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2001-08-20 CC MinutesALBERTVILLE CITY COUNCIL • August 20, 2001 Albertville City Hall 7.00 PM PRESENT: Mayor John Olson, Councilmembers LeRoy Berning, Keith Franklin, Scott Wallace, and John Vetsch, City Engineer Peter Carlson, City Attorney Mike Couri, and Deputy Clerk Bridget Miller Mayor Olson called the regular meeting of the Albertville City Council to order. The agenda was amended by adding the following: • Item 6d(1) Sludge Removal • Item 6d(2) Sprinkler System • Item 6d(2) Softball Teams Wallace made a motion to adopt the agenda as amended. Vetsch seconded the motion. All voted aye. City Engineer Carlson presented a memo to be an addendum to the City Council August 6, 2001 Minutes. Wallace made a motion not to add the addendum to the City Council • Minutes. Vetsch seconded the motion. All voted aye. The August 6, 2001 City Council Minutes were amended as follows: • Page 3 of 5; First Paragraph — omit the word Albertville at the end. • Page 3 of 5; Last Paragraph — last sentence change it to read `Carlson recommends the City Council to allow Eileen Heuring and Bob Heuring to share one expanded septic system. ' Franklin made a motion to approve the minutes of the August 6, 2001, meeting as amended. Wallace seconded the motion. All voted aye. Mayor Olson asked if anyone wished to address the Council under Citizen Forum. Carrie Dwinnell is in the process of building a house on 53rd Street near Lake Avenue in Albertville. She wanted to ask for a variance on her driveway. The Building Inspector informed her that the maximum driveway is 24'. She would like to have a 36' wide driveway. City Attorney Couri informed Ms. Dwinnell what the normal procedure was for variances. She would need to do is apply for the variance. Then it would depend on if it is a minor variance or other variance and put on the agenda at that time. is Councilmember Vetsch commented that there seems to be a number of driveways that exceed the 24' wide maximum limit. He recalled a case last year where we allowed a Albertville City Council Minutes August 20, 2001 • Page 2 of 7 resident to have a wider driveway. He stated that it was his understanding it was a case - by -case situation. Deputy Clerk Miller stated that there was a variance fee that would apply. She would have to check with the City Administrator Goeb how much to charge. Also informed Ms. Dwinnell that the fee is non-refundable. If the Council should deny the variance she would not get the money back. Vetsch made a motion to put the Driveway Variance on the Tuesday, September 4, 2001 City Council Agenda. Franklin seconded the motion. All voted aye. That would allow Ms. Dwinnell the time to get the application and any other paper work into the City Administrator, Councilmember Franklin — under the Citizen Forum — asked since we had Officer Drew in the audience about the traffic Albertville has been having on County Road 37. Is there anyway we could get some signage about `No Passing on the Right'? Officer Drew commented that the City of St. Michael has a number of signs on County Road 241. • Mayor Olson suggested that we contact Wayne Finkleson from the Wright County Highway Department to get an update on County Road 37 - find out what the plans are. Berning made a motion to approve the Consent Agenda with the removal of check nos. 14984, 14989, 14991, 15004, 15005, 15011. Wallace seconded the motion. All voted aye. Special Order — 2000 Audit Report. Brian Block with Kern, DeWenter, Viere was present to go over the Audit. He stated that you should have received two booklets. One was a Management Letter — the second was the 2000 Financial Audit. Brian proceeded through the Management Letter booklet. He went over the number and the charts. The last item in the Management Letter was the GASB No. 34. They continue to bring it up every year just to bring it to the Mayor and Councilmembers attention. It is something the Council may want to consider implementing the GASB No. 34. Vetsch asked what does the Council or the City need to do to get things going on the GASB No. 34. Brian commented that it was talked about at the Preliminary Meeting. Franklin asked who attended the Preliminary Meeting. • Brian answered that on Wednesday afternoon Linda Goeb, LeRoy Berning, Scott Wallace, Tiffany ?? and myself met to go over the booklets. Albertville City Council Minutes August 20, 2001 • Page 3 of 7 Councilmember Berning asked why we were receiving the Audit Report late in the year? Brian Block answered by explaining the City changed over Financial Software. Therefore it took longer than normal to look over the information. During the mass transfer one of the checks was overlooked. So it took some researching to find that. In the future one thing that would make things more efficient would be to get a better hand on the Bank Reconciliation Statements. Another area is the collateral issue — give an update once a quarter. Last item is the GASB No. 34 — look at a Resolution to adopting it and implementing it. There was some clarification of sewer funds and the ice arena funds. Discuss of this will be at a future