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2018-10-15 City Council Agenda Packet City of Albertville Council Agenda Monday, October 15, 2018 City Council Chambers 7:00 p.m. 6:00 p.m. – Depot Dedication, Central Park PUBLIC COMMENTS -The City of Albertville welcomes and encourages public input on issues listed on the agenda or of general community interest. Citizens wishing to address the Council regarding specific agenda items, other than public hearings are invited to do so under Public Forum and are asked to fill out a “Request to Speak Card”. Presentations are limited to five (5) minutes. P:\City Council\Council Agendas\2018 Agenda Packets\2018-10-15 City Council Agenda.docx Meeting Date: October 15, 20 1. Call to Order 2. Pledge of Allegiance – Roll Call 3. Recognitions – Presentations – Introductions 4. Public Forum – (time reserved 5 minutes) 5. Amendments to the Agenda 6. Consent Agenda All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled, it will be discussed in the order it is listed on the Consent agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. A. Approve the October 1, 2018 regular City Council meeting minutes as presented (pgs 3-7) B. Authorize the Monday, October 1, 2018 payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request (Separate Cover ) 7. Public Hearings – None 8. Department Business A. City Council 1). Committee Updates (STMA Ice Arena, Planning, JPWB, Parks, Fire Board, FYCC, etc.) B. Fire 1). Fire Update – Verbal Agenda Page 1 City of Albertville Council Agenda Monday, October 15, 2018 Page 2 of 2 P:\City Council\Council Agendas\2018 Agenda Packets\2018-10-15 City Council Agenda.docx Meeting Date: October 15, 2018 C.Finance 1). 3rd Quarter Budget to Actual (pg 8-10) 2). 3rd Quarter Accounts Receivable Report (pgs 11-13) D.City Clerk 1). Set Canvass Board Meeting (Motion to set the Canvass Board meeting to certify the results of the November 6, 2018 General Election for 6:45 p.m. on Tuesday, Novrmber13, 2018 in the Council Chambers.) E.Public Works/Engineering – None F.Planning/Zoning – None G.Building – None H.Legal – None I.Administration 1). Ice Arena Maintenance and Shift Supervisor- Verbal 2). City Administrator’s Update - Verbal 9.Announcements and/or Upcoming Meetings October 22 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. October 29 Joint Governance Meeting, 6:00 p.m., STMA Ice Arena November 5 City Council, 7:00 p.m. November 12 Veterans Day, Observed November 13 STMA Ice Arena Board, 6:00 p.m. November 19 City Council, 7:00 p.m. November 24/25 City Offices Closed, Thanksgiving, Observed November 26 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. OCTOBER NOVEMBER Su M Tu W Th F Sa Su M Tu W Th F Sa CC 1 2 3 FB4 5 6 1 2 3 7 Ice 8 PC9 10 11 12 13 4 CC 5 6 7 8 9 10 14 CC 15 16 17 18 19 20 11 H 12 PC13ICE 14 15 16 17 21 JP22PK 23 24 25 26 27 18 CC 19 20 21 H 22 H 23 24 28 JM 29 30 31 25 JP PK26 27 28 29 30 10.Adjournment Agenda Page 2 Page 1 ALBERTVILLE CITY COUNCIL Monday, October 1, 2018 DRAFT MINUTES ALBERTVILLE CITY HALL 7:00 PM 1.CALL TO ORDER - PLEDGE OF ALLEGIANCE Mayor Hendrickson called the meeting to order at 7:03 p.m. 2.ROLL CALL Present: Mayor Hudson and Council members Cocking, Olson, and Vetsch Absent: Council member Hudson Staff Present: City Administrator-PWD Adam Nafstad, City Attorney Mike Couri, and Fire Chief Eric Bullen, Finance Director Tina Lannes, and City Clerk Kimberly Hodena Others Present: Jason Neros, Randy Lowe, Jacob Olson, Jason Neros, Chris Geriol, Matt Intrieri, Kip Dombeck, Scott Klinkhammer, Sheila Zachman 3.RECOGNITIONS – PRESENTATIONS – INTRODUCTIONS A.STMA Youth Baseball Jason Neros, president of STMA Youth Baseball, was present at the meeting. He provided the Council with a review of activities for the last year. He stated the organization serves 5-19 year olds and has a total of 915 participants. He stated a number of their teams have won state championships and they are proud of their achievements. Neros reported that they now do the concessions at Albertville Friendly City Days for fundraising efforts. Neros then presented a check for $3,000 to the City Council as a donation. The association would like the funds to go towards dugouts at the regulation ballfield at Central Park. The Council thanked Neros and the baseball association and stated their appreciation of the donation. 