Loading...
2012-09-04 CC Packet City of Albertville Council Agenda TUESDAY, September 4, 2012 City Council Chambers 7:00 PM 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. M:\Public Data\City Council\Council Agendas\2012 Agendas\09 04 2012 Agenda.doc Meeting Date: September 4, 2012 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE – ROLL CALL 3. RECOGNITIONS – PRESENTATIONS – INTRODUCTIONS 4. CITIZENS OPEN 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 August 20, 2012 regular City Council minutes as presented (pgs 3-7) B. Approve the August 20, 2012 Budget Workshop Council minutes as presented (pgs 8- 11) C. Authorize the Monday, September 4, 2012 payment of claims that include electronic payments 1359 EFT -1364 EFT and check numbers 31272 to 31295 as presented (pgs 12-15) D. Accept Wright County Sheriff’s Office 2nd Quarter Summary Report for law enforcement activity and crimes (pgs 16-24) E. Accept Albertville Park Committee Meeting Minutes of August 27, 2012 (pg 25) 7. PUBLIC HEARINGS - None 8. DEPARTMENT BUSINESS A. City Council B. Finance 1) 2013 Preliminary Budget and Property Tax Levy (pgs 26-31) a. Motion to approve the Resolution No. 2012-036 entitled a Resolution Adopting the 2013 Preliminary Property Tax Levy b. Motion to approve the Resolution No. 2012-037 entitled a Resolution Adopting the 2013 Preliminary Budget Agenda Page 1 City of Albertville Council Agenda TUESDAY, September 4, 2012 Page 2 of 2 M:\Public Data\City Council\Council Agendas\2012 Agendas\09 04 2012 Agenda.doc Meeting Date: September 4, 2012 C. City Clerk D. Public Works Director/City Engineer 1) Letter of Credit Reduction for Neimeyer Trailer Sales (pg 32) 2) Joint Powers Water Board Water Tower Logo Proposal (pgs 33-41) E. Planning/Zoning F. Legal 1) City Attorney’s Report (pg 42) G. Administration 9. ANNOUNCEMENTS and/or UPCOMING MEETINGS September 3 Labor Day, City Offices Closed September 4 City Council Meeting at 7:00 p.m. September 10 STMA Ice Arena Board Meeting at 6:00 p.m. September 11 Planning and Zoning Commission Meeting at 7:00 p.m. September 17 City Council Meeting at 7:00 p.m. September 24 Joint Powers Water Board Meeting at 6:30 p.m. October 1 City Council Meeting at 7:00 p.m. September-12 Su M Tu W Th F Sa 1 2 H 3 CC4 5 6 7 8 9 Ice10 PZ11 12 13 14 15 16 CC17 18 19 20 21 22 23 JP 24 25 26 27 28 29 30 October-12 Su M Tu W Th F Sa CC 1 2 3 4 5 6 7 Ice 8 PZ 9 10 11 12 13 14 CC15 16 17 18 19 20 21 JP 22 23 24 25 26 27 28 Jt29 LF 30 31 10. ADJOURNMENT Agenda Page 2 ALBERTVILLE CITY COUNCIL Monday, August 20, 2012 DRAFT MINUTES ALBERTVILLE CITY HALL 7:00 PM 1. CALL TO ORDER – PLEDGE OF ALLEGIANCE Mayor Mark Meehan called the regular City Council meeting to order at 7:02 p.m. 2. ROLL CALL Present: Mayor Mark Meehan, Council members Jillian Hendrickson, Larry Sorensen, John Vetsch and Dan Wagner Absent: None Others Present: Interim City Administrator Robert Thistle, Finance Director Tina Lannes, City Attorney Bob Ruppe, City Engineer/Public Works Director Adam Nafstad, City Clerk Kimberly Olson, Fire Chief Tate Mills, Public Works Supervisor Tim Guimont, Administrative Assistant/Accounting Clerk Bridget Miller, James Michael Krutzig, Arlan Middleton, and Samara Postuma 3. RECOGNITIONS, PRESENTATIONS AND INTRODUCTIONS - None 4. CITIZENS OPEN FORUM There were no comments. 5. APPROVAL OF THE AGENDA Olson would like to set a Special City Council Meeting on Tuesday, August 28, 2012 to receive presentation from Springsted, Inc. regarding the City Administrator Process. Motioned by Sorensen, seconded by Hendrickson, to approve the amended agenda. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Agenda Page 3 City of Albertville Page 2 of 5 City Council Minutes August 20, 2012 6. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by 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 August 6, 2012 regular City Council minutes as presented B. Approve the August 6, 2012 workshop City Council minutes as presented C. Authorize the Monday, August 20, 2012 payment of the claims that includes electronic payments 1328 EFT – 1340 EFT and check numbers 31235 to 31263 as presented D. Set Truth in Taxation Meeting for 6:00 p.m. on December 3, 2012 and set a continuation meeting for December 10, 2012 *(This will be held only if necessary) E. Approve use of the Council Chambers and Multi-Purpose room for the Albertville Fire Department to hold their Annual Fall Party on September 8, 2012 and to allow use of the building later than 10 p.m. F. Approve Darkenwald non-disclosure agreement G. Approve payment to Eureka Construction, Inc. in the amount of $1,082,591.51 for the I-94 Project H. Building Department Memo Olson removed Item 6F from the agenda entirely. Sorensen requested Item 6E be removed from the consent agenda for discussion. Motioned by Sorensen, seconded by Hendrickson, to approve the Consent Agenda as amended. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Sorensen stated the Fire Department requests that staff find a way to hold the Annual Fall Fire Department Party back at the Fire Hall rather than City Hall next year. Lannes replied that staff believes they can find a way to allow that to happen by obtaining a permit to serve/consume alcohol for the Fire Hall at a minimal expense. Motioned by Sorensen, seconded by Hendrickson, to approve the use of the Council Chambers and Multi-Purpose Room for the Annual Fire Department Fall Party and allow use of the building after 10:00 p.m. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 7. PUBLIC HEARINGS - None Agenda Page 4 City of Albertville Page 3 of 5 City Council Minutes August 20, 2012 DEPARTMENT BUSINESS A. City Council 1). Agent of Record Lannes reported it was brought to Council, by request, to review options for the agent of record last year. At that time, Council moved forward to use Northern Capital for the 2011-2012 year. She stated both the current and previous agent have requested to be the agent of record for the coming year. Arlan Middleton, Middleton & Associates, Inc., reviewed his work with the City. His concern was with communication between the City and the agent as well as the agent not being utilized to their full potential. He stated there was a mistake regarding the expenditures, but he can only deal with the information he is given. He asked the Council to reinstate him as agent of record. Northern Capital stated their comments were summarized in the letter to Council and would be happy to answer any questions. Motion by Wagner, seconded by Sorensen, to move forward with Northern Capital as the Agent of Record. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. 2). Arena Board Update There were no additions to the minutes presented. B. Finance 1). Waive Tort Liability Limits and Approve Lannes reported there was a small change to the language in the motion. Ruppe reported that when waiving the tort liability limits, it is recommended that the motion tie back to the City’s insurance coverage so there is no gap between the City’s insurance coverage and the tort liability limits. Lannes stated that this needs to be addressed each year. Past practice has been to waive the limits. She stated that the tort limits used to be very low and may not have covered a severely injured party. Ruppe stated that this is a policy issue that city councils must face every year. Motion by Vetsch, seconded by Hendrickson, for the City to waive the limits of its governmental liability under Minnesota Statute Section 466.04 only to the Agenda Page 5 City of Albertville Page 4 of 5 City Council Minutes August 20, 2012 extent that valid and collectible insurance exceeds those limits and covers the claim. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. C. City Clerk - None D. City Engineer/Public Works Director 1). I-94 Update Nafstad stated they are working on paving and one lane is closed but all lanes should be open by 6:00 a.m. He stated that more paving and grading are scheduled. 2). Central Park Basketball Court Improvements Nafstad reported they received estimates for the work on the basketball court. The plan is to do the overlay of the court with new poles, backstops and hoops in the fall this year and to do the striping/painting in the spring. Sorensen stated the court is very much in need of updating and it makes sense to phase the repairs over two years. Guimont stated he did receive one quote that was a bit lower for the painting and striping of the court. Nafstad stated there are funds in the capital budget for the project. Motion by Sorensen, seconded by Hendrickson, to approve overlaying, painting, and equipment replacement for the basketball court at Central Park in two phases over 2012 and 2013 at a cost not to exceed $7,495. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. E. Planning/Zoning 1). City Planner’s Update Brixius reviewed several code enforcement issues across the City. Sorensen stated there seems to be a lot of complaints. Brixius replied it appears that the complainants have waited until the issues have become exaggerated to place a complaint. Brixius stated that because he is not internal staff, he felt he should let Council be aware of his activities within the City. Agenda Page 6 City of Albertville Page 5 of 5 City Council Minutes August 20, 2012 Meehan inquired if there is a lack of enforcement this year over last year. Brixius stated the previous Building Official may have gone out to remedy the situations before it got to the point of citation. Thistle stated staff will be discussing code violations in terms of initial inspections and who should do those inspections. He added that not every call warrants a drive out from the consultant. F. Legal – None G. Administration - None 8. ANNOUNCEMENTS and/or UPCOMING MEETINGS August 27 Joint Powers Water Board at 6:30 p.m. August 28 Special City Council Workshop at 7:00 p.m. September 3 Labor Day, City Offices Closed September 4 City Council Meeting at 7:00 p.m. September 10 STMA Arena Board at 6:00 p.m. September 11 Planning and Zoning Commission at 7:00 p.m. September 17 City Council Meeting at 7:00 p.m. 9. ADJOURNMENT Motion by Sorensen, seconded by Hendrickson, to adjourn the meeting at 7:48 p.m. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Respectfully submitted, _____________________________________ Kimberly A. Olson, City Clerk Agenda Page 7 M:\Public Data\City Council\Council Minutes\2012 Minutes\City Council\08 20 2012 CC Workshop Minutes.doc ALBERTVILLE CITY COUNCIL WORKSHOP Monday, August 20, 2012 DRAFT MINUTES ALBERTVILLE CITY HALL 7:57 P.M. ROLL CALL Present: Mayor Mark Meehan and Council members Jillian Hendrickson, Larry Sorensen, John Vetsch and Dan Wagner Absent: None Others Present: Interim City Administrator Thistle, Finance Director Tina Lannes, Public Works Director/City Engineer Adam Nafstad, Public Works Supervisor Tim Guimont, Admin. Asst./Accounting Clerk Bridget Miller, City Clerk Kimberly Olson, Fire Chief Tate Mills, James Krutzig and Samara Postuma BUDGET WORKSHOP DISCUSSION Lannes reported the debt service levy is 2.18% or $68,822 while the general levy increase proposed is 2.58% or $80,847, to bring the revised proposed levy to 4.76%. Lannes presented an overview of the proposed budget including: • Important dates and deadlines for budget adoption • Historical levy information • Description of