2015-10-05 CC Agenda Packet
City of Albertville Council Agenda
Monday, October 5, 2015
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\2015 Agendas\2015-10-05 CC Agenda.doc
Meeting Date: October 5, 2015
1. Call to Order
2. Pledge of Allegiance – Roll Call
3. Recognitions – Presentations – Introductions
4. Public Forum – (time reserved 5 minutes)
5. Amendments to the Agenda
6. Consent Agenda
All items under the Consent Agenda are considered to be routine by the City staff and will
be enacted by one motion. In the event an item is pulled, it will be discussed in the order it
is listed on the Consent agenda following the approval of the remaining Consent items.
These items will be approved by a separate motion.
A. Approve the September 21, 2015 regular City Council meeting minutes as presented
(pgs 4-10)
B. Approve the September 30, 2015 City Council special meeting minutes as presented
(pgs 11)
C. Authorize the Monday, October 5, 2015 payment of claims as presented, except bills
specifically pulled which are passed by separate motion. The claims listing has been
provided to City Council as a separate document and is available for public view at
City Hall upon request (pg 12)
D. Approve Pay Estimate Number 4 and Final to Omann Brothers Paving, Inc. in the
amount of $33,992.40 for 2013 Street, Trail and Utility Improvements
E. Approve Partial Pay Estimate 2 to Omann Brothers Paving, Inc. in the amount of
$265,641.29 for 57th Street NE Street and Utility Improvements
F. Approve 3rd Quarter Accounts Receivable report (pgs 13-15)
G. Approve 3rd Quarter Budget to Actual report (pgs 16-17)
H. Approve Utilities Department Update (pg 18)
I. Approve Resolution 2015-033 entitled a Resolution Adopting a Decrease in Debt
Service Levies (pg 19)
7. Public Hearings – None
Agenda Page 1
City of Albertville Council Agenda
Monday, October 5, 2015 Page 2 of 3
M:\Public Data\City Council\Council Agendas\2015 Agendas\2015-10-05 CC Agenda.doc
Meeting Date: October 5, 2015
8. Department Business
A. City Council
1). Committee Updates (STMA Ice Arena, Planning, JPWB, Parks, Fire Board,
FYCC, etc.)
B. Fire – None
C. Finance – None
D. Public Works/Engineering – None
E. Planning/Zoning – None
F. Building – None
G. City Clerk
1). Set Joint Meeting with the City of St. Michael and STMA School Board
(Motion to set a Joint Meeting with the City of St. Michael and STMA School
Board for Monday, October 12, 2015 at 6:30 p.m. in the Albertville City Council
Chambers.)
H. Legal
1). City Attorney Report (pg 20)
I. Administration
1). Recycling Contract (pgs 21-23)
(Motion to approve one of the following:
Option 1: Pursue a 5-year contract renewal with Republic Services with
options for an annual increase, increases in years 3 & 5, or increase in year 3
only for inflation.
• 5 years with 3% annual increase = $3.29, $3.39, $3.49,
$3.59, $3.70
• 5 years with increase in years 3 and 5 = $3.29, $3.29, $3.54,
$3.54, $3.80
• 5 years with increase in year 3 = $3.29, $3.29, $3.62,
$3.62, $3.62
Option 2: Pursue a 2 ½ - year (30 months) contract renewal, including
inflation, with Republic Services.
• 2 ½ years with annual increase = $3.79, $3.90, $3.99
Option 3: Advertise Request for Proposals (RFP’s) for a new recycling
contract.)
Agenda Page 2
City of Albertville Council Agenda
Monday, October 5, 2015 Page 3 of 3
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Meeting Date: October 5, 2015
2). City Administrator’s Update (pg 24)
9. Announcements and/or Upcoming Meetings
October 12 STMA Ice Arena Board, 6:00 p.m.
October 13 Planning Commission, 7:00 p.m.
October 19 City Council, 7:00 p.m.
October 26 Joint Powers Water Board, 6:30 p.m.
November 2 City Council, 7:00 p.m.
November 9 STMA Ice Arena Board, 6:00 p.m.
November 10 Planning Commission, 7:00 p.m.
November 11 City Offices Closed, Veterans Day
November 23 Joint Powers Water Board, 6:30 p.m.
Parks Committee, 8:00 p.m.
November 26 & 27 City Offices & Public Works Closed, Thanksgiving
OCTOBER
NOVEMBER
Su M Tu W Th F Sa
Su M Tu W Th F Sa
1 2 3
4 CC 5 6 7 8 9 10
1 CC 2 3 4 5 6 7
11 Ice 12 PC13 14 15 16 17
8 Ice 9
PC
10
H
11 12 13 14
18 CC 19 20 21 22 23 24
15 CC 16 17 18 19 20 21
25 JP26 27 28 29 30 31
22 JP23PK 24 25 H26 H27 28
29 30
10. Adjournment
Agenda Page 3
ALBERTVILLE CITY COUNCIL
Monday, September 21, 2015
DRAFT MINUTES
ALBERTVILLE CITY HALL 7:00 PM
1. CALL TO ORDER - PLEDGE OF ALLEGIANCE
Mayor Hendrickson called the meeting to order at 7:01 p.m.
2. ROLL CALL
Present: Mayor Hendrickson and Council members Hudson, Olson, Sorensen, and Vetsch
Absent: None
Others Present: City Administrator-PWD Adam Nafstad, City Attorney Mike Couri, Finance
Director Tina Lannes, Fire Chief Eric Bullen, and City Clerk Kimberly Olson
3. RECOGNITIONS – PRESENTATIONS – INTRODUCTIONS
A. Women of Today Proclamation
Hendrickson read a proclamation proclaiming the week of September 20-26 as Women of Today
Week. She presented the proclamation to President Nancy Thompson, Past President Laurie
Goutermont, Vice President Jennifer Feuerborn, and member Julie Davis.
