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1987-09-08 CC Minutes "!1'\!"'" ~ , , 1I . . COUNCIL MINUTES SEPTEMBER 8, 1987 The regular meet~ng of the Albertv~lle C~ty Counc~l was called to order by Mayor Loretta Roden. Members present ~ncluded Gary Schwenzfe~er, Donatus Vetsch, Don Cornellus and Bob Braun. Others present ~ncluded Maureen Andrews, Bob M~ller, Chuck Eberhard and Ken L~ndsay. There was a mot~on to approve the Agenda. The mot~on was made by Donatus Vetsch and seconded by Don Cornel~us. All were ~n favor and the motlon carned. There was a mot~on to approve the m1nutes of August 17, 1987 w1th the follow1ng correct10ns: Page 3, Paragraph 4: Gary Schwenzfe~er quest10ned why... lnstalled rlght of way should read: . Gary Schwenzfeler quest10ned why the suppl1ers would have suggested the deslgn used for the Chem~cal feed Pump because the motors had no way of ma~nta~n~ng a charge once the system was put 1nto operat~on. If the r~ght equ1pment would have been 1nstalled at the beg~nn1ng some of the problems exper~enced earl~er th~s spr1ng would have been el1m~nated. It was asked If... parts of the C~ty.; and Page 5, Paragraph 4, last sentence should read: Don Cornel1us po~nted out that the "Grounds Master" could not handle the percent of slope on the sldes of the d~kes and that the C~ty needed equ1pment that would work on the slope. The mot~on to approve the August 17, 1987 m1nutes was made by Don Cornel~us , and seconded by Bob Braun. All were 1n favor and the mot~on carr1ed. There was a mot1on to approve the mlnutes of the September 1, 1987 Spec~al Meet~ng of the Counc~l. The mot1on was made by Gary Schwenzfe~er and seconded by Don Cornel~us. All were 1n favor and the m~nutes were approved. Mr. Don Zlerke of Gruys, Johnson and assoc~ates was present to reV1ew w~th the Counc1l the f~nd1ng of the 1986 Aud1t Report. He rev~ewed w1th the Counc1l the Management Letter wh~ch was prepared at the conclus1on of conduct~ng the aud1t. (Included as part of the September 8 Agenda packet). The letter made the follow1ng suggest~ons: 1. Health Central - The C~ty Attorney should look ~nto the posslb~llty of collect~ng $2,233 1n ~nterest payment from Health Central because of the default 1n makIng regular payment to the Cl1n~c fund. ~ 2. Sewer Accounts - The C~ty should keep the blll~ngs gOlng out on a regular quarterly bas~s to avo1d large bIlls. 3. Metro West Inspect~on - The BU1ld~ng Inspector needs to get the bU1ld1ng 1nspect1on charges brought up to date so that proper budget1ng can be done. ~_N~ '1"......,.,.- ~OUNCIL MINUTES PAGE 2 . 4. Pledged Collateral - The City must 1ns1st that adequate pledged collateral be prov1ded by the bank, or the C1ty should f1nd a bank wh1ch 1S more cooperat1ve w1th the C1ty or shouldfapread the funds out over var10US banks 1n the area so no one bank has more'than $100,000.00 on depos1t. 5. Documentat10n - The C1ty should requ1re s1gned cla1m forms for m11eage and meet1ngs and a copy of all 1nV01ces should be kept. 6. Reclass1f1cat10n Entr1es - The Counc1l needs to pass a resolut10n 1n order to clear out the accounts. ThIS resolutIon should be made retroact1ve as of January 1, 1987 so that cash WIll be correctly reported for each fund. 7. PERA Reports - In the past the PERA Reports were not sent 1n on a regular bas1s as of January 1, 1987 they now go 1n follow1ng the pay per10d. It was also recommended that the PERA Reports be reconc1led w1th the W-2 wages at year end. 8. Health Insurance Benef1ts - The C1ty must class1fy benef1ts as a wage because 1t IS a taxable benefIt. 