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1993-01-19 CC Agenda/Packet• ALBERTVILLE CITY COUNCIL AGENDA January 19, 1993 I. CALL MEETING TO ORDER II. APPROVAL OF THE AGENDA III. APPROVAL OF CONSENT AGENDA ITEMS * Attached List IV. FOLLOW-UP SHEET * January 4, 1993 V. APPROVAL OF THE MINUTES * December 21, 1992 - Regular Meeting VI. COMMUNITY FORUM VII. ARLAN MIDDLETON 7:45 PM VIII. DEPARTMENT BUSINESS A. MAINTENANCE Proposed Fire Hydrant Ordinance Sign Bids for Snow Plow B. PLANNING COMMISSION - Recommendation to approve Ordinance # 1993-1 amendment to Ordinance # 1988-2, to include fire hydrants. C. ADMINISTRATION * Financial Statement * Approve bills (check #'s 7130 - 7158) - Change City Council Meeting time to 7:00 PM - Approve Recycling Contract with Wright Recycling - Approve Building Inspector's Contract - Resolution re: 1993 SAC fees - City Hall Rent - Accept bid from Babcock, Langbein & Co. for 1992 Audit - Fee not to exceed $4,500 - Springsted, Inc. re: Fiscal & credit rating profile IX. OTHER BUSINESS - Potter: Report on Don Scherber damage complaint X. ADJOURN • ALBERTVILLE CITY COUNCIL January 19, 1993 Albertville City Hall 7:30 PM PRESENT: Mayor Mike Potter, Councilmembers Duane Berning, Sharon Anderson, Albert Barthel, John Vetsch, and City Secretary Ann Culley. Mayor Potter called the regular meeting of the Albertville City Council to order. The agenda was amended by adding to Administration a presentation by Piper Jaffray representatives Paul King and David Anderson. It was further amended to read "Approval of the Minutes for the January 4, 1993 - Regular Meeting". Berning made a motion to approve the agenda as amended. The motion was seconded by Barthel. All voted aye. Berning made a motion to approve the follow-up sheet for the January 4, 1993 meeting. Vetsch seconded the motion. All voted aye. The minutes of the January 4, 1993, meeting were corrected on Page 2, Paragraph 4 to include that Jan Heikes is to be paid only for the meetings at which she acts as an alternate in a Commissioner's absence and that she will, in fact, vote when acting in that capacity. The minutes were further corrected on Page 4, Paragraph 5 to clarify that the City`s pick-up was to be housed in the maintenance building as soon as possible, not immediately. Berning made a motion to approve the minutes as amended. Vetsch seconded the motion. All voted aye. Berning questioned why the Maintenance Department had bought 4 new cutting edges. Lindsay explained that, 2 were purchased for the big plow and 2 were purchased for the pick-up. He further explained that, it is essential that they keep an extra set on hand at all times in case one gets damaged. Anderson questioned why Houghton bought the office supplies at, Bizmart. She stated that Gartner delivers free on Tuesdays and Thursdays and that their prices are very reasonable. Culley explained that Houghton had compared prices in the past and still compares prices periodically. Office supplies are bought in large quantities and when purchased in this manner, Bizmart is the most cost effective place to shop. Arlan Middleton addressed the Council in order to clarify the City"s Insurance Coverage. He explained that the premium for the 1991-1992 policy date was $11,055 and that the premium for the 1992-1993 policy date is $12,720. He further explained that the property valuations were taken directly from the appraisal. He passed out an Insurance Quotation which was very detailed, a copy of which is attached as a permanent part of the minutes of this meeting. ALBERTVILLE CITY COUNCIL January 19, 1993 Page 2 of 6 Potter stated that he would like Lindsay to review that portion of the quotation relative to the lift, stations. Potter further stated that he wants to review the quotation prior to making a final decision. The general consensus of the Council was that the $10,000 valuation listed as "Property in the Open" at Four Seasons Park may not, be high enough. Middleton stated that any changes should be directed to his attention