4.PUBLIC FORUM There was no one present for the forum. 5.AMENDMENTS TO THE AGENDA Motioned by Olson, seconded by Cocking, to approve the Agenda as presented. Ayes: Hendrickson, Cocking, Olson, and Vetsch. Nays: None. Absent: Hudson. MOTION DECLARED CARRIED. Agenda Page 3 City Council Meeting Minutes Page 2 Regular Meeting of October 1, 2018 6.CONSENT AGENDA All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled, it will be discussed in the order it is listed on the Consent agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. A.Approve the September 17, 2018 regular City Council meeting minutes as presented B.Authorize the Monday, October 1, 2018 payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request Motioned by Cocking, seconded by Olson, to approve the Consent Agenda as presented. Ayes: Hendrickson, Cocking, Olson, and Vetsch. Nays: None. Absent: Hudson. MOTION DECLARED CARRIED. 7.PUBLIC HEARINGS – None 8.DEPARTMENT BUSINESS A. City Council 1). Committee Updates Joint Power Water Board Hendrickson reported that the board discussed replacement of the EDA water main along CSAH 19 during the road improvements in 2019. It would be from the Albertville Premium Outlets to 37th Street NE. Washington D.C. Lobbying Trip Nafstad reported that Hendrickson, Cocking, and Olson attended. They had many meetings with legislators and transportation officials regarding funding for I-94 and transportation fn general. Nafstad stated the trip was successful and Hendrickson felt it brings heightened awareness to this area’s need for transportation improvements. B.Planning/Zoning 1). Samaritan Hill Lutheran Church Conditional Use Permit Brixius reported that Samaritan Hill Lutheran Church is proposing to move into the shell building located at 6826 Laketowne Place NE and will provide a worship area, Sunday school, offices for family and marriage counseling, a clothing donation charity, and a pre-school programming. He stated that a religious use is not specified as an allowed use, but assembly use is. However, under the RLUIPA Act, religious and institutional uses cannot be treated differently than other assembly uses. Cocking inquired about improvements to the parking as it is in disrepair and Brixius replied that it would be conditioned to be brought current code standards. Cocking also had concerns if there was adequate parking, especially during worship times. Brixius stated it meets the requirements. Upon speaking with the applicant, Brixius stated that if more than 125 persons were gathering for worship, DRAFTAgenda Page 4 City Council Meeting Minutes Page 3 Regular Meeting of October 1, 2018 their intent is to offer a second service. Vetsch had concerns about SAC/WAC fees if a second service is added. Nafstad replied that the SAC/WAC fees already paid will be credited, but the original use those were based on assumed a retail use, not assembly. Therefore, there will need to be additional SAC/WAC fees needed for an assembly use and those will be calculated a specific formula for that use. Cocking inquired about signage and Brixius replied they would need to follow a comprehensive sign plan. Cocking asked applicant, Randy Lowe, if they are purchasing the property and Lowe replied they were. Vetsch inquired if additional SAC/WAC fees could be special assessed if that would help the applicant and Nafstad replied they could. Motioned by Cocking, seconded by Hendrickson, to Adopt Resolution Number 2018-031 approving the Conditional Use Permit to amend the Shoppes of Towne Lakes to allow Samaritan’s Hill Lutheran Church the B-2A District at 6826 Laketowne Place NE with condition 5 stated in the resolution removed. Ayes: Hendrickson, Cocking, Olson, and Vetsch. Absent: Hudson. MOTION DECLARED CARRIED. 