City Council meeting when the City Administrator can be present. Franklin made a motion to receive the 2000 Audit Financial Statement and Management Letter. Wallace seconded the motion. All voted aye. Next item on the agenda is the Financial Information for the Aerial Fire Truck. Mayor is Olson asked if there was anyone present to go over the numbers. No one was present. Mayor and Councilmembers reviewed the Financial Information — looked over the figures. Mayor Olson suggested that we put the item on the agenda at the Budget Meeting to be held on Thursday, August 24th. Then put the numbers on the September 4, 2001 City Council Agenda. Mayor Olson asked if there was a motion to accept the Public Works Report. Berning informed the Mayor and Council that he had talked with Public Works Supervisor Tim Guimont regarding the State Bid. He stated that the Bid expires on Friday, August 31, 2001. Prices will more than likely go up next year. The unknown is how much they will go up. Mayor Olson was under the impression from the Budget Meeting held on Wednesday, August 15, 2001 we were going to hold off on ordering the Plow Truck. After much further discuss Vetsch made a motion to order the Truck Chasis and other items needed with delivery to be AFTER the lst of the year 2002. Berning seconded the motion. All voted aye. Wallace made a motion to accept the Public Works Department Report as presented. Vetsch seconded the motion. All voted aye. Albertville City Council Minutes August 20, 2001 • Page 4 of 7 Mayor Olson asked if there was a motion to accept the WWTF Report. Wallace made a comment about a fence being knocked down — does anyone know anything about it? City Engineer Carlson didn't have any knowledge of a fence being knocked down. He would check into it. He would ask Gridor Construction or John Middendorf if they knew of anything. Franklin made a motion to accept the WWTF Report as presented. Berning seconded the motion. All voted aye. City Engineer Carlson proceeded to go over the costs involved in the Sewer Plant. From the numbers that he came up with there looked as if there is a considerable amount of profits. He brought it to the Council's attention to think about what they would like to do with the funds. A couple of suggestions are to pay off some of the debt or loans the City may have or to look at investing it in something else. Maybe contact Paul Donna for some financial advice. • City Attorney Couri had a suggestion of Temporarily Transferring the Funds from one Department to another Department. The City is considering the purchase of an Aerial Fire Truck. If you could use that money without having to buy bonds then you would be borrowing from within. Another area to ask Paul Donna about. Berning asked how much water/sewer can the plant treat before we look at the next phase. City Engineer Carlson figured it is somewhere around 300-400 gallons a day. When they began with the process of adding on it was anticipated as a seven-year plan. Another concern at the Waste Treatment Plant is the sludge removal. We have been notified by the Soil Conservation to remove the sludge by 2002. He has been in contact with Gridor to assist in some way. He has talked to Hydro Engineering out of Clear Lake to give us a bid on the cost for removal. Gridor Construction is getting close to completion and could assist in the process. Franklin made a motion to approve the removal of sludge at a cost not to exceed $4,000. Wallace seconded the motion just to get things going. Franklin, Wallace, and Vetsch voted aye. Berning and Olson voted no. After further discuss Berning made a motion to approve the sludge concern at a cost not to exceed $3,000. Vetsch seconded the motion. Vetsch, Olson, Berning and Wallace voted aye. Franklin voted no. Motion carries. Albertville City Council Minutes August 20, 2001 Page 5 of 7 Vetsch asked the couple in the audience if the were present regarding the Drainage Issue on 53rd Street. They answered "yes". Vetsch asked if they could be up next on the agenda. Mayor Olson agreed. Berning made a motion that in the future when residents have an issue to put them towards the top portion of the agenda. City Engineer Carlson went over the drainage issue on 53`d Street NE — in the Hardwood Ponds 2nd Addition. The residents at the address discussed their concerns and issues they continue to have with standing water in their backyard. They had photos for the Council's review — if they wished to see what exactly they were talking about. Vetsch asked to see the photos as well as other members of the Council. Berning asked a few questions of concern. Franklin asked if this was a City issue or is it a private issue? How do we need to get involved? Wallace asked the City Engineer Carlson about the figures on the sides of the Certificate of Survey. Why is there a noticeable difference in the numbers? City Engineer Carlson commented that they are benchmark figures. To update with the changing times the state does some changing of the markers the Engineers use. First things the City Engineer Carlson would need to do is look at how deep the water is and see if we can do it