Salary Adjustments for Building Official, City Clerk, and Admin. Asst./Accounting Clerk • Fixed Costs • Cost of Living Increases and Salary Steps • Ice Arena Capital Improvement Needs Lannes identified the major increases in the proposed budget are the $100,000 Reimbursement Administrator costs, Fire Department back pay for $32,000, insurance increases, miscellaneous professional services, seal coat, cost of living and salary steps. Lannes stated there are several ways to reduce the budget and it would be to spread the cost of the City Administrator Reimbursement costs and Fire Department back pay over two to three years. However, the Council must affirm those costs for the following two to three years. Agenda Page 8 City of Albertville Page 2 of 4 City Council Workshop Minutes August 6, 2012 M:\Public Data\City Council\Council Minutes\2012 Minutes\City Council\08 20 2012 CC Workshop Minutes.doc Lannes stated the Arena Board has requested the three entities that own the building begin budgeting $10,000 a year for capital improvements. Sorensen stated the Board is asking for the funds should a major repair be needed for the building, such as Zamboni, compressors, coolers, and piping under the ice. He clarified that it would not go towards a second sheet of ice. Lannes stated that if funds are not started for these improvements and a major repair or replacement is needed, each entity will need to fund that entire repair or replacement upfront. Lannes reported the insurance assumption went from 10% to 6%. Lannes provided a comprehensive handout that showed all unfunded capital projects. Meehan inquired if this was new and Lannes reported staff has spent a significant amount of time to list all capital projects through 2024, so Council can get a good idea of what is ahead. Thistle stated that Council will need to begin making some decisions on what is needed on the list and what can pushed back, then develop a financial plan for those projects. Nafstad reviewed the building services provided by St. Michael to date and the processes that are kept in house. Staff developed a formula to calculate payment for building services from St. Michael. He stated they looked at other samples such as the library and the senior center to create the formula. The formula is based on population and commercial property values. Vetsch had concerns about basing the formula on the commercial value and Nafstad replied there may be times where development is higher in one city over the other and the contract can be terminated at any time. Nafstad spoke about the level of service provided by consultants versus a contract with St. Michael. Thistle stated they could monitor the services quarterly and provide feedback to the Council. Nafstad recommended an annual contract to coincide with the budget process. Thistle reported they are working on the fire contract with Otsego and it is important to maintain the relationship with them. Lannes showed the debt service as well as average annual bond payments. Vetsch stated they have the highest tax rate in the county. Lannes reported that most of the bonds have been refunded. Thistle stated that in order to level out the debt and keep the levy consistent, they can look in 2017 at scheduling the debt. Vetsch felt the goal is to get to a lower tax rate. Lannes provided samples of the levy impact for residential and commercial properties. Meehan stated that he liked the presentation style this year showing the long term projects and bonds. Lannes stated that if Council wishes to reduce the levy from the proposed 4.76%, staff recommends one of the following options: • Spread the Administration Reimbursement of $100,000 over two years which would bring the levy to 3.17% Agenda Page 9 City of Albertville Page 3 of 4 City Council Workshop Minutes August 6, 2012 M:\Public Data\City Council\Council Minutes\2012 Minutes\City Council\08 20 2012 CC Workshop Minutes.doc • Spread the Administration Reimbursement of $100,000 over three years to bring the levy to 2.64% • Spread the Administration Reimbursement and Fire Department back pay over three years to bring the levy to 2.26% Sorensen stated they will get questions from the public on why employees would get cost of living increases again this year if they got one last year. He wanted to know how much would be saved if they did not include the cost of living. Lannes replied that if they did not include cost of living and steps for both city and fire employees, it would be about $25,000. Hendrickson stated this was a hard decision for her because she knows that steps are important. Lannes explained it is difficult for employees, and hard on morale, if only steps are given as some employees will receive them and others will not since some have already reached the top step. Thistle stated that cities have only three things to rely on which are time, dollars, and employees. He stated time or dollars cannot be changed, but a positive work environment can be created for employees in the hopes of retaining skilled and motivated employees. He stated there are not a lot of employees left and to bring in new employees would include training and time to learn. Sorensen stated this is the one of the hardest decisions they have to make. Hendrickson stated it is difficult in this economy. Meehan stated that when you are a smaller city, the loss of one employee is significant. Thistle cautioned Council not to bring the levy too low in September as some things could change before December and the levy can only be lowered after September. Vetsch stated that a two percent levy doesn’t seem like much, but property values are still continuing to drop. He wants