for payment (up to 8 payment applications estimated). o Prepare for Client, periodic project newsletters for Client’s distribution to property owners (up to 3). o Prepare project completion punch list at Substantial Completion. o Review contract close-out documents, including final payment application, and forward to Owner with recommendation for final payment. o Assemble record drawings based on Contractor-collected field measurements. Mr. David Murphy April 2, 2025 Page 2 Task 2: Construction Staking Services (Elm Street Improvements) · Provide horizontal and vertical control stakes on site (one time). · Provide right-of-way and construction limits stakes (one time). · Provide one set of storm sewer offset cut/fill stakes. · Provide one set of Lighting unit offset cut/fill stakes. · Provide staking to support private utility relocation. · Provide one set of concrete curb & gutter finished grade cut/fill stakes at 25-foot intervals. · Provide one set of finished aggregate base blue tops on 50-foot intervals. · Additional staking beyond the scope identified or re-staking or due to Contractor’s operation shall be at Contractor’s expense. Task 3: Resident Project Representative (RPR) Services · Provide full-time construction observation by a RPR for utility and street construction of Elm Street, and part time observation for municipal utility construction along County Road 133(248 hours budgeted). Assumptions: The following assumptions were made in preparing this proposal: · Construction Administration and RPR services have been budgeted assuming the construction contract duration for construction operations does not exceed 80 Working Days. · The Client will distribute any project newsletters prepared by Consultant. · The Client shall be responsible for permit fees. · County Staff will review prevailing wage reports. 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. Additional Services: The following services from SEH are not included in this proposal but, if required, can be provided to the City of St. Joseph: · Reproduction of deliverables in addition to the scope identified above. · Construction Administration and Resident Project Representative services beyond the project duration or labor hours budgeted above. · GIS mapping services. Schedule: We will start our services promptly after receipt of your authorization. We estimate our services will be completed after 14 months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Payment: You will pay us a fee for our services, currently estimated to be $84,600, in accordance with Exhibit C-1, Hourly Basis Rate Table 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. Mr. David Murphy April 2, 2025 Page 3 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. 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 and Exhibits A, B, C-1, C-2 and D dated July 1, 2006, 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 this letter in the space provided below and return one copy to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal (Lic. MN) mrb https://sehincazure.sharepoint.com/sites/contractmanagement/contract documents/contracts/8866 - stjoe_2/contract/2025.01.17 l city supplemental ltr agreement - construction services.docx ACCEPTED BY: CITY OF ST. JOSEPH, MINNESOTA By: Date: Authorized Client Signature STAFF MEMO Prepared by: City Clerk Meeting Date: 4/7/25 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 5 Reviewed by: City Administrator Item: Public Hearing – Sal’s Bar & Grill Special Event Request ACTION REQUESTED Motion to approve the special event permit submitted by Sal’s Bar & Grill for an event to be held on June 28, 2025. BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION Council has approved the event in prior years with no issues. REFERENCE AND BACKGROUND Sal’s Bar & Grill submitted a special event application for an event to be held on June 28, 2025. The request includes having the music play until 11PM. The Applicant is also requesting that a portion of the alley to the west of the property be closed for the event. City ordinance requires a public hearing for an event having music past 9:30PM. Notices were sent to all property owners within 350 feet of the event site. No responses or comments were received. Both the Police Chief and Public Works Director have reviewed the request and there are no issues or additional comments. BUDGET IMPACT N/A STAFF RECOMMENDED ACTION Motion to approve the special event application submitted by Sal’s Bar & Grill for an event to be held on June 28, 2025. SUPPORTING DATA/ATTACHMENTS Special Event Permit Application STAFF MEMO Prepared by: City Clerk Meeting Date: 4/7/25 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 6 Reviewed by: City Administrator Item: Public Hearing – LaPlayette Bar ACTION REQUESTED Motion to approve the special event permit submitted by LaPlayette Bar for an event to be held on August 22, 2025. BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION Council has approved the event in prior years with suggestions coming from the Public Works and Police Departments. REFERENCE