as quickly as possible. Lindsay addressed the Council with regard to his concerns about the 5' radius in proposed Ordinance #1993-1. He strongly feels that 10' feet is needed on either side and nothing should be allowed to be placed in front of hydrants due to problems encountered by the Maintenance Department. He further feels that no rocks should be allowed to be placed around hydrants due to the fart that the snow blower picks them up and hurls them as projectiles, making it very dangerous. He stated that there was an ordinance passed 3 to 4 years ago addressing the placement of utilities with respect to distance from hydrants. The Council directed Culley to check into this and report back to them. Berning stated that he agrees with the Planning Commission in that he feels a 10' radius is too restrictive to residents. The City Council authorized Ken to accept the low bid of $60.00 from Petersen Signs for lettering "City of Albertville" on the new plow truck doors. Lindsay stated that he and Rutkowski met with Norm Gartner regarding expansion of the wastewater treatment facility and that he feels strongly that it would save money for the City in the long run if the City were to decide to tear down the old building and replace it with a new pole building. The new building would not need a concrete floor, heat, or insulation and would be used for cold storage only. Thore Meyer is to check further into the costs and feasibility of this option. The Council directed Houghton to remind Meyer that this needs to be completed. Berning stated that he has had no snow plowing complaints and that he felt the Maintenance Department was doing a good job. Potter stated that the Maintenance Department had done a nice job of cleaning out around the fire hydrants. Lindsay stated that they had been using the snowblower to clear the sidewalks as he had been directed to do. He further stated that there were no problems with the 6' sidewalks, but that it was very difficult on the 4' sidewalks and that it could damage the equipment and scrape the sidewalk. He also stated that it .-. takes more time this way. The Council directed Lindsay to continue to use the snowblower for the remainder of this winter and they will re-evaluate the situation in the spring. ALBERTVILLE CITY COUNCIL January 19, 1993 Page 3 of 6 Barthel questioned the snow plowing situation on the railroad property. Lindsay explained that it's done on a "hit-and-miss" basis. The Maintenance Department makes a pass as they get near the area. Anderson made a motion to approve Ordinance #1993-1 entitled AN ORDINANCE AMENDING ORDINANCE NO. 1988-12, THE LAND USE (ZONING) REGULATIONS OF THE CITY OF ALBERTVILLE BY ADDING PROVISIONS ADDRESSING FIRE HYDRANTS, as recommended by the Planning Commission. The motion was seconded by Barthel. All voted aye. Berning made a motion to approve the Financial Statement for the period January 1 - January 13, 1993, as presented. Vetsch seconded the motion. All voted aye. The bills list was amended to include payment of the following checks: #7159 Security Bank NW Int Pymt 1991B Bond 3,150.00 #7160 Security Bank NW Int $115,000 GO Ref Bond 737.92 Berning made a motion to approve the amended bills list. The motion was seconded by Vetsch. All voted aye. Potter had suggested changing the City Council meeting time from 7:30 PM to 7:00 PM. The general consensus of the Council was to Leave the meeting time at 7:30 PM. Anderson questioned why Wright Recycling would not pick up at Albertville businesses as Evergreen did. She stated that Wright Recycling had agreed to provide the exact services that Evergreen had, and that included picking up at businesses. The Council directed Houghton to clarify this with Wright Recycling and to report back to the Council. No further action was taken. The Council reviewed the contract with Kevin Mealhouse, Building Inspector. The Council has agreed to stay with the 1979 fee schedule for this year but to review it again for 1994. Vetsch made a motion to approve the Building