less than a one percent levy. Meehan stated the need to keep the value of the city up. Vetsch replied that he appreciates that too, but many people are out looking for jobs and it is a fine line. Meehan believes staff has done the best they can to bring the budget down. Wagner feels they should pay for the $100,000 Administration Reimbursement up front. He felt it was not responsible to spread out the payment. Thistle stated staff needs a consensus on a percentage that the Council is comfortable with. Once they get the percentage, staff can come back with adjustments to get to that percentage. Vetsch suggested pushing out the seal coat and overlay until some of the bonds are paid off. Hendrickson, Meehan and Sorensen were comfortable with a two percent levy increase if they can do the Administration Reimbursement over two years. Lannes stated her professional opinion would be to approve the 4.76% levy, so they will have $132,000 in future budgets for capital projects. Sorensen felt there are ways they can get the levy down responsibly. Agenda Page 10 City of Albertville Page 4 of 4 City Council Workshop Minutes August 6, 2012 M:\Public Data\City Council\Council Minutes\2012 Minutes\City Council\08 20 2012 CC Workshop Minutes.doc Thistle stated there may be some ways they can improve on services to reduce costs. Thistle stated that he is hearing a two percent levy with spreading the Administration Reimbursement over two years. Lannes stated she needs direction on cost of living. Several members inquired if the cost of living percentage could be reduced. Guimont stated that if there is a choice between cost of living and steps, he personally would prefer cost of living, because steps will still be there but cost of living cannot be regained. Hendrickson and Sorensen felt the cost of living could be included if staff can still maintain a two percent levy. Staff will present a revised budget and levy at the Special City Council meeting on August 28. ADJOURNMENT The meeting was adjourned at 10:12 p.m. Respectfully submitted, ____________________________________ Kimberly A. Olson, City Clerk Agenda Page 11 Mayor and Council Request for Action M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 Finance Bills Report (RCA).doc Meeting Date: September 4, 2012 August 30, 2012 SUBJECT: CONSENT - FINANCE DEPARTMENT – PAYMENT OF BILLS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Authorize the Tuesday, September 4, 2012 payment of the claims that includes check numbers 1359 EFT – 1364 EFT and checks numbered 31272 to 31295 as presented except the bills specifically pulled, which are passed by separate motion. BACKGROUND: The City processes claims on a semi-monthly basis. The bills are approved through their respective departments and administration and passed onto the City Council for approval. KEY ISSUES: Account codes starting with 810 are STMA Arena Expenses/Vendors (bolded) Check No. 31277 Customized Fire Rescue – NIMS training for City staff Check No. 31288 Railroad Management – Annual permit for the City’s water pipes crossing under the railroad tracks. POLICY/PRACTICES 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 30 days unless one party determines to dispute the billing. Department/Responsible Person: Finance/Tina Lannes, Finance Director Reviewed by: RDT Attachments: Check Register Detail Agenda Page 12 Mayor and Council Request for Action – September 4, 2012 Finance – Payment of Claims Page 2 of 4 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 Finance Bills Report (RCA).doc Meeting Date: September 4, 2012 Check Detail Register September 2012 Check Amt Invoice Comment 10100 Premier Bank Paid Chk# 001359E 9/4/2012 BRAUN INTERTEC CORP E 468-49000-300 Professional Srvs (GENERAL) $14,000.32 355369 I-94 WBCD Proj concrete observation/soil (serv ending 07/13/12) E 468-49000-300 Professional Srvs (GENERAL) $11,779.13 356720 I-94 WBCD Proj concrete observ- observ (serv ending 08/10/12) Total BRAUN INTERTEC CORP $25,779.45 Paid Chk# 001360E 9/4/2012 CTM SERVICES, INC E 810-00000-404 Repair/Maint - Machinery/Equip $560.76 2319 ARENA repair zamboni; board spreader cloth, water hose clamp, i Total CTM SERVICES, INC $560.76 Paid Chk# 001361E 9/4/2012 COURI & RUPPE, P.L.L.P. E 101-41600-304 Legal Fees $1,575.00 AUG232012 review city code re: alcohol use @ FH, discussion, Darkenwald-O'Dell Total COURI & RUPPE, P.L.L.P. $1,575.00 Paid Chk# 001362E 9/4/2012 GREAT AMERICAN BUSINESS PROD E 101-45100-210 Operating Supplies (GENERAL) $210.00 3586161 PD paw pal pet waste bags Total GREAT AMERICAN BUSINESS $210.00 Paid Chk# 001363E 9/4/2012 MVTL LABORATORIES, INC E 601-49450-218 Testing Expenses $198.40 617841 UD (sewer) 8/10 weekly chlorophyll-A Total MVTL LABORATORIES, INC $198.40 Paid Chk# 001364E 9/4/2012 RANDYS SANITATION E 810-00000-384 Refuse/Garbage Disposal $74.37 56027-3-082012 ARENA partial Aug 2012 garbage Total RANDYS SANITATION $74.37 Paid Chk# 031272 9/4/2012 ARAMARK UNIFORM SERVICES E 101-43100-417 Uniform Rentals $11.36 629-7563451 PW weekly uniform rental E 101-45100-417 Uniform Rentals $11.35 629-7563451 PD weekly uniform rental E 601-49450-417 Uniform Rentals $11.36 629-7563451 UD (sewer) weekly uniform rental E 602-49400-417 Uniform Rentals $11.35 629-7563451 UD (water) weekly uniform rental E 101-41940-405 Repair/Maint - Buildings $49.78 629-7563452 CH rugs, mop heads, towels in the kitchen E 101-42000-405 Repair/Maint - Buildings $12.83 629-7563453 FD rugs Total ARAMARK UNIFORM SERVICES $108.03 Paid Chk# 031273 9/4/2012 CARLSON BUILDING SERVICES, INC E 101-42000-405 Repair/Maint - Buildings $133.59 41381 FD Sept 2012 cleaning serv E 468-49000-300 Professional Srvs (GENERAL) $120.23 