2). Outdoor Storage of Recreational Vehicles Brixius reported that no action is needed on the item tonight as Council previously directed staff that any changes should come in late November or December; however, Brixius stated staff needs direction on what the Council would like staff to bring then. He reported there are several options they could look at such as narrowing the requirements or limiting the size of recreational vehicles. They could also look at requiring additional screening of the recreational vehicles. Vetsch stated that any screening should be earth tone in nature and not brightly colored. Brixius reported that this topic has been highly controversial in other communities. Cocking inquired if the city could be more restrictive than the state in what is considered a recreational vehicle and Couri replied they could. Hendrickson would like to see any changes, if any, be in place prior to winter. Nafstad stated staff has received numerous complaints that the two foot side yard setback is too close for some in the community. Brixius stated if that were removed, it may not be suitable to the community. Brixius stated it is more reasonable for recreational vehicles to be located in the side yard rather than on grass. Brixius stated they could amend the definitions of what is classified as a recreational vehicle; they do not need to use the state’s definitions. Vetsch had concerns with that and felt people want to use their property for storage of their personal vehicles. Cocking stated he isn’t opposed to moving forward with the discussion, but also felt they are not obligated to make changes. He felt it should have a hearing on it where concerned residents can voice their opinions and suggested that be done through the Planning Commission. Ultimately, the Planning Commission could make their recommendation to Council. Vetsch stated there are costs involved with any code modification. Council briefly discussed what would happen if properties became noncompliant after any code change. C.Fire – None DRAFTAgenda Page 5 City Council Meeting Minutes Page 4 Regular Meeting of October 1, 2018 D.Finance – None E.City Clerk – None F.Public Works/Engineering – None G.Building – None H.Legal – None I.Administration 1). Ice Arena Maintenance and Shift Supervisor Employment Offer Nafstad reported that due to the second sheet of ice, they will need additional full-time staff. He stated all the applications received were well qualified and they interviewed six individuals. The position will be a City of Albertville employee, but paid for by the Arena Board budget. There will be no impact to Albertville, St. Michael, or Arena Board budges as the position was included in the 2018/2019 arena board budget. Staff recommends Brian LeDuc for the position. Motioned by hire Brian LeDuc for the full-time position of Ice Arena Maintenance and Shift Supervisor. Ayes: Hendrickson, Cocking, Hudson, and Vetsch. Absent: Hudson. MOTION DECLARED CARRIED. 2). City Administrator’s Update Nafstad stated there would be a groundbreaking ceremony for I-94 at the outlet mall with the I-94 Coalition on October 12 at 10:00 a.m. There will also be a depot dedication on October 15 at 6:00 p.m. prior to the City Council meeting. Nafstad gave an update on the Washington D.C. lobbying trip and stated it was very successful. He added that a local business also traveled with the group to advocate for the transportation improvement in the area. Vetsch felt it was very nice to have local businesses participate Nafstad stated the National League of Cities annual conference will be in November and inquired if any of the Council is interested in attending. Olson reported he found the conference to be beneficial and both he and Cocking were interested in attending. 