AND BACKGROUND LaPlayette Bar submitted a special event application for La Jam to be held on August 22, 2025. The request includes having amplified music until 11PM as well as closing a portion of the alley to the north of the event location. The alley will be closed from 11AM on the 22nd to 6AM on the 23rd. City ordinance requires a public hearing for an event having music past 9:30PM. Notices were sent to all property owners within 350 feet and no responses/comments were received. The submittal was reviewed by the Police Chief and Public Works Director with the following recommendations: 2 off-duty officers for the event. Chief Pfannenstein’s review also noted concerns with the number of noise complaints from last year’s event. Additionally, the stage location was changed from what was approved on the site plan that was submitted. The site plan showed the stage at an angle, but that was changed to have the stage facing due west. Chief Pfannenstein recommends the stage stay the same as was submitted on the plan, at an angle. The applicants, in a subsequent email to staff, are requesting the stage face due west. BUDGET IMPACT N/A STAFF RECOMMENDED ACTION Consider a motion to approve the special event application submitted by LaPlayette Bar for an event to be held on August 22, 2025, with the following conditions: • Two off-duty officers be present for the event • The stage should align with the site plan that has been submitted SUPPORTING DATA/ATTACHMENTS Special Event Permit Application Email from Applicants From:The LaPlayette To:Kayla Klein; Ann Riesner Subject:La Jam Permit Date:Tuesday, April 1, 2025 12:23:38 PM Hi Kayla! Ann and I will be in Florida next week so we will be unable to attend the council meeting. I noticed on the permit that the stage is shown at an angle ... it will actually be turned a bit and face straight towards College Avenue, the same as it was last year. FYI Can you or someone read this before the permit vote: "Each year the LaPlayette Bar partners with the St Joe Fire Relief Fund to raise money for our local firefighters. Since partnering with them two years ago we have raised over $15,000 for the Fire Relief Fund. The event has continually grown in numbers and popularity year over year. This year we have secured a title sponsor, Sentry Bank, for LaJam '25. We are looking forward to another great fundraiser for our local community and fun experience for our attendees. Shawn and Ann Riesner LaPlayette Bar" Thanks Kayla! STAFF MEMO Prepared by: Dustin Switters (CMHP) and Nate Keller, CD Director Meeting Date: April 7th, 2025 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 7 Reviewed by: Item: Small Cities Development Program Public Hearing & Resolution to Apply ACTION REQUESTED 1. Open and Close Public Hearing (after presentation from Central MN Housing Partnership) 2. Approval on resolution 2025-021 which approves the submission of the Small Cities Development Program application to the Minnesota Department of Employment and Economic Development. BOARD/COMMISSION/COMMITTEE RECOMMENDATION The EDA approved commitment of funds to CMHP for the SCDP grant application along with CMHP’s proposed contract at their August 20th, 2024, meeting. PREVIOUS COUNCIL ACTION City Council approved the contract with CMHP at the September 3rd, 2024 meeting. REFERENCE AND BACKGROUND The public hearing will include a review of the proposed CDBG activities, their benefiting location(s), overall cost and proposed financing, and the implementation schedule. Citizens will be provided with the opportunity to comment upon the original Citizen Participation Plan, or to the activities for which CDBG funds will be used. A representative from CMHP will attend the meeting and present the CDBG activities, as well as discuss how potential administration of the grant will proceed. BUDGET IMPACT As part of the CMHP proposal, funds from the EDA have already been committed to prepare and submit the grant proposal and application. If awarded, funds will be committed for implementation and administration. Overall Costs: • $1,750 Preliminary Proposal preparation fee (Fall 2024) DONE • $1,750 Full Application prep and submission (Spring 2025) CURRENT STEP • $8,000 CMHP Administration over the life of the grant, payable as $2,000 for the first year (June 2026), $3,000 for the second year (June 2027), $3,000 for the third and final year (June 2028). SUPPORTING DATA/ATTACHMENTS 1. Resolution 2025-021 to apply for SCDP 2. City of St Joseph Public Hearing Notes 3. Conflict of Interest form RESOLUTION 2025- Applicant Name: Saint Joseph BE IT RESOLVED that _Saint Joseph (Applicant) act as the legal sponsor for the project contained in the Application to be submitted on April 16th, 2025 (date) and that The Mayor (Title of First Authorized Official) and the City Administrator (Title of Second Authorized Official) are hereby authorized to apply to the Department of Employment and Economic Development for funding of this project on behalf of (Applicant). Saint Joseph BE IT FURTHER RESOLVED that Saint Joseph (Applicant) has