4. PUBLIC FORUM – (time reserved 5 minutes)
There was no one present to speak at the forum.
5. AMENDMENTS TO THE AGENDA
Motioned by Hendrickson, seconded by Olson, to approve the Agenda as presented. Ayes:
Hendrickson, Hudson, Olson, Sorensen, and Vetsch. Nays: None. Absent: None. MOTION
DECLARED CARRIED.
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.
Agenda Page 4
DRAFTCity Council Meeting Minutes Page 2
Regular Meeting of September 21, 2015
A. Approve the September 8, 2015 regular City Council meeting minutes as presented
B. Authorize the Monday, September 21, 2015 payment of claims as presented, except
bills specifically pulled which are passed by separate motion. The claims listing has
been provided to City Council as a separate document and is available for public view
at City Hall upon request
C. Approve the Memorandum of Understanding between Wright County and the City of
Albertville for the Purchase of Salt for the 2015-2016 Snow and Ice Removal Season at
a cost of $82.46 per ton, which is subject to fuel escalation
D. Reduce Letter of Credit No. 163905277 held as security for the Guardian Angels
development from $31,200 to no less than $24,500, conditioned on any outstanding
balances owed to the City being paid in full
E. Accept the municipal improvements and to reduce Letter of Credit No. 2220 held as
security for the Hunters Pass 2nd development from $37,170 to no less than $15,973,
conditioned on any outstanding balances owed to the City being paid in full
Motioned by Hendrickson, seconded by Vetsch, to approve the Consent Agenda as presented.
Ayes: Hendrickson, Hudson, Olson, Sorensen, and Vetsch. Nays: None. Absent: None.
MOTION DECLARED CARRIED.
7. PUBLIC HEARINGS – None
8. DEPARTMENT BUSINESS
A. City Council
1). Committee Updates (STMA Ice Arena, Planning, JPWB, Parks, Fire Board,
FYCC, etc.)
Fire Board
Sorensen reported the Fire Department received a $22,000 grant for turnout gear and the
Albertville Lions donated $5,000 to help with the purchase of a thermal imaging camera.
FYCC
Vetsch reported the STMA Open Streets was successful with a large turnout at the event.
Nafstad stated the new location seemed to work well and may be used again next year.
STMA Arena Board
Hudson stated that the STMA Youth Hockey Association was at the last meeting and informed
them they had met the previous criteria outlined that was needed to fund a second sheet of ice.
Utilizing a bank line of credit, Kraft Hockeyville USA dollars, cash on hand, and a Mighty
Ducks grant, they can raise $1 million for the second sheet.
2). STMA Ice Arena Board Minutes of September 14, 2015 – Information Only
There was no discussion on the minutes.
Agenda Page 5
DRAFTCity Council Meeting Minutes Page 3
Regular Meeting of September 21, 2015
B. Fire
1). Fire Update
Bullen reported he has finished his employment with the City of Minneapolis Police Department
and thanked the Council for allowing a flexible schedule to allow him to complete his twenty
years with the City of Minneapolis.
He reported the grant money for the turnout gear will replace about one third of the equipment
and will help with the budget so they do not have to replace all of the gear at one time. The
department’s current thermal camera is about ten years old and is in need of replacement. These
cameras are used to find heat sources.
Bullen stated that he has reserved six spots in the Fire Inspector I class for the department.
Completion of the course and certification will occur in January.
Bullen stated that the training burn has been rescheduled for Sunday, October 4 at 8:00 p.m. at
7423 Kadler Avenue NE. The next Fire Board meeting is Wednesday, September 30, at 6:15
p.m.
Hendrickson inquired how the fire inspection will work. Bullen replied five people have
expressed interest and they hold varying work schedules and that will help to accommodate a
variety of inspection times. He said that initially multiple firefighters would be present at an
inspection until they are all fully trained. Nafstad said the ultimate goal is to have one person at
each inspection.
C. Legal
1). Sale of Tax Forfeited Lots in Prairie Run (pgs 18-26)
Couri reported that Fieldstone Family Homes previously purchased ten detached townhome lots
in Prairie Run from the City and received right of first refusal on an additional fifteen detached
townhome lots. Fieldstone has begun building on the first ten and wishes to purchase the
remaining fifteen lots. City staff and Fieldstone have negotiated a purchase agreement for the
fifteen remaining lots for a price of $25,000 per lot. The agreement will have Fieldstone close
on three lots every six months beginning September 1, 2016 with the final three to close by
September 1, 2018. Couri reported the agreement is similar to the previous purchase agreement
except this one does not require planting of trees in the back yards since trees were planted ten
years ago.
Olson had concerns that only four lots have been purchased in the original ten lots and inquired
what would happen if they walked away from those remaining six in the first agreement and
developed the next fifteen lots. Couri replied there is earnest money that the City would keep
from the first purchase agreement that would write down the cost and the City could recoup the
cost by sales to someone else. He also stated that if it is a concern of Council’s, they could
include language that Fieldstone may not close on the first lots of the fifteen until development is
completed of the first ten lots. Lannes stated her concern is to receive money for all the lots in
order to pay down the cost of the municipal improvements done on the lots.