9. Tax Levy - The m1nutes should reflect the dollar amount of the tax levy and the CouncIl must also make a mot10n to approve the budget and 1tS dollar amount as well. The m1nutes should 1ndlcate the amount of cert1fled tax levy and approved budget In as summar1zed format as pOSSIble. . 10. SalarIes and Wages - Must be formally app~oved by the CouncIl VIa a mot10n. 11. M1nutes - The Clerk must SIgn the m1nutes, must Ind1cate approval for all bIlls and cla1ms by the Counc11 and should be f1led wIth the packet of dates meet1ng 1nstead of the folloWIng meet1ng. 12. 1960 Spec1al Assessment fund - There 1S a fund balance of $1,785.95 wh1ch can be transferred to the general fund upon approval of the CounCIl. 13. G.A.S.B.'s Statement No.6 - W111 requ1re that the C1ty must claSSIfy all spec1al assessment funds as eIther debt serV1ce or capItal project funds. Bob Mlnkema WIll be takIng care of thls work. . 14. fund Balance In T.I.F. DIstrIcts 2,3, and 4 - CapItal Project Funds- The CIty Attorney should look at funds to determ1ne If the excess funds can be used for addlt10nal proJects or whether the funds must be transferred to cover debt serVIce. If the funds can be used for add1tlonal projects then an amendment to the plan w111 need to be prepared and approved. ($93,055). The Counc1l next looked at the body of the Aud1t report, start1ng w1th page 5. The C1ty shows a fund balance of $97,223 1n general fund, of wh1ch $57,750 IS from the J01nt Powers loan leav1ng the C1ty w1th unreserved funds of $39,473. Accord1ng to the state audltor a C1ty IS f1nanc1ally healthy 1f they have 3 or 4 months of the annual expend1tures on hand 1n cash reserves. Gruys, Johnson and ASSOCIates 11ke to see 6 months of the annual expendItures on hand because of the way tax settlement and State A1ds are paId. If the C1ty uses the 6 month rule the CIty falls a 11ttle short of havIng adequate funds on hand, but 1f the CIty follows the State Aud1tor's th1nk1ng the CIty of Albertv111e 1S f1nanc1ally healthy. . . . COUNCIL MINUTES ~~E3 The CouncIl next revIewed the Speclal Revenue funds WhlCh 1S made up out of Park and f1re. Th1S fund shows a def1c1t of 12,416 because of the fIre department. The f1re department has a def1c1t of 15,000 Wh1Ch lS for the purchase of the new f1re truck. The Park fund has balance of 500 WhlCh 1S to be used for develop1ng the Park. The Councl1 requested that they be rem1nded to look at the questlon about charglng the townsh1p for the purchase of new flre equ1pment. The Debt Servlce fund IS In good shape and was not d1scussed at any length. The Capltal Project fund for the Tax Increment f1nanclng D1strlcts was revlewed In the management letter and not red1scussed agaln when looklng at the spread sheet. The Speclal Assessment fund Wh1Ch IS made up of 8 or 9 dIfferent accounts shows a defIcIt of $150,186.00. In revIewIng th~s def1clt lt appears that S.A. 83-85 are a llttle short but that It should work ltself out, It also looks llke S.S. 79-1 IS short $141,385. The Audltor lS not sure why thIs fund lS runnlng so short. Bob MInkema needs to reVIew thlS fund. So all In all the General fund, Debt ServIce, CapItal Projects and SpecIal Assessment are ln good shape. The only fund showIng a defIcIt lS the SpecIal reMenue fund WhlCh wlll take care of 1tself In a short tlme. The Counc1l next revIewed the revenues, expendItures and changes 1n the fund balance (p. 6). Revenues appeared to come ln hlgher then what was budgeted because amounts had not been budgeted for charges for servlces, SpecIal Assessments, Interest on Investments, and Mlscellaneous expenses. ExpendItures exceeded what had been budgeted by $6,528.00 wlth the areas of descrepancy belng ln Insurance costs, attorney fees and bUlldlng lnspectlon. It was a combInatIon of ups and downs that equalled the dlfference