the legal authority to apply for financial assistance, and the institutional, managerial and financial capability to ensure adequate construction, operation, maintenance and replacement of the proposed project for its design life. BE IT FURTHER RESOLVED that Saint Joseph (Applicant) has not violated any Federal, State or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice. BE IT FURTHER RESOLVED that upon approval of its application by the State, Saint Joseph (Applicant) may enter into an agreement with the State of Minnesota for the approved project, and that Saint Joseph (Applicant) certifies that it will comply with all applicable laws and regulations as stated in all contract agreements. NOW, THEREFORE BE IT RESOLVED that the Mayor (Title of First Authorized Official) and the City Administrator (Title of Second Authorized Official), or their successors in office, are hereby authorized to execute such agreements, and amendments thereto, as are necessary to implement the project on behalf of the Applicant. I CERTIFY THAT the above resolution was adopted by the City Council (governing body of Applicant) of Saint Joseph (Applicant) on April 7th, 2025 (date). SIGNED: ATTEST (First Authorized Official) (Signature) Mayor (Date) City Administrator (Date) St Joseph City Council Small Cities Development Program Full Application Information Public Hearing Minutes/Notes to Present April 7, 2025 This public hearing is intended to give the residents of St Joseph the opportunity to give their input on identifying community development and housing needs. 1. Central Minnesota Housing Partnership, Inc. operates in a 16-county area. We have been administering SCDP grants for 18 plus years and have previously conducted the SCDP grant locally for Mora in 2020. At this time, we have 5 active SCDP grants. I am Dustin Switters, Program Manager, I have been in the position for almost three years, but have support from Jason Krebsbach, CMHP’s Community Development Director, who has 17 years of SCDP experience. 2. Central Minnesota Housing Partnership, Inc. is submitting, as the administrator, a full Small Cities Development Program (SCDP) Application for the 2025 HUD/CDBG funding cycle through the Minnesota Department of Employment and Economic Development (DEED). (resolution) Any council members interested in applying for grant funds must disclose so via this public hearing and council members are also asked to refrain from voting if they tend to apply. 3. Documented Local Needs: Based upon windshield surveys and returned homeowner surveys, there is a high interest in owner-occupied rehabilitation from residents with: low- to moderate-income and need for repairs. 4. Overall cost and project financing: Owner-Occupied Rehab: 10 Projects - $250,000 a. Target Area A & Plan B were initially determined by the city. After surveys, the areas were reduced to a more precise grouping of homes showing need and expressing interest. Defined areas below: (maps included) i. Target Area A - Starting at a point on W Minnesota St (near the St Joseph Park & Ride) with the address of 10694 W Minnesota St travelling East to 4th Ave NW including homes on both sides of the street, then North along 4th Ave NW to W Birch St including homes on both sides of the street, then East to Old US-52 and North along Old US-52 to US Hwy 75. From this Northern point to the point of origin, as the bird flies, following the line for the city limits provides the complete boundary for Target Area A. ii. Contingency Plan B - Starting at the intersection of Co Hwy 2 and Jasmine Ln E, including homes on Co Hwy 2, but no homes on Jasmine Ln E, then cutting East to Northland Dr between Jasmine Ln E to the North and Iris Ln E to the South, then travelling South to 5th Ave NE, then back to the West including homes on both sides of the street, where 5th Ave NE turns North, the boundary continues West to capture both sides of Fir St E until 1st Ave NE, then North on 1st Ave NE until Co Hwy 2, continue North on Co Hwy 2 to the point of origin. b. Proposing up to $25,000 per home: 100% (0% interest, deferred, forgivable, 7-year term). c. Eligible rehab items: roofing, siding, windows, doors, insulation, electrical, plumbing, health & safety, energy efficiency, accessibility, and lead paint remediation. Total SCDP Grant Request of $287,500 (including Administrative cost 15%) 5. Administrative Costs: a. Central Minnesota Housing Partnership, Inc. is the administrator of the proposed grant. b. Administration costs are included in the grant application amount and will be 15% of the total expended grant amount, $37,500 will be set aside for potential administration. c. In additional, if the grant is awarded, the City of St Joseph will be responsible for $8,000 in administration costs not covered by the grant, to be paid to CMHP in 3 payments spread out over the term of the grant. 6. Compliance with Historical Requirements: a. Submittal of properties to the State Historical Preservation Office for review. b. No properties in St Joseph target areas are listed as eligible for the National Register of Historic Places. 