in-house or if we need to hire someone to do it. If is can be done in- house we would need to contact the Public Works Supervisor Guimont to schedule a time he would be able to get it done. The couple has lived there a number of years and has been putting up with the problem for a while. The Council has decided to look into the drainage issue and have City Engineer Carlson report back on the Tuesday, September 4d' City Council meeting. The next item for discussion was the City Park. City Engineer Carlson went over the proposed Park Improvements. He did state that it was just an idea. Mayor Olson commented that maybe this would be an item for a Parks Committee to look into in more detail. We have heard talk at previous Council meetings of putting a Parks is Committee together. We need a commitment for a couple of representatives. Albertville City Council Minutes August 20, 2001 • Page 6 of 7 City Engineer Carlson added that the project is coming along. The limestone is on order and should be coming any day now. The remaining items are close to completion. The one item for discussion would be the fencing. Franklin recalls at a earlier Council meeting the Softball Teams or Organization said they would be willing to help out in some kind of way. He also stated that some organizations had donated funds for the parks. Mayor Olson suggested having City Administrator Goeb write a letter to the Softball Organization to find out how they are willing to participate. Also would need to research where the funds are from the donators and how much they donated. Berning brought to the Council's attention a bid Public Works Supervisor Guimont had received from Sunshine Sprinkler's for installation of adding on to the current system. This is another item to discuss at the Budget meeting on Thursday. Berning also brought up some black and white photos of the City Park after the softball teams played. Something should be done to ask them to pickup after themselves. Mayor Olson suggested the City Administrator Goeb send a letter along with the photos to • the Softball Organization. Addressing the issue that if they continue to use the parks for the ball games they need to leave the park in better condition than they have been. As you can see from the photos there are a number of trash receptacles for disposing of cans, bottles and other garbage. If they don't comply with this the City will consider raising the rental charges. City Engineer Carlson went on to discuss that the Traffic counts update. There are a number of counters throughout the city. He will keep the Council up to date on this at future meetings. Franklin wanted to address the traffic and the Outlets at Albertville. On Saturday, August 18t' at 2:30 p.m. the traffic was backed up from the Mall entrance down CR 19, from DYs Hardware all along CR 37 to the exit ramp and down the off ramp. He has taken photos he will share with the Council at a later date. He seen a Officer and commented to go down on CR 37 — that there is an accident just waiting to happen. About 20-30 minutes later — sure enough there was some teenagers waiting around for the rescue van to come. Mayor Olson suggested that City staff, Mall Owner and Manager set up a meeting to discuss the parking lot issues. Try to see if there can be some kind of a solution to the problem. Berning commented that we need to look at other neighboring cities and what there parking lot requirements are. Neighboring cities would be those a little farther out — such as Maple Grove, Plymouth, Eden Prairie, and Minnetonka. Albertville City Council Minutes August 20, 2001 • Page 7 of 7 Berning addressed another issue with the Mall in that what are the Fire Codes. He noticed that Subway was packed when he was out there. Who needs to look into this? City Attorney Couri commented that it would be the Fire Marshal to monitor this. He wasn't sure if the Fire Chief of Albertville would be able to do it or if it was a state level. City Engineer Carlson asked the City's approval of the Change Order # 2 — for a Time Extension on the WWTF. Gridor Construction is asking for an additional thirty (30) days to complete the facility. Vetsch made a motion have City Engineer Carlson discuss with Gridor Construction to take care of the sludge problem in lei of the time extension. Franklin seconded the motion. All voted aye. City Attorney Couri was not sure why or how the Resolution had gotten on the agenda. These were Resolution the Council had approved at earlier meetings. Mayor Olson let Berning go first with his questions on the checks pulled from the agenda. • Berning wanted more information and detail as to what the checks were for. Mayor Olson asked about an escrow check. Before he left for the meeting he had received a number of complaints on the builder in his addition. He would like some of the issues addressed with Eagle Crest. Franklin made a motion to approve payment of Check Nos. 14984, 14989, 14991, 15004, 15005, and 15011 as presented. Wallace seconded the motion. All voted aye. Vetsch made a motion to adjourn at 10:02 PM. Wallace seconded the motion. All voted aye. is Linda Goeb, City Administrator