out to $6,528.00. There were no other comments or questIons regardIng the 1986 Aud1t Report so there was amotIon to accept the flnd1ngs of Gruys, Johnson and AssocIates. The motIon was made by Gary Schwenzfeler and seconded by Donatus Vetsch. All were In favor and the motIon carrIed. Don BernIng asked that the CIty Admlnlstrator Inform the Counc1l that he was lookIng to lnstall a propane tank refIll statIon at Don's auto. Maureen was asked to check wIth Loren Kohnen to see 1f a bU1ldlng permlt would be requIred. No actlon was taken by the Councll. The Income receIved and bllls to be paId were revIewed by the Councll. There was a motlon to approve the bIlls made by Don CornellUS and seconded by Gary SchwenzfeIer. All were ln favor and checks 8146 through 8186 were approved. The CouncIl revIewed the PartIcle Control sewer bIlllngs. It was pOlnted out t~at Partlcle Control has four seperate meters 1n thelr bU11dlngs so that they can charge the water useage to each process they perform but that all thelr waste goes Into one lIne, through a Y connectlon. It was requested that all the meter readIngs be lumped together and only one bl1l be sent out Instead of 4 seperate bIlls. The resonlng for th1s request IS to compensate for the fact that some of the processes are only done on a lImIted basIs therefore no water IS used yet they are requIred to pay . . . COUNCIL MINUTES , PAGE 4 a m~n~mum sewer rate charge. After l~m~ted dtscuss~on a mot~on to b~ll the Part~cle Control b~ll for all water used under one un~t was made by Don cornel~us and seconded by Gary Schwenzfe~er. The mot~on further would cont~nue as the useage ~s for only one bus~ness. All were ~n favor and the mot~on carr~ed. There was a mot~on made to approve a l~m~ted 3.2 Beer l~cense for the C~ty of Albertv~lle for the league of M~nnesota C~t~es Reg~onal Meet~ng on September 17, 1987. The mot~on was made by Donatus Vetsch and seconded by Bob Braun. All were ~n favor and the mot~on carr~ed. The Counc~l next d~scussed the f~re hydrant ~ssue for the elementary school. The super~ntendant of schools not1f~ed the C~ty that they would only be w~ll~ng to ~nstall one hydrant. There was some d~scuss~on regard~ng the ~ssue and the Counc~l was lnformed that the flre Chlef had been contacted by the School and ~t had been agreed that one hydrant would be acceptable. The locat~on must st~ll be approved by the Counc~l. The Publ~c Hear~ng on the ORDINANCE REGULATING SIGN (BIllBOARDS) AND BUSINESS SIGNS AND PROVIDING A PENALTY fOR VIOLATION THEREOf was called to order and the Not~ce of the hearlng was read. Because the Counc~l had Just recelved a copy of the Ord~nance the hear~ng was adJourned to the September 21, 1987 Counc~l Meet~ng. The mot~on to adJourn the hear~ng was made by Gary Schwenzfe~er and seconded by Don Cornel~us. All were ~n favor and the motlon carr~ed. In add~t~on there was a motlon to contlnue the hear~ng at the September 21, 1987. The mot~on was also made by Gary Schwenzfe~er and seconded by Don Cornel~us. All were ~n favor and the mot~on carr~ed. The Counc~l next rev~ewed a letter from Kenneth and Harold Z~mmer regard~ng the rental of the land out at the Wastewater Treatment fac~llty. They would l~ke to rent the land for 5 years so they can plan a crop rotat~on. The~e were some quest~ons regard~ng the terms of the or~g~nal agreement so no dec~s~on could be made unt~l the mlnutes were rev~ewed. The lssue was tabled unt~l the next meet~ng. The Councll was ~nformed that the C~ty had rece~ved the l~on's appl~cat~on for Pull-tab llcense renewal. There was a mot~on made by Gary Schwenzfeler and Don Cornellus acknowledg~ng the rece~pt of the pull-tab llcense appllcat~on from the