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2007-10-22 CC Minutes SpecialA,lbertville COMMITTEE OF THE WHOLE MEETING OCTOBER 22, 2007 MINUTES Albertville City Hall 7:00 PM PRESENT FROM ALBERTVILLE: Mayor Ron Klecker, Council members Dan Wagner, LeRoy Berning, Tom Fay and John Vetsch; City Administrator Larry Kruse, Assistant City Engineer Adam Nafstad, City Attorney Mike Couri, City Planner Al Brixius and Building Official Jon Sutherland ABSENT: None DISCUSSION ON FEE It was the consensus of the City Council to accept City Planner Brixius request to postpone the fee/escrow discussion until the next workshop. BUILDING DEPARTMENT YEAR TO DATE REVENUE AND EXPENSE UPDATE Building Official Sutherland presented an update to the City Council on building permit activity. Sutherland stated building permit activity is down considerably from previous years. Sutherland talked about zoning enforcement and suggested the City Council request the Planning Commission review the housing ordinances in an effort to head -off neighborhood deteriorating due largely to increased absentee ownership and rentals. Sutherland suggested the Council may want to someday look at a point of sale ordinance, which basically requires homes to be brought up to code before they can be sold. City Administrator Kruse reported that the year-to-date revenue in the Building Department was $142,534.66 and the expenses are at $136,816.89. Kruse noted that the expense amounts do not include a $100,871.87 journal entry to record the Building Department's share of administrative expenses. It was reported that although building permit activity is down staff continues to be very busy. Sutherland reported that one of his staff members has been out on unpaid medical leave for some time and one strategy to lower expenses has been not to replace the employee with temporary help. Kruse reported that since moving to the new building the staff is short about 16-20 hours per week taken up by building rental activities and thus staff has made little progress with document imaging and other planned activities. Finance Director Lannes has also been out on maternity leave adding to the shortage of help in the office. M:\Public Data\City Council\Council Minutes\2007 Minutes\Workshop\M 10-22-07 Committee of the Whole minutes (b's).doc Agenda Item No. b. C. Meeting Date November 5, 2007 City of Albertville City Council Minutes October 22, 2007 Page 2 of 3 Sutherland reported that staff is managing Inspectron's consultant inspection time by scheduling inspections on alternating days when there is a need for coverage due to vacations, training, and illness. The Council expressed a desire to review in more detail how building department revenue and expenses can be managed to prevent a cash problem later. Kruse suggested that when Finance Director Lannes returns to discuss this in more detail. CITY ADMINISTRATOR, CITY ATTORNEY, ASSISTANT CITY ENGINEER, and CITY PLANNER PERFORMANCE REVIEWS The City Administrator and City Attorney performance review shall be on Monday, November 5th following the regular city council meeting. The City Planner and Assistant City Engineer performance review shall be on Monday, November 19th following the regular council meeting. JOINT STMA MEETING (Albertville, St. Michael and the School) It was mentioned that the group should discuss the extension of the County Road 19 Trail. TINKLENBERG GROUP The Council discussed the Tinklenberg Groups I-94 lobbying effort. Tinklenberg and their staff have been doing a good job promoting funding and facilitating the I-94 Transportation Group. Some Council members expressed concern with Elwin running for Congress as a Democrat and at the same time seeking Republican support for funding our projects. The conflict could be detrimental to our efforts. City Administrator Kruse was asked to talk to Mr. Tinklenberg on the matter. ROAD IMPACT FEES City Attorney Mike Couri reviewed how Road Impact Fees work stating he believed that they are illegal and that the State does not give the City that authority. Couri stated some Cities are imposing impact fees, but they fact the risk of those fees be contested in Court and then the Court making a decision that the City can not collect the fees after bonds have been already issued. Couri discouraged the Council pursuing road impact fees at this stage in Albertville development. M:\Public Data\City Council\Council Minutes\2007 Minutes\Workshop\M 10-22-07 Committee of the Whole minutes (b's).doc Agenda Item No. 6.C. Meeting Date November 5, 2007 City of Albertville City Council Minutes October 22, 2007 Page 3 of 3 ADJOURNMENT MOTION BY Council member Berning, seconded by Council member Vetsch to adjourn at the October 22, 2007 Committee of the Whole meeting at 9:17 p.m. Motion carried unanimously. Ron Klecker, Mayor Larry Kru , City Administrator M:\Public Data\City Council\Council Minutes\2007 Minutes\Workshop\M 10-22-07 Committee of the Whole minutes (b's).doc Agenda Item No. 6. C. Meeting Date November 5, 2007 A.,lbertville Small Town Living. Big City Life. TO: City Council FROM: Tim Guimont DATE: October 26, 2007 RE: Public Works Department Parks, I have two Boy scouts that are going to coordinate two projects at Winter Park to obtain their Eagle Scout status. The first project is to clear a trail through the woods and to place wood chips on it with the City of Albertville to supply the wood chips. I have a couple of sources for the wood chips so the cost for this part of the project should be minimal. The second project will be to build a board walk across a wetland to connect the new Winter Park with the older one. The Scout is working with the D.N.R to get the proper permits and for funding. He is also looking for funding elsewhere. The City of Albertville may have to pay for a portion of this project; I am not sure as to how