Inspector's contract as submitted. Anderson seconded the motion. All voted aye. Berning inquired whether or not there was a contract for the City Engineer. Potter stated that he had talked to Houghton and she is awaiting further information from Meyer, who is presently on vacation. Berning made a motion to approve RESOLUTION #1993-3, A RESOLUTION ESTABLISHING THE SAC CHARGES FOR THE YEAR 1993. The ,'� motion was seconded by Anderson. All voted aye. ALBERTVILLE CITY COUNCIL January 19, 1993 Page 4 of 6 Rental of City Hall to private individuals was discussed. The Council determined that there was not a lot of public need for this service and they further felt that the exposure to the City and its important records and documents was too high. They further felt that, having access to the Fire Department and Maintenance Department could possibly present a problem. The Council feels that future rentals could easily be handled by the new City Park shelter building. It was the unanimous decision of the Council not to rent, City Hall to private individuals in the future, however, anyone who currently has it reserved for personal activities may use it. City Hall will still be available at no charge to the local service organizations. The bid from Babcock, Langbein & Co. was discussed next. Don Zierke of Gruys Borden Carlson was present and asked to address the Council. He stated that the City had never advertised for bids, therefore, they had not, followed proper procedure for the bidding process. He further stated that the Council showed no consideration for Gruys Borden Carlson, who has done the Albertville City Audit for approximately 20 years, by taking this course of action. He stated that the City had never requested a meeting with them to discuss fees. He further voiced his displeasure regarding a meeting he had scheduled with Potter which was changed from a Wednesday to a Thursday, and which Potter did not keep nor cancel. Gruys Borden Carlson would like to opportunity to bid on the City Audit and needs City specifications for same. Zierke questioned whether the audit, was cash or accrual. The Council directed Houghton to contact both Gruys Borden Carlson and Babcock, Langbein & Co. with the specifications and to make sure they were both bidding on exactly the same thing. Paul King and Dave Anderson of Piper Jaffray presented their investment proposal to the Council. They stated that they specialize in small city investments and that their goal is to try to get better daily interest, rates on City funds. They stated that the City's liquidity needs are of prime importance and that it is important that all bonds be held until mature in order to receive the maximum benefit to the City. The City Council directed Houghton to see if the current City bonds can be taken out at any time without penalty to the City. Zierke stated that he wholly endorses the City's position on this, but, wanted to make them aware that most of the interest will go back to the bond fund and will have to be left in those funds. They will not go into the general fund, but could aid in lowering the levy to taxpayers. ALBERTVILLE CITY COUNCIL January 20, 1993 Page 5 of 6 The Council discussed obtaining a fiscal and credit rating profile through Springsted, Inc. The cost of the entire procedure would be $5,000. Anderson questioned where, in the current budget the City would find $5,000 to pay for this service. Potter stated that the purpose was to find out how Albertville`s indebtedness compared to other cities of similar size. Potter stated that he felt the funds may be found in the amount budgeted for the audit, depending on the quotes. It was the consensus of the Council to wait with making a decision until after they have received the audit cost figures. Potter stated that there is currently too much snow to properly assess the damage done to Don Scherber`s landscaping during snow plowing, but that he will address the situation again in the spring. Berning questioned whether or not Houghton had checked