Albertv~lle l~ons. All were ~n favor and the motlon carr~ed. The next ~ssue d~scussed by the Counc~l was the sale of the Chr~stmas l~ghts. The CounCIl was 1nformed that C.l. Paulson had someone who m1ght be 1nterested 1n the Ilghts depend~ng on how many l~ghts there were. It was suggested that he C~ty try to get $100.00 for all the l~ghts and then pass ~t on to the Jaycees for the new llghts. Gary Barthel has asked If he could make tree sculptures out of the two dead trees on the C~ty RIght-of-way ~n front of h~s house. The Counc1l saId that they would lIke lnformatlon on what type of carv~ngs Gary was ~nterested ~n haVIng done. In add1tIon, there was d1Scuss~on regard~ng hav~ng Gary s~gn an IndemnIf~catIon and Hold Harmless agreement ~f he ~s allowed to make the wood sculptures. It was also suggested that Maureen should check WIth the CIty Attorney regard~ng the request SInce the trees are on C~ty R1ght-of-way. COUNCIL MINUTES PAGE 5 . The next 1tem d1scussed by the C1ty Eng1neer was the LaTour Contract. The Counc11 was 1nformed that th1S 1S the standard contract used by Meyer- Rohl1n. The contracts have been sent to LaTour for slgn1ng and Chuck asked that Bob M111er reV1ew 1t. Chuck then d1scussed some of the flnal deta11s of the Wastewater Treatment faclllty. He revlewed w1th the Councll the Afformatlve Cert1f1catlon and the Evaluat10n Report WhlCh are submltted to the MPCA w1th coples of the Monthly Operat1on Reports of Wastewater Treatment faclllty Stabll1zat1on Ponds and the test results from feed-Rlte Controls. There was a motlon made by Don Cornellus and seconded by Bob Braun to have Maureen slgn the Afflrmatlve Certlflcatlon. All were ln favor and the motlon carrled. Maureen was also asked to contact Mary James from MPCA to lnfrom her that the lnformatlon was belng forwarded. In addltlon, Maureen was to check on the rebudgetlng request. Chuck next dlscussed tow over-payments to P.C.I - one for $2,000 WhlCh has been relmbursed, and the second one for $12,000 for the pontoon. It appears that the pontoon was purchased by the Clty to ellmlnate problems wlth lean walvers and the warranty. ThlS money lS to be relmbursed to the Clty by PCI. No actlon was taken on thlS lssue. Donatus Vetsch asked what type of an agreement does the Clty have wlth MPCA and DNR regardlng the operatlon of the Wastewater Treatment faclllty. Chuck sald the plant operates on a permlt WhlCh lS lssued on a year to year basls. . Donatus then asked lf a property owner would have the rlght to request that the Clty dlscont1nue operatlon of the plant. He was lnformed that the owner d1d have the rlght but that the C1ty also has the r1ght to argue for ltS r1ght. Because of the fundlng used to construct the faclllty the Clty has a good legal stand on the lssue. furthermore the complalnant would have the responslbll1ty of show1ng burden of proof not the C1ty. Chuck next revlewed wlth the Councl\ addlt10nal lnformatlon on PPM's Water problem. He checked wlth the County and 1t appears that the PPM property dra1ns to the west. There was some d1Scuss1on regard1ng the poss1blllty of 1nstall1ng a tlle llne 1n the road rlght-of way but that nothlng should be recommended untll the Clty knows the content of the effenant. (There shouldn't be any problems but there needs to be sure). Chuck lS to check wlth PPM to see what lS happenlng before gOlng forward wlth any plans. The mlnutes should note that the Counc1l may want some testlng done before anythlng lS approved, but w1l1 hold unt11 PPM gets back to the Clty. The next lssue dlscussed was the dralnage problem In Barthel's Add1tlon. Prel1mlnary study shows that the east-west d1tch has 3 feet of fall and that there was about