41381 I-94 WBCD Proj Sept 2012 cleaning E 101-41940-405 Repair/Maint - Buildings $422.16 41381 CH Sept 2012 cleaning serv Total CARLSON BUILDING SERVICES, $675.98 Paid Chk# 031274 9/4/2012 CENTURYLINK - AZ E 101-41940-321 Telephone $108.68 313117835 CH phone serv (Aug 2012) E 468-49000-300 Professional Srvs (GENERAL) $57.07 313117835 I-94 WBCD Proj phone serv (Aug E 601-49450-321 Telephone $64.60 313117835 UD (sewer) phone serv (Aug 2012) E 101-42000-321 Telephone $58.49 313117835 FD phone serv (Aug 2012) E 101-41500-321 Telephone $27.75 313117835 PD phone serv (Aug 2012) E 101-43100-321 Telephone $30.74 313117835 PW phone serv (Aug 2012) Total CENTURYLINK - AZ $347.33 Agenda Page 13 Mayor and Council Request for Action – September 4, 2012 Finance – Payment of Claims Page 3 of 4 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 Finance Bills Report (RCA).doc Meeting Date: September 4, 2012 Check Amt Invoice Comment Paid Chk# 031275 9/4/2012 CITY OF MONTICELLO E 101-42700-309 Animal Control Contract $721.41 0013183 Animal Control Service-July 2012 Total CITY OF MONTICELLO $721.41 Paid Chk# 031276 9/4/2012 CRESTWOOD HOMES, INC. G 101-22800 Landscaping Escrow $3,000.00 B-2012-026 Landscape Escrow Refund (10734 - Total CRESTWOOD HOMES, INC. $3,000.00 Paid Chk# 031277 9/4/2012 CUSTOMIZED FIRE RESCUE E 601-49450-208 Training and Instruction $33.34 96 UD (sewer) NIMS training E 101-41300-208 Training and Instruction $33.33 96 Admin NIMS training E 101-41400-208 Training and Instruction $33.33 96 CityClerk NIMS training E 101-41500-208 Training and Instruction $33.34 96 FinDep NIMS training E 101-41750-208 Training and Instruction $33.33 96 PW -CityEng NIMS training E 101-42400-208 Training and Instruction $33.33 96 BldDep NIMS training E 101-45100-208 Training and Instruction $33.33 96 PD NIMS training E 602-49400-208 Training and Instruction $33.34 96 UD (water) NIMS training E 101-43100-208 Training and Instruction $33.33 96 PW NIMS training Total CUSTOMIZED FIRE RESCUE $300.00 Paid Chk# 031278 9/4/2012 DEHN TREE COMPANY, INC E 101-41400-399 Miscellaneous $534.38 827 Removal of Ash tree (5447 54th Circle 20120105) Total DEHN TREE COMPANY, INC $534.38 Paid Chk# 031279 9/4/2012 EMERGENCY MEDICAL PRODUCTS E 101-42000-230 Medical Supplies $104.37 1485520 FD dynarex trauma dressing steri & Total EMERGENCY MEDICAL PRODUCTS $104.37 Paid Chk# 031280 9/4/2012 GRENINGER, SANDY G 101-22900 Rental Deposit Escrow $100.00 08192012-Park Dahleimier park damage deposit Total GRENINGER, SANDY $100.00 Paid Chk# 031281 9/4/2012 KENNEDY & GRAVEN E 101-41000-300 Professional Srvs (GENERAL) $7,000.00 08202012-GO GO Improv Note of 2012 Total KENNEDY & GRAVEN $7,000.00 Paid Chk# 031282 9/4/2012 MAJESTIC BLDR INC G 101-22800 Landscaping Escrow $3,000.00 B-2011-330 Reimburse for sod/tree landscaping Lane NE) Total MAJESTIC BLDR INC $3,000.00 Paid Chk# 031283 9/4/2012 MN DEPT OF TRANSPORTATION E 468-49000-300 Professional Srvs (GENERAL) $1,757.23 P00000553 I-94 WBCD Proj equipment usage, job material testing & inspections Total MN DEPT OF TRANSPORTATION $1,757.23 Paid Chk# 031284 9/4/2012 MONTICELLO ANIMAL CONTROL E 101-42700-309 Animal Control Contract $135.00 648 Animal Control Serv pick up lab mix, 2012) Total MONTICELLO ANIMAL CONTROL $135.00 Paid Chk# 031285 9/4/2012 NORTHLAND FIRE & SECURITY E 101-41940-405 Repair/Maint - Buildings $150.14 096727 CH semi-annual fire/security testing Total NORTHLAND FIRE & SECURITY $150.14 Paid Chk# 031286 9/4/2012 OMANN BROTHERS E 101-43100-400 Repair/Maint - Paved Rd $238.41 9819 PW repair of pavement Total OMANN BROTHERS $238.41 Paid Chk# 031287 9/4/2012 PIPELINE SUPPLY, INC. E 601-49450-210 Operating Supplies (GENERAL) $23.01 S2987909.001 UD (sewer) 6" PVC 45 ELL HXH repair Total PIPELINE SUPPLY, INC. $23.01 Agenda Page 14 Mayor and Council Request for Action – September 4, 2012 Finance – Payment of Claims Page 4 of 4 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 Finance Bills Report (RCA).doc Meeting Date: September 4, 2012 City of Albertville 08/30/12 9:55 AM Page 3 *Check Detail Register© September 2012 Check Amt Invoice Comment Paid Chk# 031288 9/4/2012 RAILROAD MANAGEMENT COMPANY E 468-49000-300 Professional Srvs (GENERAL) $120.79 285915 I-94 WBCD Proj 6" water pipeline E 468-49000-300 Professional Srvs (GENERAL) $120.79 285916 I-94 WBCD Proj 12" water pipeline Total RAILROAD MANAGEMENT COMPANY $241.58 Paid Chk# 031289 9/4/2012 SM WEBSITE SOLUTIONS INC. E 101-41940-530 Capital - Improvements $1,000.00 182 CH Website Phase 1 redesign Total SM WEBSITE SOLUTIONS INC. $1,000.00 Paid Chk# 031290 9/4/2012 SRF CONSULTING GROUP, INC E 468-49000-303 Engineering Fees $8,271.46 06796.01-4 I-94 WBCD Proj-engineering serv Total SRF CONSULTING GROUP, INC $8,271.46 Paid Chk# 031291 9/4/2012 TRYCO LEASING INC E 602-49400-413 Office Equipment Rental $20.85 6369 UD (water) e-studio 2830 color copier 2012) E 601-49450-413 Office Equipment Rental $45.87 6369 UD (sewer) e-studio 2830 color copier 2012) E 101-41400-413 Office Equipment Rental $125.12 6369 CH e-studio 2830 color copier leasing E 604-49660-413 Office Equipment Rental $16.68 6369 UD (stormwater) e-studio 2830 color (Aug 2012) E 101-42000-404 Repair/Maint - Machinery/Equip $113.64 6370 FD Samsung SCX 6345 copier leasing E 101-41400-413 Office Equipment Rental $134.98 6371 CH e-studio 850 copier leasing agree ( E 604-49660-413 Office Equipment Rental $18.00 6371 UD (stormwater) e-studio 850 copier 2012) E 602-49400-413 Office Equipment Rental $22.50 6371 UD (water) e-studio 850 copier leasing E 601-49450-413 Office Equipment Rental $49.49 6371 UD (sewer) e-studio 850 copier leasing Total TRYCO LEASING INC $547.13 Paid