prices on timeclocks. Culley stated that Houghton`s note indicated the cost of a timeclock to be $259.95, ribbons cost $15.65 each, and timecard racks are $22.00 each. No action was taken at this time. Potter stated that he had reviewed the driveway problems Raab was having and that they agreed that it would take approximately 1 1/2 yards of concrete to remedy the problem. The driveway will be repaired at City expense. Doug Psyk was in attendance and stated that the meeting scheduled for January 22, 1993, is cancelled. Potter stated that Hoglund"s had called Houghton and requested that the City remove the plow truck from, their facility since there has been no interest generated recently. Berning made a motion to contact Hoglund and lower the selling price from $3300 to $1800 and consider any offers. Barthel seconded the motion. All voted aye. Potter stated that Albertville had sent a letter to Otsego regarding re -opening negotiations on the fire contract. He had spoken to someone from Otsego and they advised him that a letter from Otsego would be forthcoming. ALBERTVILLE CITY COUNCIL January 19, 1993 Page 6 of 6 Potter stated that Frankfort has requested a meeting to discuss the procedure for obtaining reimbursement for non-resident emergency calls. Barthel made a motion to adjourn at 9:45 PM. Vetsch seconded the motion. All voted aye. L Michael Potter, Mayor dz - � 1z i- Ann Gulley, Sec e a y UPCOMING MEETINGS/IMPORTANT DATES January 21, 1993 Pre construction meeting 10:00 AM - Sewer Replacement Project January 21, 1993 Park Board - Regular Meeting January 26, 1993 Planning Commission - Regular Meeting February 1, 1993 City Council - Regular Meeting ALBERTVILLE CITY COUNCIL CONSENT AGENDA ITEMS January 19, 1992 III. APPROVAL OF CONSENT AGENDA - Minutes of January 4, 1993 - Regular Meeting - Financial Statement - Approve bills (Check #"s 7130 - 7158) - Follow Up Sheet - January 4, 1993, Meeting * * * * FOLLOW UP SHEET January 21, 1993 Linda: Review sign ordinance and inform current violators of the ordinance's requirements. Linda: Proceed to develop Fair Housing requirements to comply with the Fraser Steel loan agreement. Middleton: Determine additional premiums to insure lift stations against lightning strikes and damages caused by vehicles. Potter} Meet with Tim Raab to discuss solution to Berning} driveway settlement problem. Meyer} Ken: Get at least one more quote for lettering of snow plow truck and accept lowest quote. Meyer: Put together costs of a retaining wall in Barthel Manor Second Addition. Ken: Visually inspect rings, pistons, etc. on Hustler at the time the crank shaft is being repaired. Mike: Check thermostat lock in Park Shelter daily. Linda: Arrange to get contracts with the engineer, attorney and building inspector Linda: Copy Personnel Policy for new Council members. Linda: Set up a meeting with Dave Kennedy from Holmes & Graven to attend Council meeting to review TIF financing options. Linda: Get prices on time clocks. Linda: Set up a meeting with Bob Thistle and Mayor Potter to establish long-range financial goals for the City Linda: Write letter to City of Otsego expressing Albertvilles interest in providing fire protection service to Otsego Linda: Contact Mary Vetsch and LeRoy Berning requesting their respective boards begin to develop job description/performance expectations * P & Z: Clarify intent of the amendment regarding hydrants * P & Z: Review the amendment to the Zoning Ordinance recommended by the Commission regarding facade on steel buildings and make a recommendation to the Council * P & Z: Consider establishing a moratorium on construction of additional multi -family housing units in the City to create a better balance between single family/multi-family structures CITY OF ALBERTVILLE FINANCIAL STATEMENT January 1 - January 13, 1993 Beginning Cash Balance January 1, 1993 INCOME (Jan. 1 - Jan. 13) Amusement Licence 330.00 Cigarette Licences 125.00 Frankfort Fire Contract 4,867.32 Interest Earned (Dec) 1,095.33 Loan Pament - FraserSteel 