much yet. Both of these projects are going to be done with the help of adult leaders using the power equipment. The scouts will be using only hand tools. The Parks committee is aware of this project. Midwest Landscapes donated sixteen large trees to the City of Albertville. We planted eleven at Villas Park, three at West Wind Park and two at the public works facility. These trees were an addition to the ten trees we planted earlier this month. We also made four planters in the playground area at West Wind Park and placed trees in them to help shade the playground. We have been having some trouble with vandalism at Central Park. The weekend of October 13th somebody broke off two of the wooden fence post that out line the parking lot and threw them on the roof of the park building .They were on the roof and broke off a roof vent.Sombody drove into the portable restroom and caused $550 worth of damage Litter continues to be a huge problem at this park. A police report has been filed. Next year we may want to purchase insurance on these units at $8 per unit per month. These are covered under our policy but we have a $500 deductible. Compost Site, Environmental Wood Supply has ground up and hauled away our brush pile. It will be used to make electricity at a St. Paul power plant .It has been a great help to us not to have to burn the brush periodically. M:\Public Data\City Council\Council Packet inform ati on\2007\ 1 1-05-07\1 1 05 2007 8-A-I Tim Guimont PW Reportdoc pp t Agenda Item No. 8.A. �.. Meeting Date November 5, 2007 23 j Mayor and Council Communication Nbcrtvine SwmU T W-a- ft dnr w.. October 26, 2007 SUBJECT: Utility (WWTF) Department Report RECOMMENDATION: No recommendation is being made and this space on the agenda is reserved for the City Council to ask questions related to Water and Wastewater Operations. BACKGROUND: Space is reserved on the Council agenda to accommodate the Mayor and Council to review and ask questions about the Utility Department. WATER • The radio water meter update program is progressing. We have over 1400 in service. That leaves us with about 950 left to convert over. This should take city staff two to three years to complete. • There was a water leak at Radiation Products located at 5218 Barthel Industrial Dr. NE. This was on their private line. Staff was called out after hours. WASTEWATER • All the fall maintenance at the Wastewater Treatment Plant has been completed. • This year's sewer cleaning (jetting) has been completed. • The Wastewater Treatment Plant upgrade has been completed. Including all paper work with the Minnesota Pollution Control Agency (MPCA). • Effective October 26, 2007, Don Lumley resigned and has taken a job in Anoka. The City is advertising for a licensed operator to replace Sean Vold, who is out on medical leave. REED BED UPDATE • Although Reed beds 1 thru 6 have shown improvement, it is the consensus of City staff, Reed Bed Systems, and SCH to let them rest over the winter. • Reed bed 7 continues to mature. We have been applying sludge on a regular basis. M_\Public Data\City Council\Council Packet information\2007\1 1-05-07\1 1 05 2007 8-13-1 WWTF Utilities Report.doc Agenda Item No. 8..B. I . Meeting Date November 5, 2007 Mayor and Council Communication — November 5, 2007 Utilities (aka Wastewater Treatment) Report Page 2 of 3 POLICY CONSIDERATIONS: The Mayor and Council review the Utilities Department reports and operations. FINANCIAL CONSIDERATIONS: There are no financial considerations at this time. LEGAL CONSIDERATIONS: The Mayor and Council have the authority to review and direct staff to take action regarding all Utilities Department matters. Respectfully Submitted Larry Ruse City Administrator Department/Responsible Person: Utilities Department/ John Middendorf Utilities Superintendent Attachments: none M:\Public Data\City Council\Council Packet information\2007\11-05-07\I1 05 2007 8-B-1 WWTF Utilities Report.doc Agenda Item No. 8..B. I_ . Meeting Date November 5, 2007 Albertville Mayor and Council Communication s� tow, u.rw. � scy uti. October 31, 2007 SUBJECT: 0 Finance Department — Payment of Bills RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following motion: Motion authorizing the payment of the claims check numbers 024883 to 024947 as presented except the bills specifically pulled, which are passed by separate motion. BACKGROUND: The City process's claims on a semi-monthly bases. The bills are approved through their respective departments and administration and passed onto the City Council for approval. KEY ISSUES: • Check # 024892 Board of Water and Soil Resources is for purchase of wetland credits for Lachman Avenue NE Project. • Check # 024897 Charter Communications final payment for Fire Department services. This was held and not paid until they fixed our account correctly due to discontinuing service. • Check # 024934 Service Team bill was for 10141 49t1i St. This is billed to the owner and if not paid will be assessed to the property. • Check # 024937 Southbrook Development Co. is for purchase of wetland credits for Lachman Avenue NE Project. POLICY CONSIDERATIONS: It is the City's policy to review and approve payables on a semi-monthly basis. FINANCIAL CONSIDERATIONS: City staff has reviewed and recommends approval of payments presented. LEGAL CONSIDERATIONS: The Mayor and Council have the authority to approve all bills pursuant to Minnesota State Law which requires all bills to be paid in a timely manner, generally within 30days unless one party determines disputes the billing. Respectfully Submitted Larry Kruse City Administrator Department/Responsible Person: Finance/Tina Lannes, Finance Director Attachments: Check Detail Register M:\Public Data\City Council\Council Packet information\2007\11-05-07\11 05 2007 8-C-1 Finance Bills.doc Agenda Item No. 8.C.1.. Meeting Date November 5, 2007