Agenda Page 6
DRAFTCity Council Meeting Minutes Page 4
Regular Meeting of September 21, 2015
Couri stated that he did not see Fieldstone walking away from any of the first ten lots. He stated
the City was approached by Fieldstone for purchase of these lots and sales and demand seem to
going well. They also have a fair history with the product in Albertville.
Sorensen and Hendrickson stated they were fine with the purchase agreement as drafted.
Motioned by Sorensen, seconded by Olson, to approve the purchase agreement to sell lots 1-
15, Block 1, Prairie Run to Fieldstone Family Homes for $25,000 per lot. Ayes: Hendrickson,
Hudson, Olson, Sorensen, and Vetsch. Nays: None. Absent: None. MOTION DECLARED
CARRIED.
D. Finance – None
E. City Clerk – None
F. Public Works/Engineering – None
G. Planning/Zoning – None
H. Building – None
I. Administration
1). Mighty Ducks Grant Application
Hudson/Nafstad stated that the STMA Arena Board meeting the STMA Youth Hockey
Association (STMA YHA) spoke about their ability to raise $1 million to contribute to the
second sheet of ice. The funds would come from cash on hand, a line of credit from a bank, the
KRAFT Hockeyville USA money, and a Mighty Ducks grant. The STMA YHA would like the
three entities that make up the Arena Board to pass a resolution to apply for a $250,000 Mighty
Ducks grant. Nafstad stated that resolution is before the Albertville City Council and the STMA
School Board tonight for consideration and will go to the St. Michael City Council tomorrow.
Nafstad stated the proposed resolution is slightly different from the program’s sample resolution
in that it more accurately describes the current status of the STMA Arena Board’s funding
position for a second sheet. He stated there is no formal financing plan for a second sheet. He
stated there are current unknowns, so the resolution had to be tailored due to those unknowns.
Nafstad noted the Minnesota Amateur Sports Commission will likely want more commitment
that a second sheet will be constructed if a grant is awarded.
Sorensen inquired about the second sheet having to be completed 18 months after award of the
grant money. Nafstad replied that Minnesota Amateur Sports Commission would require the
second sheet to be completed from the date the agreement is signed. Sorensen inquired about
matching the Mighty Ducks grant dollars. Nafstad stated that it could be met by either the
STMA YHA or proof that the entities have the ability to construct a multimillion dollar project.
He stated the grant funds would be given once the second sheet is completed and would be in the
form of a reimbursement. Hudson stated that clearly the second sheet will be more than
$250,000 and that will not be an issue. He stated that applying for the grant does not bind them
to complete the project and stated that it is the first step in moving towards a second sheet. By
Agenda Page 7
DRAFTCity Council Meeting Minutes Page 5
Regular Meeting of September 21, 2015
not applying for the grant, they would be choosing not to pursue a second sheet. He stated that
he perceived the STMA Arena Board consensus was to not walk away from an opportunity such
as this. Nafstad stated that MASC may not allow grant funds for this type of improvement every
year; they may rotate different types of funding categories.
Olson inquired why this is being brought up now as they have already set the preliminary budget.
Hudson invited Chris Hansen and Roger Lucy, STMA YHA, to speak. Hansen stated they had
worked with MASC last year on the second sheet feasibility study and he stated it was that
organization that prompted them to look into this Mighty Ducks grant. He stated it was only
very recently that the STMA YHA was able to possibly meet that $1 million figure that was
given to them years ago. Hansen discussed the line of credit they are eligible for and how they
would pay that down. Olson inquired what assurances there are that a facility can be built in 18
months that would meet the STMA Arena Board and STMA YHA’s standards. Hudson stated
that much more conversation is needed and more concrete items need to be in place such as the
$250,000 Mighty Ducks dollars. However, this is a place to start.
Olson inquired if they would be setting themselves up for failure if they received the grant funds
and then began the discussions; he felt that would eat away the time in which they would be
required to build the second sheet. He stated that it will take time to design and develop plans.
Both Sorensen and Olson could see them applying next year for the grant funds. Sorensen stated
that he can see both sides. Hudson agreed and stated that it is gambling either way. Vetsch stated
that it was implied they would receive the grant funds if they applied this year and he did not
want to waste that opportunity. Lucy stated that now is the time as they have developed a very
good relationship with MASC. They worked on the feasibility study and they know how to build
ice rinks. Hansen stated the announcement of the grant awards would be in December and
conversations could begin in interest immediately after that.
Nafstad stated that because the arena is located in Albertville, Albertville would likely have to be
the ones to issue a bond. Lannes outlined how that would work or that the City would have to
borrow from the SAC fund which could jeopardize other projects. Sorensen stated that original
discussions had the total amount of a second sheet quite a bit different than what has been
discussed lately. Hansen stated that until they get started they don’t know what they are dealing
with and the current estimates were for a fully loaded arena and there may be other options or
phasing that can be done. Hansen stated that the STMA YHA has gone out and brought $1
million to the table.
Hudson stated that he doesn’t see the downside of applying for the grant. He stated that
ultimately if there is not a second sheet, it is not a failure but shows they had the conversation
and it didn’t work. Olson stated that if they had discussed this several months ago, the
preliminary levy may have been different. Nafstad stated the grant announcement was just
recently sent out in August and the Arena Board just recently met for the first time since May.
Hudson stated that the STMA Arena Board had instructed staff to move forward with the
application.