9.Announcements and/or Upcoming Meetings March 26 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. April 2 City Council, 7:00 p.m. April 9 STMA Ice Arena Board, 6:00 p.m. April 10 Planning Commission, 7:00 p.m. April 16 Local Board of Appeals and Equalization, 6:30 p.m. City Council, 7:00 p.m. April 23 Joint Powers Water Board, 6:00 p.m. Parks Committee, 7:00 p.m. April 30 Joint Governance Meeting, 6:00 p.m., Albertville City Hall DRAFTAgenda Page 6 City Council Meeting Minutes Page 5 Regular Meeting of October 1, 2018 10.ADJOURNMENT Motioned by Vetsch, seconded by Cocking, to adjourn the meeting at 8:19 p.m. Ayes: Hendrickson, Cocking, Olson, and Vetsch. Nays: None. Absent: Hudson. MOTION DECLARED CARRIED. Respectfully submitted, ___________________________________ Kimberly A. Hodena, City Clerk DRAFTAgenda Page 7 Mayor and Council Communication P:\City Council\Council Packet Information\2018\101518\101518 3rd Quarter 2018 Budget to Actual RCA.docx Meeting Date: October 15, 2018 October 10, 2018 SUBJECT: FINANCE – 3RD QUARTER BUDGET TO ACTUAL REPORT – UN-AUDITED 3rd QUARTER BUDGET TO ACTUAL: Attached are the 3rd Quarter 20187 un-audited General Fund summaries of revenues and expenditures. Revenues are expected to be at 68% (due to the second settlement not distributed until December). Expenses are expected to be at 75%. This summary shows operating revenues are at 66.22% and operating expenses are at 71.53%. VARIANCES: Revenue: •Second Half Property Taxes and LGA - Not received until December •Police Aid – Not received until end of October •Fire Aid – Not received until end of October •Interest Earnings – Interest on Investments are not allocated until December •Charges for Services - $11,830 payments for first responder billing I-94 •Building permits - $42,973 Ice Arena Expenses: •General Government - $131,681.54 for Audio Visual Equipment Replacement, Council Chambers update, Security Cameras •Engineering – West Wind Park Improvements. Responsible Person/Department: Tina Lannes, Finance Director Submitted Through: Adam Nafstad, City Administrator-PWD Attachment: 2018 Budget to Actual Agenda Page 8 2018 Budget 2018 Actual 10/10/18 Ytd % Budget 31010 Current Ad Valorem Taxes 2,041,158 $1,166,689 57.16% 32100 Business Licenses & Permits 27,000 $25,213 93.38% 32110 Liquor Licenses 33,000 $33,590 101.79% 32120 3.2 Liquor Licenses 75 $0 0.00% 32150 Sign Permits 1,300 $595 45.77% 32210 Building Permits 115,000 $127,205 110.61% 32240 Animal Licenses 700 $1,235 176.43% 33401 LGA Revenue expected 111,024 $55,512 50.00% 33405 Police Aid 40,000 $0 0.00% 33406 Fire Aid 61,000 $0 0.00% 33422 Other State Aid Grants 11,500 $12,383 107.67% 34000 Charges for Services 4,000 $17,561 439.03% 34005 Engineering As Built Fee 3,000 $900 30.00% 34101 Leases - City Property 0 $3,092 0.00% 34103 Zoning & Subdivision Fees 2,500 $2,750 110.00% 34104 Plan Check Fee 50,000 $61,767 123.53% 34107 Title Searches 3,600 $2,000 55.56% 34113 Franchise Fee - Cable 74,000 $35,976 48.62% 34202 Fire Protection Contract Charges 294,620 $220,965 75.00% 34780 Rental Fees 12,000 $24,724 206.03% 34950 Other Revenues 11,000 $5,253 47.75% 34110 Arena 13,074 $10,969 83.90% 34112 Electric Franchise Fee 115,000 $85,812 74.62% 36210 Interest Earnings 20,000 $150 0.75% Total Revenues 3,044,551 1,894,340 62.22% 2018 Council Update General Fund Operations General Fund Revenue: Agenda Page 9 2018 Budget 2018 Actual 10/10/18 Ytd % Budget 41000 General Government 30,000 $176,660 588.87% 41100 Council 40,588 $35,020 86.28% 41300 Combined Administrator/Engineer 105,326 $71,511 67.89% 41400 City Clerk 114,487 $75,345 65.81% 41440 Elections 20,000 $2,254 11.27% 41500 Finance 149,961 $67,447 44.98% 41550 City Assessor 29,870 $34,950 117.01% 41600 City Attorney 40,000 $20,595 51.49% 41700 City Engineer 25,000 $38,935 155.74% 41800 Economic Development 6,000 $2,638 43.96% 41910 Planning & Zoning 46,507 $45,662 98.18% 41940 City Hall 158,114 $85,657 54.17% 42000 Fire Department 493,323 $311,603 63.16% 42110 Police 735,840 $551,880 75.00% 42400 Building Inspection 227,048 $124,681 54.91% 42700 Animal Control 7,000 $6,091 87.01% 43100 Public Works - Streets 330,624 $209,647 63.41% 45000 Culture & Recreation 75,211 $47,576 63.26% 45100 Parks & Recreation 323,719 $210,828 65.13% 43160 Electric street lights 85,933 $58,823 68.45% Total Expenditures 