Chk# 031292 9/4/2012 ULTRA MACHINING COMPANY G 101-22900 Rental Deposit Escrow $100.00 082512- Reimburse Rental Damage Deposit Total ULTRA MACHINING COMPANY $100.00 Paid Chk# 031293 9/4/2012 W LANDSCAPES INC E 101-45100-210 Operating Supplies (GENERAL) $257.46 7260 (5291) PD 20 yds hardwood mulch Total W LANDSCAPES INC $257.46 Paid Chk# 031294 9/4/2012 WASTE MANAGEMENT E 101-43100-384 Refuse/Garbage Disposal $7.60 6267962-1593-9 PW Sept 2012 garbage serv E 101-45100-384 Refuse/Garbage Disposal $9.64 6267962-1593-9 PD Sept 2012 garbage serv E 601-49450-384 Refuse/Garbage Disposal $7.26 6267962-1593-9 UD (sewer) Sept 2012 garbage Total WASTE MANAGEMENT $24.50 Paid Chk# 031295 9/4/2012 WEST SUBURBAN OFFICIALS ASSN E 810-00000-300 Professional Srvs (GENERAL) $312.00 68 ARENA August 2012 Hockey Total WEST SUBURBAN OFFICIALS $312.00 10100 Premier Bank $57,347.40 Fund Summary 10100 Premier Bank 101 GENERAL FUND $19,617.20 468 CSAH 19 RAMPS/I 94 Project $36,227.02 601 SEWER FUND $433.33 602 WATER FUND $88.04 604 STORM WATER $34.68 810 STMA ARENA $947.13 $57,347.40 Agenda Page 15 Agenda Page 16 Agenda Page 17 Agenda Page 18 Agenda Page 19 Agenda Page 20 Agenda Page 21 Agenda Page 22 Agenda Page 23 Agenda Page 24 Albertville Parks Committee Meeting Minutes August 27, 2012 Attendees: Tim Guimont, Mark Barthel, Andy Swanson, Larry Sorensen, Jillian Schommer, LeRoy Berning Visitor: Al Brixius-Northwest Associated Consultants Central-Lions Park Plan Al Brixius went over the long-term park plan with committee members, discussing the caboose project, park entrance, paths, playfields and more. There was also discussion about long-term plans for land that adjoins Hunters Lake near the compost site. Al will take the committee’s feedback to the City Council. Pending outcome, he will work on the next stages of the park plan. Central Park Basketball Court update City Council approved the basketball court plan that was recommended by the Parks Committee in July. The court is expected to be re-paved and new poles and hoops installed next month. The court will be painted next year. Christmas Decorations New Christmas decorations for Main Ave. NE have been purchased. Tim will post the old ones for sale on the League of Minnesota Cities website. Next meeting: Tuesday October 23 at 7:30 p.m. Minutes prepared by: Andy Swanson andy.swanson99@gmail.com 763-370-2428 Agenda Page 25 Mayor and Council Request for Action M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 2013 Prelimary Budget Levy.doc Meeting Date: September 4, 2012 August 30, 2012 SUBJECT: Finance Department – 2013 Preliminary Budget and Property Tax Levy RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Approve the Resolution No. 2012-036 entitled a Resolution Adopting the 2013 Preliminary Property Tax Levy. MOTION TO: Approve the Resolution No. 2012-037 entitled a Resolution Adopting the 2013 Preliminary Budget. BACKGROUND: The budget and property tax levy process starts each year in June with staff preparing estimates and projections for Council workshops, which were reviewed through several workshops this summer. Attached for your review is the tax levy and budget summary for 2013 that City staff has prepared for preliminary certification to Wright County no later than September 15th. Please keep in mind that this is the preliminary levy. The attached preliminary budget for 2013 totals $3,096,365. The budget includes a General Fund tax levy of $2,423,781 for taxes payable 2013. This is a decrease of $5,988 over last year. Plus, the debt service levy has increased from $712,503 to $781,325 ($68,822). Therefore, the total levy, both general fund and debt service has increased from $3,142,272 in 2012 to $3,205,106. KEY ISSUES: Levy Adoption Schedule: The final levy is not certified until mid December so there is a still opportunity to review, discuss and change the 2013 budget and tax levy as needed. The important thing to note is that the final levy can be less than the preliminary levy but it cannot be more. So we don’t want to get “locked” into a levy that is inadequate to fund our programs and projects for next year. POLICY CONSIDERATIONS: It is the City’s policy to review and approve the 2013 Budget and Proposed Property Tax Lev y. FINANCIAL CONSIDERATIONS: In reviewing the Albertville projected 2013 budget, we anticipate maintaining the Office of the State Auditors minimum requirements of 35% of the budget in designated funds for general reserve. Although staff can work with this under the current economic status, it is recommended that the City Council continue to increase the General Funds reserve and not rely on other capital reserves to fund cash flow needs. Agenda Page 26 Mayor and Council Request for Action – September 4, 2012 2013 Preliminary Levy and Budget Page 2 of 4 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 2013 Prelimary Budget Levy.doc Meeting Date: September 4, 2012 LEGAL CONSIDERATIONS: The Mayor and Council have the authority to approve the 2013 Annual Preliminary Budget and Preliminary Property Tax Levy pursuant to Minnesota State Law. Department/Responsible Person: Finance/Tina Lannes, Finance Director Reviewed by: RDT Attachments: Resolution No. 2012-036 Resolution No. 2012-037 Summary preliminary budget Agenda Page 27 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 2013 Prelimary Budget Levy.doc Meeting Date: September 4, 2012 2013 PRELIMINARY BUDGET SUMMARY COMPARISON GENERAL FUND General Fund Revenue: 2012 Budget 2013 Budget Difference 12 to 13 $ Difference 12 to 13 % 31010 Current Ad Valorem Taxes 2,316,599 2,423,781 $107,182 4.63% 34113 Franchise Fee - Cable 65,000 65,000 $0 0.00% 32100 Business Licenses & Permits 16,000 20,000 $4,000 25.00% 32110 Liquor Licenses 29,000 29,150 $150 0.52% 32120 3.2 Liquor Licenses 150 150 $0 0.00% 32150 Sign Permits 2,000 1,500 -$500 -25.00% 32210 Building Permits 35,000 35,000 $0 0.00% 32240 Animal Licenses 250 250 $0 0.00% 33405 Police Aid 28,000 28,000 $0 0.00% 33406 Fire Aid 30,000 30,000 $0 0.00% 33422 Other State Aid Grants 8,200 8,200 $0 0.00% 33620 County Grants & Aids 0 0 $0 0.00% 34000 Charges for Services 8,000 2,000 -$6,000 -75.00% 34001 Administration fees 146,896 133,529 -$13,367 -9.10% 34005 Engineering As Built Fee 1,500 750 -$750 -50.00% 34101 Lease Payments - City Property 16,000 0 -$16,000 0.00% 34101 Zoning & Subdivision Fees 2,000 1,500 -$500 -25.00% 34103 Plan Check Fee 20,000 15,000 -$5,000 -25.00% 34104 Sale of Maps 50 50 $0 0.00% 34105 PID/Legal Description Requests 0 0 $0 0.00% 34106 Title Searches 500 700 $200 40.00% 34107 Fire Protection Contract Charges 116,582 154,417 $37,834 32.45% 34202 Rental Fees 5,000 5,000 $0 0.00% 34780 Other Revenues 6,000 6,000 $0 0.00% 34950 Fines & Forfeits 0 0 $0 0.00% 35000 Interest Earnings 25,000 25,000 $0 0.00% 36210 Arena 11,124 11,388 $264 2.37% special levy 2011 113,170 0 I-94 Engineering 50,000 50,000 City Hall Capital 50,000 50,000 0.00% Total Revenues 3,102,021 3,096,365 107,514 -0.18% Agenda Page 28 Mayor and Council Request for Action – September 4, 2012 2013 Preliminary Levy and Budget Page 4 of 4 M:\Public Data\Requests for Council Actions (RCA)\2012\09 04 2012 2013 Prelimary Budget Levy.doc Meeting Date: September 4, 2012 General Fund Department Expenditures: 2012 Budget 2013 Budget Difference 12 to 13 $ Difference 12 to 13 % 41100 Council 44,094 41,855 -$2,239 -5.08% 41300 Combined Administrator/Engineer 138,185 124,909 -$13,276 -9.61% 41400 City Clerk 105,040 121,258 $16,218 15.44% 41440 Elections 9,000 9,000 $0 0.00% 41500 Finance 157,474 169,155 $11,681 7.42% 41550 City Assessor 28,500 28,500 $0 0.00% 41600 City Attorney 20,000 35,000 $15,000 75.00% 41700 City Engineer 20,200 20,200 $0 0.00% 41800 Economic Development 16,000 18,000 $2,000 12.50% 41910 Planning & Zoning 21,507 31,507 $10,000 46.50% 41940 City Hall 130,250 120,855 -$9,395 -7.21% 42000 Fire Department 273,387 325,307 $51,920 18.99% 42110 Police 522,000 530,000 $8,000 1.53% 42400 Building Inspection 203,962 155,365 -$48,597 -23.83% 42700 Animal Control 6,500 4,000 -$2,500 -38.46% 43100 Public Works - Streets 425,502 449,995 $24,493 5.76% 41750 Add'l Consulting combined Admin/Eng 92,035 60,000 -$32,035 0.00% 43200 Trail Project 0 0 $0 0.00% 45000 Culture & Recreation 53,415 55,843 $2,427 4.54% 45100 Parks & Recreation 185,745 191,866 $6,121 3.30% Library Debt Service 24,300 25,151 $850 100.00% 49300 Capital Reserves 624,925 578,600 -$46,325 -7.41% Total Expenditures 3,102,021 3,096,365 -5,656 -0.18% Levy 2012 2013 Difference 12 to 13 % General Fund & EDA 2,316,599 2,423,781 4.63% Special Levy 2011 113,170 Total Tax Levy (Oper. Levy) 2,429,769 2,423,781 -0.25% 357 GO Improvement Bond 03 74,814 76,520 354 Bonds 03 PF Lease Rev 69,248 67,631 City Hall 05 278,828 277,878 GO Im Bond 07 Lachman/19/Industrial 129,113 70,157 PW Facility 04 160,500 169,139 I-94 0 120,000 Total Debt Service Levy 712,503 781,325 Debt Levy 9.66% Total Levy 3,142,272 3,205,106 Total 2.00% Agenda Page 29 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2012-036 A RESOLUTION ADOPTING THE 2012 TAX LEVY COLLECTIBLE IN 2013 BE IT RESOLVED by the C ouncil of the City of Albertville, County of Wright, Minnesota, that the following sums of money be levied for the current year, collectible in 2013, upon taxable property in the City of Albertville for the following purposes: Total levy $3,205,106 The City Clerk is hereby instructed to transmit a certified copy of this resolution to the county auditor of Wright County, Minnesota. Adopted by the City Council of the City of Albertville this 4th day of September, 2012. Mark Meehan, Mayor City Clerk, Kimberly Olson Agenda Page 30 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2012-037 A RESOLUTION ADOPTING THE 2013 PRELIMINARY BUDGET WHEREAS, the City Council of the City of Albertville has adopted a proposed budget; and WHEREAS, the Albertville City Council has adopted a preliminary tax levy to be placed upon the taxable property in the City of Albertville; and WHEREAS, the Albertville City Council desires to reserve within the General Fund those monies designated as capital outlays within various budget classifications, such that those monies can be disbursed only for those capital outlays so specified within the budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALBERTVILLE, MINNESOTA: 1. The attached budget is hereby adopted as the preliminary budget for the City of Albertville for the period January 1, 2013, through December 31, 2013. 2. All monies designated within the budget, as capital outlays shall be reserved within the Capital Reserves Fund, such that those monies can be disbursed only for those capital outlays so specified within the budget. 3. The Albertville City Council has hereby complied with Minnesota Statutes. 