Agenda Page 8
DRAFTCity Council Meeting Minutes Page 6
Regular Meeting of September 21, 2015
Vetsch felt that the STMA School Board is a partner and should be accountable for some
contribution, even if it’s not the same as the Cities of Albertville and St. Michael. Sorensen
stated that he can see it is worth pursuing, but is concerned if they can’t do it within the 18
months, that it could hurt any future chances of receiving Mighty Ducks grant funds.
Hansen stated that the demands are not currently being met.
Sorensen stated there is a benefit to the schools and the STMA School Board should be part of
the conversation. Hansen stated there are creative ways to hold those conversations. Sorensen
inquired if there has been discussion of putting this to a referendum. Hanson stated hockey is a
niche group and it would be difficult.
Nafstad reviewed the changes that he made to the resolution. Hendrickson asked if MASC will
have issues with the changes that were made. Nafstad stated that they would, but the changes
were the only way all three entities would and could support the resolution. Sorensen asked the
City attorney if he saw any red flags. Couri replied that he did not and felt the resolution was an
honest view of where all the entities are at.
Olson would like to see conversations begin sooner rather than later, not in December or
January. Hansen agreed they will have to move quickly. Nafstad stated that if awarded, the next
steps would include professional services such as an architect, etc. The application itself will
include letters of support, the feasibility study, demand study, and more. Sorensen and Olson
would support a future joint meeting of all the entities. Sorensen suggested after the next STMA
Arena Board meeting and Clerk Olson stated they could set that at the October 5, 2015 City
Council meeting if the other entities agree.
Motioned by Olson, seconded by Hudson, to approve Resolution of STMA Arena Mighty
Ducks Grant Application. Ayes: Hendrickson, Hudson, Olson, Sorensen, and Vetsch. Nays:
None. Absent: None. MOTION DECLARED CARRIED.
2). City Administrator’s Update
Nafstad reported the recycling contract expires at the end of the year and the Council will need to
consider whether to renew with Republic Services or go out for Request for Proposal (RFP’s).
He has begun discussions with Republic about possible options for a renewal contract. Olson
stated that he has not heard any issues with Republic and customers seem happy. Sorensen felt
they should pursue the RFP option in order to get the best price. Nafstad stated that one concern
that staff has is that if the City goes with a new vendor, the switch out of recycling carts will
occur in the winter right after the holidays and could cause issues for residents. Lannes stated
that the last time carts were switched out it created a lot calls and staff time. Sorensen inquired if
the recycling fund could buy down any increases in recycling costs in a new contract. Lannes
reported that it could and they would want to ladder that out over several years.
Nafstad stated there have been some issues with the cleaning services provided at City Hall and
currently Public Works staff is filling in for the contract cleaners.
Agenda Page 9
DRAFTCity Council Meeting Minutes Page 7
Regular Meeting of September 21, 2015
Nafstad reported that the CSAH 19 and 70th Street NE intersection will be turned into a four way
stop due to visibility and crash history at the location. This will happen within the next several
weeks.
Vetsch inquired about the completion of the 57th Street NE and Church of St. Albert construction
project. Nafstad replied the contractor is expected to be done by October 15.
9. ANNOUNCEMENTS AND/OR UPCOMING MEETINGS
September 28 Joint Powers Water Board, 6:30 p.m.
Parks Committee, 8:00 p.m.
October 5 City Council, 7:00 p.m.
October 12 STMA Ice Arena Board, 6:00 p.m.
October 13 Planning Commission, 7:00 p.m.
October 19 City Council, 7:00 p.m.
October 26 Joint Powers Water Board, 6:30 p.m.
SEPTEMBER
Su M Tu W Th F Sa
1 2 3 4 5
6 H 7 CC 8 9 10 11 12
13 Ice 14 PC15 16 17 18 19
20 CC 21 22 23 24 25 26
27 JP28PK 29 30
OCTOBER
Su M Tu W Th F Sa
1 2 3
4 CC 5 6 7 8 9 10
11 Ice 12 PC13 14 15 16 17
18 CC 19 20 21 22 23 24
25 JP26 27 28 29 30 31
10. ADJOURNMENT
Motioned by Hendrickson, seconded by Sorensen, to adjourn the meeting at 9:16 p.m. Ayes:
Hendrickson, Hudson, Olson, Sorensen, and Vetsch. Nays: None. Absent: None. MOTION
DECLARED CARRIED.
Respectfully submitted,
________________________________
Kimberly A. Olson, City Clerk
Agenda Page 10
Page 1
a.
CITY COUNCIL SPECIAL MEETING
FIRE HALL – TRAINING ROOM
Wednesday, September 30, 2015
DRAFT MINUTES
1. CALL TO ORDER
Acting Mayor Vetsch called the meeting to order at 6:05 p.m.
Present: Council members Hudson, Sorensen, and Vetsch
Mayor Hendrickson arrived at 6:06 p.m.
Absent: Council member Olson
Others Present: City Administrator-PWD Adam Nafstad, City Clerk Kimberly Olson, and Tyler
Jungers
2. WESTSIDE LIQUOR LICENSE
Motioned by Hendrickson, seconded by Vetsch, to approve an Off-Sale Liquor License for
Robert and Linda Feuling for Westside Liquor, located at 11095 61st Street NE. Ayes:
Hendrickson, Hudson, Sorensen, and Vetsch. Nays: None. Absent: Olson. MOTION
DECLARED CARRIED.
3. ADJOURNMENT
Motioned by Hendrickson, seconded by Hudson, to adjourn the meeting at 6:07 p.m.