i' of water 1n the d1tch whlle 2' of the culvert was showlng. Chuck sald that they had brlefly looked at the north-south d1tch and 1t appears that 1t 1S not flow1ng. Meyer-Rohl1n 1S gOlng to check to see 1f that 1S a county d1tch and who 1S respons1ble for clean1ng 1tlout. No act10n was taken on th1S 1ssue. . Ken d1scussed w1th the Counc11 the poss1b111ty of remov1ng the old Enhoff bU11d1ng and dra1n-f1eld. Ken suggested that the Clty donate the parts from the Enhoff bU11d1ng to the st. Cloud Vocat10nal School. The Counc1l COUNCIL MINUTES \ PAGE 6 . sa1d to go ahead and make arrangements w1th them to come and get 1t. They w111 need to slgn an 1ndemn1f1cat10n and Hold Harmless Agreement. In add1t10n the C1ty should get a cert1f1cate of Insurance from the School as well. There was also some d1Scuss10n regardlng what to do w1th the concrete structure- should 1t be f111ed 1n and mounted over or should 1t be removed. The Counc11 dec1ded that they wanted to look at 1t longer. There was some quest10n regard1ng who was respons1ble for the removal of the dra1n f1eld. Maureen 1S to look atthe developers agreement. The C1ty also has to be sure that there are proper easements for the gale valves that must rema1n 1n tack. Counc11 rev1ewed the overt1me calandar. Everyth1ng appeared to be 1n order. No act10n was taken. Ken 1nformed the Counc11 that recorders were on the power 11ne out at the Wastewater Treatment Fac1llty and that there had not been any power surges Slnce the recorders went onlthe llne. Street Slgns w111 be 1nstalled w1th1n the next two weeks. Loretta updated the Counc11 on the Commun1ty Celebrat10n. They are plann1ng the celebrat10n for the th1rd week 1n June. . Loretta 1nformed the Counc1l that the Wr1ght Count1es Mayor's Assoc1at10n would be meet1ng 1n Albertv111e on Wednesday, September 16, 1987. If any members wanted to go they were to let her know. Maureen rece1ved a prel1m1nary count of those that would be attend1ng the Regional Meet1ng on September 17th. Lorretta and Donatus for sure would be attend1ng, and the rest of the Counc11 members were to let Maureen know. Donatus Vetsch asked to have someone check 1nto the ra11road cross1ng on County Road 19. Maureen sald she would check w1th the County Eng1neer. Judy Roden asked about Andy's Manufactur1ng. Loren w11l need to update at next meetIng. The Counc11 then rev1ewed the f1nd1ngs of the Task Force regard1ng Hord1s Brother's Inc. There was general d1Scuss10n regard1ng the report. J1m Walsh was present to VOlce h1S obJect10n to hav1ng Gary Schwenzfe1er be1ng a member of the Task Force, because members of h1S fam11y work at Hord1s Brothers. Donatus asked 1f there had been meet1ngs of the Task Force Wh1Ch was answered w1th a yes. Gary Schwenzfe1er stated that the Task Force had found that there was noth1ng to be done to help Hord1s and d1d not bel1eve that h1S be1ng on the Task force had any 1mpact on the sltuat10n. Add1t10nally, Maureen p01nted out that a Task force only makes recommendat10ns to the Counc11 and does not 1mplement the1r f1nd1ngs. . Jlm Walsh also p01nted out that Hord1s had told the Counc1l that they had plans to make outs1de 1mprovements (landscap1ng) Wh1Ch has not been done, suggested that the C1ty ask what Hord1s Brother's Inc. expects above and beyond what they are already gett1ng and should suggest that they self- determ1ne what they want. No Counc1l act10n was taken on th1S 1ssue. , ~ . . . ., COUNCIL MINUTES -\PAGE 7 There was no other new bus1ness so there was a motIon to adjourn. The motIon was made by Donatus Vetsch and seconded by Don cornel1us. All were 1n favor and the meet1ng was adjourned. 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