4. The Finance Director is hereby authorized to transmit certification of compliance with Minnesota Statutes to the Commissioner of Revenue as required. Adopted by the Albertville City Council this 4th day of September, 2012. ______________________________________ Mark Meehan, Mayor ______________________________________ Kimberly Olson, City Clerk Agenda Page 31 Mayor and Council Request for Action Meeting Date: September 4, 2012 August 28, 2012 SUBJECT: NIEMEYER TRAILER SALES - LETTER OF CREDIT REDUCTION NO. 4 RECOMMENDATION: It is respectfully requested that the Mayor and Council consider approval of the following motion: MOTION: To reduce Letter of Credit No. 805 held as security for the Niemeyer Trailer Sales development to no less than $5,690 conditioned on any outstanding balances owed to the City being paid in full. BACKGROUND: Mr. Tim Niemeyer has requested a reduction to the Letter of Credit held for the Niemeyer Trailer Sales development. This Letter of Credit is held as warranty security for the road improvements and various site improvements and is currently in the amount of $7,840. The project has surpassed the 2-year anniversary of the warranty period and staff is not aware of any deficiencies or needed repairs to the roadway. Assuming the Developer is current with all fees owed to the City, it is recommended that Letter of Credit No. 805 be reduced to no less than $5,690. The recommended reduced balance ($5,690) represents the full amount of the on- and off-site surety requirement, and is consistent with the development agreement. No further reductions to the LOC will be recommended prior to development of lots, and will be dependent upon site review by staff. KEY ISSUES: • Current amount of LOC is $7,840 and it is recommended that it be reduced to $5,690. • Recommendation is consistent with previous agreements and approvals. • No further reductions will be recommended until lots are developed. POLICY CONSIDERATIONS: It is City policy to have all Letter of Credit reductions approved by the City Council. FINANCIAL CONSIDERATIONS: There are no financial implications for this request. LEGAL CONSIDERATIONS: The City has the legal authority under the Development Agreement to reduce the Letter of Credit upon completion of the required improvements or deny requests for reduction if the required improvements are found unacceptable. Submitted By: Adam Nafstad, Public Works Director Department/Responsible Person: Engineering/Adam Nafstad Reviewed by: RDT Agenda Page 32 Mayor and Council Communication _____________________________________________________________________________ August 30, 2012 SUBJECT: JOINT POWERS WATER BOARD – WEST TOWER LOGO RECOMMENDATION: This space on the agenda is reserved for the Mayor and Council to discuss and consider the logo recently approved by the Joint Powers Water Board for the west tower: MOTION: Directing Albertville appointed JPWB members to support calling a Special Water Board meeting to discuss the West Tower logo, rescind the August 27th motion, and consider other options with the preferred Albertville option being that of ______________. BACKGROUND: At the August 27th JPWB meeting, the Board moved to approve a logo similar to that shown below, as part of the west tower painting project. Albertville – Hanover – St. Michael This was a 3 to 2 vote favored by Hanover members and one St. Michael board member (one Albertville board member was absent due to a family emergency). It has been brought to staff’s attention that this may not be the preferred logo for this site. As a result, this topic is being brought back to the city councils for further discussions. At their August 27th meeting, the consensus of the St. Michael Council was for the logo to be that of the “Home of the Knights”. KEY ISSUES: • Time is of the essence as the project in currently underway. • Original staff recommendation was to use a “Home of the Knights” logo. • The project plans and bid for the project included a “St. Michael – Albertville Home of the Knights” logo (option #1) • It was the consensus in years past to use the “Home of the Knights” logo on the two towers adjacent to the schools, and a Hanover related logo when the third tower is constructed at the Wellhouse 9 site in the future. • To change the motion, a special meeting of the JPWB would need to be called and a motion to rescind would require four (4) votes to pass. FINANCIAL CONSIDERATIONS: Costs associated with the logo are paid through the water board’s project budget. LEGAL CONSIDERATIONS: (none at this time) Submitted Through: Adam Nafstad, P.E., Public Works Director Department/Responsible Person: Public Works/ Adam Nafstad Attachments: August 27, 2012 SEH Memorandum to JPWB Agenda Page 33 Agenda Page 34 Agenda Page 35 Agenda Page 36 Agenda Page 37 Agenda Page 38 Agenda Page 39 Agenda Page 40 Agenda Page 41 Page 1 of 1 Couri & Ruppe, P.L.L.P. Memo To: Robert Thistle, City Administrator; Albertville City Council From: Mike Couri Date: August 28, 2012 Re: Attorney Report Below is an update of the projects our office has been working on for the City. • 152 Club Revolving Loan. We have not closed on the loan to the 152 Club and will not do so until the building addition is approximately 50% completed. • Miscellaneous Ordinance Enforcement Issues. Adam Nafstad, Al Brixius, Paul Heins and myself have met with Randy Stangler and the owner of the mattress store. It appears that Mr. Stangler is going to be able to provide sufficient information to Paul Heins to substantiate a previous retail use on the property, which under the building code would allow the mattress store to remain in the building without sprinkling the building. I am in the process of checking whether the City’s ordinances require the building to be connected to City sewer and water, which is stubbed into a small lot adjacent to the building lot, both of which are owned by Mr. Stangler. If the ordinance requires connection to City sewer and water, it will trigger a SAC and WAC charge and trigger payment of substantial special assessments from the 67th Street project that were deferred in 2004. • Darkenwald Property. We are working with the Darkenwalds to arrive at agreeable language for a confidentiality agreement. Agenda Page 42