Respectfully submitted,
____________________________________
Kimberly A. Olson, City Clerk
Agenda Page 11
Mayor and Council Request for Action
M:\Public Data\City Council\Council Packet Information\2015\100515\2015-10-05 Finance Bills Report (RCA).doc
Meeting Date: October 5, 2015
September 30, 2015
SUBJECT: CONSENT - FINANCE – PAYMENT OF BILLS
RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the
following:
MOTION TO: Authorize the Monday, October 5, 2015 payment of the claims as presented
except the bills specifically pulled, which are passed by separate motion. The claims listing has
been provided to Council as a separate document. The claims listing is available for public
viewing at City Hall upon request.
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) and
key issues will be presented in the claims listing document.
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.
Responsible Person: Tina Lannes, Finance Director
Submitted through: Adam Nafstad, City Administrator-PWD
Attachment: List of Claims (under separate cover)
Agenda Page 12
Mayor and Council Communication
M:\Public Data\City Council\Council Packet Information\2015\100515\AR Monthly Report RCA1015.doc
Meeting Date: October 5, 2015
September 30, 2015
SUBJECT: CONSENT - FINANCE – ACCOUNTS RECEIVABLE REPORT
ACCOUNTS RECEIVABLE:
Total accounts receivable outstanding through September 28, 2015 is $48,857.39
The percentage of the total due based on the aging report is as follows:
0-30 days outstanding $17,470.44 35.76%
30-60 days outstanding $13,771.83 28.19%
60-90 days outstanding $ 813.75 1.67%
Over 90 days outstanding $16,801.37 34.39%
The majority of the over 90 days outstanding will be assessed to the property in November if the
amount is still outstanding.
PRACTICES/POLICY CONSIDERATIONS: The Mayor and Council review monthly
financial reports.
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 financial matters.
Responsible Person/Department: Tina Lannes, Finance Director
Submitted Through: Adam Nafstad, City Administrator-PWD
Attachment(s): Accounts Receivable Report
Agenda Page 13
Mayor and Council Communication – October 5, 2015
FINANCE – Accounts Receivable Report Page 2 of 3
M:\Public Data\City Council\Council Packet Information\2015\100515\AR Monthly Report RCA1015.doc
Meeting Date: October 5, 2015
Vendor
Amount
Due 0-30 Days
30-60
days
60-90
days
90 days &
Over
Aboagye, Ernest & Winifred $745.61 $423.25 $1.72 $100.00 $220.64
Affeldt, Roxanne $455.00 $455.00
Albertville Meadows $900.00 $900.00
Albertville Meadows Townhomes $930.02 $7.50 $15.02 $907.50
Albertville Phase III, LLC $106.88 $106.88
ARG Towne Lakes Assoc $1,000.00 $1,000.00
Artisan Spa & Salon $320.00 $2.50 $5.00 $312.50
Bird/Norby, Angela $200.00 $200.00
Boitnott, Chad $1,885.56 $11.34 $22.69 $1,851.53
Carlson, Jamie $915.01 $3.75 $457.51 $453.75
Core Logic $106.88 $106.88
ECCO $50.00 $50.00
Emma Krumbees $504.17 $4.17 $500.00
Farrand, Lucas $915.01 $3.75 $457.51 $453.75
FYCC $241.94 $120.97 $120.97
Giving, Dale & Leigha Huffman $1,398.04 $7.59 $465.18 $925.27
Grambart, Milton or Christie $905.00 $905.00
H.R. Nelson, Inc $636.19 $5.23 $3.45 $213.75 $413.76
Hampton Industries $1,810.00 $1,810.00
Hughes, Terrance & Lynda $431.07 $215.54 $1.78 $213.75
Hunters Pass Estates Assoc $150.00 $150.00
IH2 Property Illinois LP $905.00 $905.00
Insparation Salon $312.50 $2.50 $5.00 $305.00
Keenan, Shaun $1,398.04 $7.59 $465.18 $925.27
Kratz, Scott & Shannon $915.01 $3.75 $457.51 $453.75
Lallak, Douglas $1,383.03 $3.84 $907.67 $471.52
Madson, Kent $905.00 $905.00
Midwest Hockey $2,437.50 $2,437.50
MDOT $600.00 $600.00
Morrell, Krista & Jacob $915.01 $3.75 $457.51 $453.75
Morrison, Phillip & Nancy $915.01 $3.75 $457.51 $453.75
Orttel, William $1,830.02 $7.50 $915.02 $907.50
Pebble Boutique $53.76 $0.42 $0.83 $52.51
Rejuvinate Salon $103.33 $0.83 $1.67 $100.83
Roden, Wayne $915.01 $3.75 $457.51 $453.75
Rogers Mini Energy $761.29 $6.05 $12.09 $743.15
Rykal, Jason $915.01 $3.75 $457.51 $453.75
Schulte, Cody& Kristi $915.01 $3.75 $457.51 $453.75
Schultz & Schupp LLC $213.76 $213.76
Agenda Page 14
Mayor and Council Communication – October 5, 2015
FINANCE – Accounts Receivable Report Page 3 of 3
M:\Public Data\City Council\Council Packet Information\2015\100515\AR Monthly Report RCA1015.doc
Meeting Date: October 5, 2015
Vendor
Amount
Due 0-30 Days
30-60
days
60-90
days
90 days &
Over
Shoppes at Town Lakes 2nd $106.88 $106.88
Signature Bank $2,500.00 $2,500.00
Simpson, David & Jennifer $915.01 $3.75 $457.51 $453.75
Stemler, Jay & Amy $543.00 $0.75 $451.50 $90.75
Stillwell, Jeff & Angie $915.01 $3.75 $457.51 $453.75
STMA Soccer Club $5,572.37 $5,572.37
STMAYHA $2,250.00 $2,250.00
Triden, Carole $915.01 $3.75 $457.51 $453.75
Turner, Joni $915.01 $3.75 $457.51 $453.75
Walker, James $52.51 $0.42 $0.83 $51.26
Werp, Markus $455.00 $455.00
Westbridge Community Church $1,802.91 $14.43 $28.60 $1,759.88
Yabandith, Pathana $915.01 $3.75 $457.51 $453.75
Total $48,857.39 $17,470.44 $13,771.83 $813.75 $16,801.37
Current 0-30 days $17,470.44 35.76%
30-60 days $13,771.83 28.19%
60-90 days $813.75 1.67%
Over 90 day $16,801.37 34.39%
Agenda Page 15
Mayor and Council Communication
M:\Public Data\City Council\Council Packet Information\2015\100515\10 05 15 3rd Quarter Budget to Actual
RCA.doc
Meeting Date: October 5, 2015
September 30, 2015
SUBJECT: CONSENT – FINANCE- 3RD QUARTER REPORT
3rd QUARTER BUDGET TO ACTUAL:
Below are the Second (3rd) Quarter 2015 un-audited General Fund Summary of Revenues and
Expenditures. Revenues should be at 75% and expenditures should be at 75%. Revenues are at
54.0% and Expenses are at 58.9%.