7. Timeline: a. City Council / Public Hearing held on April 7, 2025 at 6:00pm b. Application Due: April 16, 2025 (city application to DEED) c. Awards announced in September 2025 (subject to change) d. Grant agreements and environmental reviews Fall/Winter 2025 (subject to change) e. Begin accepting owner applications January - March 2026 (kick-off mtgs) (subject to change) f. Deadline to complete grant projects is September 2028 (subject to change) Map data ©2024 200 ft Saint Joseph - Plan B Area (northside) X STAFF MEMO Prepared by: City Clerk Meeting Date: 4/7/25 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 8 Reviewed by: Item: Street Closure Request – White Peony Boutique ACTION REQUESTED Approve the closure of 1st Avenue NW from Ash Street south to the alleyway from 8AM to 3PM on June 7, 2025. BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION N/A REFERENCE AND BACKGROUND White Peony Boutique is holding their 5th Annual Peony Market, 2nd Annual Joint Market with their St. Joseph location. The street closure would be 1st Avenue NW from Ash Street south to the alleyway. Traffic would still be allowed to go in and out of the St. Joe Meat Market. There were no issues with last year’s event. BUDGET IMPACT N/A STAFF RECOMMENDED ACTION Approve the closure of 1st Avenue NW from Ash Street south to the alleyway from 8AM to 3PM on June 7, 2025. SUPPORTING DATA/ATTACHMENTS Special Event Permit Application STAFF MEMO Prepared by: City Clerk Meeting Date: 4/7/25 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 9 Reviewed by: Item: Consider Approval of Resolution 2025-020 Ordering Improvement and Preparation of Plans for the 2025 Street Improvements. ACTION REQUESTED Approve Resolution 2025-020 Ordering Improvement and Preparation of Plans for the 2025 Street Improvements. BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION The Council held the Public Improvement Hearing on March 17, 2025. REFERENCE AND BACKGROUND The Public Improvement Hearing was held on March 17th and several residents voiced their concerns with the project. The City follows the 429 process for levying special assessments for improvements. The next step in this process is to order in the improvement and preparation of plans. BUDGET IMPACT N/A STAFF RECOMMENDED ACTION Approve Resolution 2025-020 Ordering Improvement and Preparation of Plans for the 2025 Street Improvements. SUPPORTING DATA/ATTACHMENTS Resolution 2025-020 RESOLUTION 2025-020 ORDERING IMPROVEMENT AND PREPARATION OF PLANS 2025 Street Improvements WHEREAS, a resolution of the city council adopted on the 17th day of March, 2025, fixed a date for a council hearing for the 2025 Street Improvements which includes street resurfacing in parts of the Graceview Estates 2 subdivision (parts of 4th Avenue SE, Elena Lane, Ellie Court excluding cul-de-sac), Cloverdale Estates subdivision (Dale Street E, Callaway Street E), Pond View Ridge 5, 6, and 7 subdivision (parts of 12th Avenue, Able Street E, Able Court E, 13th Avenue S, Pond View Lane, Eagle Ridge Drive, Eagle Ridge Court), parts of 8th Avenue, parts of W Minnesota Street (600 LF west of 6th Avenue to 4th Avenue NW), and parts of 3rd Avenue NW; and with studying bituminous trail fog seal improvements along Minnesota Street W and County State Aid Highway 2 locations, and for street reconstruction improvements to the CSAH 2/W Minnesota Street intersection which includes street resurfacing, roundabout construction, drainage and stormwater management, lighting, and turf establishment improvements on CSAH 2 and W Minnesota Street, between a point 500 feet east of CSAH 2 and 300 feet west of CSAH 2 (hereinafter called the “Project”); and to assess the benefited property for a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429; and WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held thereon on the 17th day of March, 2025, at which all persons desiring to be heard were given an opportunity to be heard thereon; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ST. JOSEPH, MINNESOTA: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the council resolution adopted this 7th day of April, 2025. 3. SEH is here by designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 4. In accordance with Resolution 2020-031, the City intends to reimburse itself for project expenditures incurred by the City prior to the issuance of project bonds as stated in Exhibit A. Adopted by the council on this 7th day of April, 2025. Adam Scepaniak, Mayor ATTEST David Murphy, City Administrator 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 to be reasonable and accurate. Date: April 7, 2025. _______________________________________ City Administrator City of St. Joseph, Minnesota STAFF MEMO Prepared by: Admin/Engineer Meeting Date: 4/7/2025 ☐ Consent Agenda Item ☒ Regular Agenda Item Agenda Item # 10 Reviewed by: Item: 2025 Street Improvements-Final Design Supplemental Letter Agreement ACTION REQUESTED Approve attached SLA for engineering services related to construction of the 2025 Street Improvements