3,044,551 2,177,800 71.53% 2018 Budget 2018 Actual 10/10/18 Ytd % Budget 31010 Current Ad Valorem Taxes 1,015,750 $507,875 50.00% 2018 Budget 2018 Actual 10/10/18 Ytd % Budget 300 Professional Services 1,015,750 $890,912 87.71% General Fund Department Expenditures: Capital Reserve Fund Expenditures 2018 Council Update Capital Fund Capital Reserve Fund Revenues 2018 Council Update Capital Fund Agenda Page 10 Mayor and Council Communication P:\City Council\Council Packet Information\2018\101518\AR Monthly Report RCA1018.doc Meeting Date: October 15, 2018 October 10, 2018 SUBJECT: FINANCE – ACCOUNTS RECEIVABLE REPORT ACCOUNTS RECEIVABLE: Total accounts receivable outstanding through October 10, 2018 is $66,691.98. The percentage of the total due based on the aging report is as follows: 0-30 days outstanding $48,051.02 72.05% 30-60 days outstanding $2,006.24 3.01% 60-90 days outstanding $5,515.00 8.27 % Over 90 days outstanding $11,119.72 16.67% PRACTICES/POLICY CONSIDERATIONS: The Mayor and Council review quarterly financial reports. FINANCIAL CONSIDERATIONS: There are no financial considerations at this time. Outstanding invoices over sixty days past due, and are attached to an Albertville property, will be assessed to the taxes payable 2019 in November. LEGAL CONSIDERATIONS: The Mayor and Council have the authority to review and direct staff to take action regarding all financial matters. Responsible Person/Department: Tina Lannes, Finance Director Submitted Through: Adam Nafstad, City Administrator-PWD Attachment(s): Accounts Receivable Report Agenda Page 11 Mayor and Council Communication – October 15, 2018 Finance – Accounts Receivable Report Page 2 of 3 P:\City Council\Council Packet Information\2018\101518\AR Monthly Report RCA1018.doc Meeting Date: October 15, 2018 Vendor Amount Due 0-30 Days 30-60 days 60-90 days 90 days & Over Acosta-Dominguez, Olvido $475.00 $475.00 Advantage 1 Insurance $1,138.68 $9.34 $9.34 $1,120.00 Amco Insurance Co $720.00 $720.00 Ameriguard Insurance $498.18 $4.09 $4.09 $490.00 Anderson, Michael $1,376.26 $457.50 $15.01 $450.00 $453.75 Arns, Norman $918.76 $450.00 $7.51 $461.25 BNI $240.00 $240.00 Cagle, Nancy $460.00 $460.00 Capital Land Investments $1,376.26 $457.50 $15.01 $450.00 $453.75 Centra North $710.00 $710.00 City of St. Michael $15,000.00 $15,000.00 DDG Properties $435.01 $3.58 $271.12 $160.31 DJ Colter Agency $1,545.36 $12.68 $12.68 $1,520.00 Dockter, Jason $520.00 $520.00 Douglas A Carlson Development $750.00 $750.00 Farmers Insurance $520.00 $520.00 Fehn, Mike $76.26 $0.63 $0.63 $75.00 FYCC $144.65 $144.65 Greig, Mitchell $1,376.26 $457.50 $15.01 $450.00 $453.75 Haarsager, Sherry $720.00 $720.00 HSB Ventures $4,912.50 $4,912.50 Hughes, Terrance & Lynda $332.27 $2.68 $217.37 $112.22 IH2 Borrower LP $1,376.26 $457.50 $15.01 $450.00 $453.75 Insparation Salon $53.34 $0.42 $1.25 $51.67 ISD # 885 $16,105.00 $16,105.00 Kalland Avenue Property LLC $450.00 $450.00 Lucas, Ashley $1,138.68 $9.34 $9.34 $1,120.00 Maeyaert, Chuck $340.00 $2.64 $7.92 $329.44 Mooney, Michael $385.81 $385.81 Pathlight Property Management $1,365.02 $457.51 $7.51 $900.00 Peterson, Joseph $720.00 $720.00 Sjoberg, Cindy $2,196.84 $17.87 $35.74 $2,143.23 Spencer, Jeff $1,376.26 $457.50 $18.76 $450.00 $450.00 State Farm $520.00 $520.00 Stillwell, Jeff & Angie $1,376.26 $453.75 $18.76 $450.00 $453.75 STMA United Soccer Club $1,221.34 $592.90 $628.44 Thurman, Enoch & Nicole $121.00 $1.00 $120.00 Agenda Page 12 Mayor and Council Communication – October 15, 2018 Finance – Accounts Receivable Report Page 3 of 3 P:\City Council\Council Packet Information\2018\101518\AR Monthly Report RCA1018.doc Meeting Date: October 15, 2018 Vendor Amount Due 0-30 Days 30-60 days 60-90 days 90 days & Over Von Eschen, Wade $1,866.96 $461.34 $30.27 $450.00 $925.35 Warner, Jason & Rebecca $1,833.76 $461.25 $15.01 $900.00 $457.50 Total $66,691.98 $48,051.02 $2,006.24 $5,515.00 $11,119.72 Current 0-30 days $48,051.02 72.05% 30-60 days $2,006.24 3.01% 60-90 days $5,515.00 8.27% over 90 day $11,119.72 16.67% Agenda Page 13