2015 Council Update
GENERAL FUND
General Fund Revenue: 2015 2015 Actual % of
Amended Budget 9/28/2015 Budget
31010 Current Ad Valorem Taxes 1,683,019 859,550 51.1%
102 Current Ad Valorem Taxes 864,161 432,081 50.0%
34113 Franchise Fee - Cable 67,500 55,722 82.6%
32100 Business Licenses & Permits 22,000 19,873 90.3%
32110 Liquor Licenses 29,150 29,960 102.8%
32120 3.2 Liquor Licenses 150 20 13.3%
32150 Sign Permits 1,500 1,202 80.2%
32210 Building Permits 75,000 112,432 149.9%
32240 Animal Licenses 500 730 146.1%
33405 Police Aid 28,000 - 0.0%
33406 Fire Aid 43,000 - 0.0%
33422 Other State Aid Grants 9,500 5,363 56.4%
34000 Charges for Services 2,000 2,396 119.8%
34001 Administration fees - 800 0.0%
34005 Engineering As Built Fee 2,000 2,250 112.5%
34103 Zoning & Subdivision Fees 1,500 2,500 166.7%
34103 Plan Check Fee 32,000 57,700 180.3%
34106 Title Searches 1,500 3,760 250.7%
34107 Fire Protection Contract Charges 225,710 152,988 67.8%
34202 Rental Fees 10,000 7,379 73.8%
34780 Other Revenues 10,500 10,667 101.6%
35000 Interest Earnings 25,000 - 0.0%
36210 Arena 11,963 8,972 75.0%
LGA Revenue expected 87,000 - 0.0%
Electric Franchise Fee 115,000 40,951 35.6%
Total Revenues $ 3,347,653 $ 1,807,297 54.0%
Agenda Page 16
Mayor and Council Communication – July 20, 2015
FINANCE – 2nd Quarter Report
Page 2 of 2
M:\Public Data\City Council\Council Packet Information\2015\100515\10 05 15 3rd Quarter Budget to Actual
RCA.doc
Meeting Date: October 5, 2015
General Fund Expenditures 2015 2015 Actual % of
Amended Budget 9/28/2015 Budget
41100 Council 38,419 25,688 66.9%
41300 Combined Administrator/Engineer 84,645 51,010 60.3%
41400 City Clerk 97,380 67,077 68.9%
41440 Elections 15,500 - 0.0%
41500 Finance 107,103 67,622 63.1%
41550 City Assessor 29,000 28,826 99.4%
41600 City Attorney 40,000 16,041 40.1%
41700 City Engineer 20,000 12,205 61.0%
41800 Economic Development 5,000 2,842 56.8%
41910 Planning & Zoning 38,507 39,014 101.3%
41940 City Hall 117,468 68,238 58.1%
42000 Fire Department 429,433 213,687 49.8%
42110 Police 613,020 447,308 73.0%
42400 Building Inspection 154,468 108,865 70.5%
42700 Animal Control 4,080 4,086 100.1%
43100 Public Works - Streets 268,064 203,747 76.0%
41000 Add'l Consulting 30,000 7,601 25.3%
45000 Culture & Recreation 67,910 45,535 67.1%
45100 Parks & Recreation 239,495 143,479 59.9%
43160 Electric street lights 84,000 52,741 62.8%
102 Capital 102 864,161 364,890 42.2%
Total Expenditures $3,347,653 $1,970,499 58.9%
VARIANCES:
Revenue:
o Third payment out of four for fire protection due in October
o Fire and Police Aid are received in October
o Interest is allocated at year end
Expenses:
o Assessor is paid in full for the year
Responsible Person/Title: Tina Lannes, Finance Director
Submitted Through: Adam Nafstad, City Administrator-PWD
Agenda Page 17
Mayor and Council Communication
M:\Public Data\City Council\Council Packet Information\2015\100515\10-5-2015 Utilities Dept Report.docx
Meeting Date: October 5, 2015
October 1, 2015
SUBJECT: CONSENT – UTILITIES DEPARTMENT - UPDATE
The following is a brief summary of the Utility Department activities:
WATER
• Meter reading continues to go well.