Project. BOARD/COMMISSION/COMMITTEE RECOMMENDATION N/A PREVIOUS COUNCIL ACTION Consideration of 2025 project scope of improvements at workshop meeting. Acceptance of 2025 Street Improvements Feasibility Report Public Improvement Hearing REFERENCE AND BACKGROUND This action authorizes city staff to enter into an agreement with SEH to provide engineering design services for the 2025 Street Improvements project. BUDGET IMPACT $58,000 STAFF RECOMMENDED ACTION Approve accompanying SLA. SUPPORTING DATA/ATTACHMENTS Supplemental Letter Agreement Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 2351 Connecticut Avenue, Suite 300, Sartell, Minnesota 56377 651.490.2000 | 800.325.2055 | 888.908.8166 fax | sehinc.com SEH is 100% employee-owned | Affirmative Action–Equal Opportunity Employer April 2, 2025 RE: St. Joseph, Minnesota 2025 Street Improvements Final Design Services SEH No. STJOE 183096 Honorable Mayor and City Council c/o Mr. David Murphy, City Administrator City of St. Joseph 75 Callaway Street East St. Joseph, MN 56374 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. (SEHÒ) dated July 1, 2006, and addresses providing Final Design Phase services in connection with studying street resurfacing improvements in the Graceview Estates 2 subdivision (parts of 4th Avenue SE, Elena Lane, Ellie Court excluding cul-de-sac), Cloverdale Estates subdivision (Dale Street E, Callaway Street E), Pond View Ridge 5, 6, and 7 subdivision (parts of 12th Avenue, Able Street E, Able Court E, 13th Avenue S, Pond View Lane, Eagle Ridge Drive, Eagle Ridge Court), parts of 8th Avenue, parts of W Minnesota Street (600 LF west of 6th Avenue to 4th Avenue NW), and parts of 3rd Avenue NW; and with studying bituminous trail fog seal improvements along Minnesota Street W and County Road 2 locations, (hereinafter called “The Project”). Our services will consist of: Task 1: Topographic Field Survey: · Establish a survey control network (vertical and horizontal). · Place a Gopher State One-Call utility locate request, and meet on-site as may be required, with the private utility locators. · Survey location of field-identified private and public utilities within the project improvement areas. · Survey above-ground utility features only (manhole castings and gate valve boxes) between the existing curb and gutter lines, or bituminous edge limits (elsewhere in the Project). Task 2: Final Design Services · Prepare construction drawings(plans) and specifications for the Project based on the approved Feasibility Report dated February 18, 2025. · Furnish a final engineer’s opinion of probable construction cost for the Project based on the completed drawings and specifications. · Provide assistance with preparing and submitting regulatory agency permit applications. · Anticipated permits: o Stearns County Right of Way. Honorable Mayor and City Council April 2, 2025 Page 2 · Assist the Owner in preparing final special assessment roll and conducting the Chapter 429 special assessment public hearing. Assistance does not include providing legal counsel or appraisal services related to measuring special market value benefits associated with the Project. · Prepare proposal form and notice to bidders. · Assist the Owner in obtaining and evaluating bids and awarding a contract for construction of the Project. · Prepare proposal form and notice to bidders. · Answer pre-bid questions from bidders. · Conduct a virtual bid opening through QuestCDN. · Review and tabulate bids received by the Owner. Assumptions: The following assumptions were made in preparing this proposal: · Surfaces will be visible for survey with little to no snow cover (< 3 inches). · Client will provide Consultant with any other studies, reports, plans, plats, easements, electronic CAD files, or other data that may be of assistance. · Our proposal does not account for any time spent correcting ambiguities in the legal description to clear title on the surveyed property. 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 additional services as you may request. Additional Services: 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: · Preparation of environmental documents (mitigation permits). · Attendance at regulatory agency review meetings. · Reproduction of deliverables in addition to the scope identified above. · Right of way acquisition/platting services. · Construction Phase Services. Schedule: We will start our services promptly after receipt of your authorization. We estimate our services will be completed after 4 months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Payment: You will pay us a fee for our services, currently estimated to be $58,000, 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. 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. Honorable Mayor and City Council April 2, 2025 Page 3 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 https://sehincazure.sharepoint.com/sites/contractmanagement/contract documents/contracts/8522 - stjoe_2/contract/letter_proposal-8206.docx ACCEPTED BY: CITY OF ST. JOSEPH, MINNESOTA By: Date: Authorized Client Signature