• There was a water main repair on 53rd Street NE near Old Castle Glass and a service line
repair at 5532 Kalenda Drive NE.
• All 87 fire hydrants were serviced and painted that were scheduled for maintenance.
WASTEWATER
Recent Repairs:
• There was a burn out of the wastewater’s treatment facility’s ditch mixers. The cost to
repair the mixer is $13,700 and the price for a complete, new mixer from the dealer is
$27,000. However, staff was able to order a new one from the manufacture without the
propeller and mounting apparatus for $16,300.
• One of the main lift station pumps is out for repair.
• A transmitter was repaired on one of the flow meters.
• The variable frequency drive burned out on brush rotor #4 and could not be repaired.
Staff has been struggling/limping this drive along for over a year and now has replaced it
with a new one.
Sewer Cleaning:
• The scheduled section of town this year’s section to receive sewer cleaning have been
completed. A total of 65,800 feet, or over 14 miles, were cleaned.
• Three lift stations were washed down and vacuumed out. Cleaning of more lift stations
before winter is planned.
Responsible Person/Department: John Middendorf, Water/Wastewater Supervisor
Submitted Through: Adam Nafstad, City Administrator-PWD
Agenda Page 18
CITY OF ALBERTVILLE
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO. 2015-033
A RESOLUTION ADOPTING DECREASE IN DEBT SERVICE LEVIES
WHEREAS, the City Council is the official governing body of the City of Albertville;
and,
WHEREAS, the City Financial Staff has advised the City Council that the amount of
money available in the City’s Debt Service Funds for the General Obligation Bond accounts,
including interest earnings, excess funds on hand in the debt service or other income, will be
sufficient principal and interest due on the following bonds during the duration of the terms until
maturity,
Bond Issue Original 2016 Levy Future Levy
GO Imp. Bond 2014A $345,723 No levy for 2016 or future
GO Capital Imp 2012A $142,318 $142,318
WHEREAS, the City is authorized, pursuant to the provisions of the respective Bond
Resolution, and the Minnesota Statutes, Section 475.61, to direct the City Clerk of the City to
certify to the County that sufficient funds are available to pay principle and interest due on the
bonds for each year until the term of the bond is completed and matured and to request that the
County decrease the levy for payable 2016 and the future years with respect to the Bonds.
Adopted by the Albertville City Council this 5th day of October, 2015.
________________________________
Jillian Hendrickson, Mayor
Attest:
_________________________________
Kimberly A. Olson, City Clerk
Agenda Page 19
Page 1 of 1
Couri & Ruppe, P.L.L.P.
Memo
To: Adam Nafstad, City Administrator; Albertville City Council
From: Mike Couri
Date: September 30, 2015
Re: Attorney Report
Below is an update of the projects our office has been working on for the City.
• I-94 Ramp Easement. The State is asking the City to obtain I-94 ramp easement
from Albertville Marketplace using a revised legal description as the State wants
clearer language in the deed from the City to the State for the ramp easement. The
easement area remains unchanged—the State simply wants its specific language
used in the easement document. The State is preparing the deed with the language
it wants. Once we receive it we will work with the developer of Albertville
Marketplace to get the deed signed.
• Charter Cable. Charter Cable has finally replied to our request to regarding the
free cable service it is to provide to the City. Their contention is that the City is
only entitled under Federal law to collect a maximum of 5% in franchise fees,
which we are already collecting. Charter believes that provision of free cable
service to municipal buildings over and above that 5% is prohibited under Federal
law. I will check the law on this and see if Charter’s interpretation is correct.
• Prairie Run. As the City is selling its lots to Fieldstone, we are transitioning out
of the Prairie Run Homeowner’s Association. One of the last things we are doing
is preparing the documents to have the 13th home finally join the Association,
which the City has been trying to achieve since 2011. Fieldstone has arranged for
that owner to come into the Association, which will likely occur in October.
Agenda Page 20
M:\Public Data\City Council\Council Packet Information\2015\100515\2015-10-05 Recycling RCA.doc
Meeting Date: October 5, 2015
Mayor and Council Request for Council Action
_____________________________________________________________________________
October 1, 2015
SUBJECT: ADMINISTRATION DEPARTMENT – RECYCLING CONTRACT
RECOMMENDATION: It is respectfully requested that the Mayor and City Council consider
one of the following:
MOTION TO:
Option 1: Pursue a 5-year contract renewal with Republic Services with options for an
annual increase, increases in years 3 & 5, or increase in year 3 only for inflation.
5 years with 3% annual increase = $3.29, $3.39, $3.49, $3.59, $3.70
5 years with increase in years 3 and 5 = $3.29, $3.29, $3.54, $3.54, $3.80
5 years with increase in year 3 = $3.29, $3.29, $3.62, $3.62, $3.62
Option 2: Pursue a 2 ½ - year (30 months) contract renewal, including inflation, with
Republic Services.
2 ½ years with annual increase = $3.79, $3.90, $3.99
Option 3: Advertise Request for Proposals (RFP’s) for a new recycling contract.
If the RFP is desired, staff will advertised immediately and work to have bids in-hand
for the November, 2, 2015 meeting. A Committee will likely be needed to review
proposals prior to this meeting.
BACKGROUND: In December of 2010, a 5-year contract was negotiated and approved with
Allied Waste, now Republic Services. This negotiation resulted in the move to single sort
recycling with wheeled carts. The contract is set to expire on December 31, 2015. Staff is
seeking direction from Council on whether to pursue a renewal with Republic Services for
continued recycling services or to advertise for proposals from other waste/recycling companies.
For the past five years Republic Services has provided the City a very good service. Staff
receives very few complaints from residents and Republic Services has always been able to
resolve any issues that have come up. Republic Service has stayed true to the contract and has
not requested an increase over the past five years. Highlights of our current contract include: a
monthly charge per household, and not per cart; a snowbird clause, where snowbirds and vacant
properties are not charged; no fuel escalation and a fixed rate; and well as, no charge for
additional containers. Additionally, staff has found Republic Service very good to work with.
Any issues that come up on are end are simply turned over to Republic Services. Monthly, we
email Republic Services the actual number of residential accounts for utilities, and Republic bill
for only those households.
Agenda Page 21
Mayor and Council Request for Action – October 5, 2015
Recycling Contract Page 2 of 3
M:\Public Data\City Council\Council Packet Information\2015\100515\2015-10-05 Recycling RCA.doc
Meeting Date: October 5, 2015
Staff has been working with Republic Services to negotiate rates and terms of a renewed
contract. Republic has offered the above 5 year and 2 ½ (30 month) year rate options. Republic
has also provided staff with the rates of 13 of their metro/north metro clients. The average of
these rates is $3.89, with of $5.46 and $2.85 as the high and low.
If the City Council desires, a Request for Proposal (RFP) could be advertised allowing all
interested recycling hauler to bid the service. Through the RFP process, the City would contract
with the lowest responsible bidder, which may not be Republic Services. If the City desires to
advertise for proposal, we will need to publish the ad immediately and be prepared to award a
contract at the first meeting in November. The biggest challenge with the RFP process will
likely be ensuring proposals are comparative. Each provider will likely have unique terms or
practices, which the City will have to consider when considering price.
KEY ISSUES:
• Current contract expires December 31, 2015.
• Current charge per household is $2.89 per month.
• There has NOT been a price increase for 5 years.
• In comparing rates that surrounding cities are paying (based on households, not carts), the
proposed Republic options are believed to be competitive.
• Customer service from Republic has been great and our staff works well with them.
• If a new service provider is selected, logistically there may be some challenges with
changing out carts in the winter and over the holidays. This timing should be considered
with either a new or renewed contract.
• The Republic proposed rates appear to be below average and competitive with the cities
we have talked to.
POLICY/PRACTICES CONSIDERATIONS: The City reviews service contracts on a case by
case basis when needed.
FINANCIAL CONSIDERATIONS: The current available balance in the Recycling fund is a
result of unused recycle grant funds over the past five years. The annual grant amount received
is dependent on tonnage collected per household per quarter. The average annual grant amount
we receive is $8,400. Today, the balance in the recycling fund is $46,571, which $35,000 is
available for use. It has previously been the intent of the Council to use these funds for recycling
purposes or to buy down the monthly cost to our residents. Today, the recycling fund balance
would adequately allow for a $0.50/month buy down for each household for a two (2) year
period. It is likely the buy down period can be longer; however, it should be reviewed annually
and reevaluated every couple of years.
LEGAL CONSIDERATIONS: The current recycling contract with Republic Services expires
on December 31, 2015. The current contract allows for negotiated 1, 3, or 5 year extensions.
For service contracts such as recycling, the City can seek bids, request proposals, or directly
negotiate for the service. The Mayor and City Council have the authority to enter into service
contracts on behalf of the City.
Agenda Page 22
Mayor and Council Request for Action – October 5, 2015
Recycling Contract Page 3 of 3
M:\Public Data\City Council\Council Packet Information\2015\100515\2015-10-05 Recycling RCA.doc
Meeting Date: October 5, 2015
Submitted Through: Adam Nafstad, City Administrator-PWD
Attachments: (none)
Agenda Page 23
City Administrator’s Update
October 1, 2015
GENERAL ADMINISTRATION
STMA Arena: We completed and submitted the 2015 Mighty Ducks grant application. In
discussions with the MASC, we know they would like more commitment to construct the
second sheet, should we be awarded the grant. At the next joint meeting, each entity should
present their funding position on the second sheet. This, however, is difficult given we do not
know exact costs of the project. Several individuals have expressed interest in doing a tour of
different facilities and potentially engaging an architect for design and cost estimating.
Recycling Contract: Recycling will be discussed at the meeting. I expect Rich Hirstein, our
Republic Service representative, to be in attendance to answer questions about the service his
company offers.
Electronic Sign: We are waiting on quotes to upgrade the digital display for the City sign at
Main Ave NE and CSAH 37.
Joint Fire Committee: The committee met earlier this week and discussed hiring, response
times, coverage areas, and the topic of a joint powers agreement. At the second meeting in
October, staff will be presenting a status update on the topic of joint powers. The committee
was also very excited to learn that Asst. Chief Mill’s will be recognized as the Fire Officer of the
Year by the MN State Fire Chiefs Association.
ENGINEERING/PUBLIC WORKS
57th Street NE/Church of St. Albert Improvement Project: 57th Street NE will likely be opened
for traffic the week of the 12th.
Greenhaven Streets: Work is scheduled to begin the week of the 5th. A second resident notice
was sent out this week.
Main Avenue NE Railroad Crossing: We are still waiting for the agreement from BNSF for the
crossing.
Lachman Avenue Rear Yard Drainage: We are working to acquire needed drainage and utility
easements for the four (4) properties where the drain tile is to be placed.
UPCOMING EVENTS and ANNOUNCEMENTS
I-94 Ribbon Cutting: Tuesday, Oct. 13, 11:00 a.m. at new Fed Ex in Rogers
Agenda Page 24