585.27 Park Dedication Fee 140.00 Park Donation 600.00 Reimbursement Fees 61.70 Sewer License 135.00 Sewer Penalties 13.60 Sewer Receipts 585.27 Storm Water Receipts 17.63 Title Search 30.00 TOTAL INCOME EXPENSES (Jan. 1 - Jan. 13) Check Vs 7118-7125 (Approved 1/4/93) 2,978.28 PAYROLL 12/29 - 1/12 Check # 7126 - Ann 486.31 Check # 7127 - Linda 784.57 Check # 7128 - Ken 756.89 Check # 7129 - Mike 618.05 TOTAL EXPENSES Ending Cash Balance January 13, 1993 INVESTMENTS: CD #8816 - matures 1/9/93 @ 3.25% CD #8823 - matures 1/18/93 @ 3.25% CD #8222 (Lions) - matures 1/18/93 @ 2.82% CD #8807 - matures 3/3/93 @ 3.5% CD #8579 - matures 6/29/93 @ 3.05 TOTAL INVESTMENTS 8,128.53 5,624.10 $673,259.22 675,763.65 556,369.91 556,369.91 30,598.38 350,000.00 157,189.40 11,650,527.60 CITY OF ALBERTVILLE BILLS TO BE PAID January 19, 1993 Check No. Vender Reason Amount 7130 Albertville Auto Parts Sts.-Eq. Rpr. 68.88 FD-Eq. Rpr. 3.21) 72.08 7131 American Natnl Bank GO Bonds 57,902.50 7132 Bergstrom`s Lawn Rpr. Hustler 182.62 7133 Bizmart Ofc. Supplies 72.25 7134 BFI Park 54.13 7135 Crow River News Dec. Publications 423.93 7136 DJ's Shelter 977.86 Shop Sup 11.05 988.91 7137 Diversified Insp. Srvcs. Bldg. Insp. 2,144.86 7138 Evergreen Recycling Dec. `92 467.50 7139 Fehn Gravel & Excvtg. Shelter 66.30 50th St. 35.00 101.30 7140 First Trust Bonds 183,151.48 7141 Hack's Park -Gas 48.61 Sts-Gas 81.11 Ponds -Gas 46.13 CH Suppl 65.56 Shop Sup 20.48 261.89 7142 Health One FD Training 100.00 7143 Long Lake Tractor Tractor Repair 82.87 7144 MN Conway FD-Equip Repair 110.38 7145 MN Mayor's Assoc. Annual Dues 10.00 7146 Northern 2-8`Cutting Edges 108.62 7147 NSP Rink 29.88 7148 NW Assoc. Cnsltnts. Aero 210.90 Geri 308.00 510.98 7149 NW Bank MN GO Bond 61,080.00 7150 Olson & Sons Elec. 7151 P.E.R..A.-Life Ins. 7152 P.E.R.A. 7153 Pats 66 7154 Potter, Mike 7155 Precision Auto 7156 Scharber & Sons 7157 Wright County Hwy Dpt 7158 Wright County Sheriff Shelter Linda & Ann Pk 12/30 FD-Gas 25.57 Sts-Gas 3.71 Sts-equip rpr Sts.-equip rpr Parts -John Deer Cutting Edges Dec. Services TOTAL 1,414.49 24.00 338.45 29.28 16.46 179.92 48.04 372.37 2,372.50 $312,651.69 lit,,14,,93 11:57 FAX 612 223 3002 SPRI`GSTEU INC. Z002.I)(.)2 SPRINGSTED PUSUC FINANCE ADVISORS Home Office 85 East Seventh Place Suite 100 Saint Paul, MN 55101-2143 (612) 223.3000 Fax: (612) 223-3002 January 14, 1993 120 South Sixth Street Suite 2507 Minneapolis, MN 55402.1800 (612) 333-9177 Fax: (612) 349-5230 16655 West Sluemound Road Suite 290 Brookfield, Wt 53005-5935 (414) 782-8222 Fax: (414) 782.2904 6800 College Boulevard Suite 600 Overland Park, KS 66211-1533 (913) 345-8062 Fax: (913) 345-1770 1800K Street NW Suite 831 Washington, DC 20006-2200 (202) 466.3344 Fax: (202) 223-1362 Ms. Linda Houghton, City Clerk City Hall Albertville, MN 55301 Dear Linda: i am writing to confirm the discussions between yourself, the Mayor and myself regarding Springsted Incorporated undertaking a fiscal and credit rating profile analysis for the City of Albertville. The purpose of the analysis is to determine the status of Albertville's current debt in comparison to communities that currently have ratings from Moody's, Standard & Poor's or both agencies. The intent of the study is to determine what policy actions need to be taken by the City Council to get the City of Albertville in a position to receive an investment grade credit rating from one of the major credit agencies. The advantages of such a rating would be to enable the community to borrow funding in the future at a lower interest rate. The factors that will be reviewed and are used by both credit agencies for viewing debt will include census data, property value information, tax rate analysis, outstanding debt, financial statement data, demographics and income, We will compare your statistical information, where appropriate, to establish rating industry norms as well as to other communities similar to Albertville currently having credit ratings. We will suggest, based upon the analysis steps the City will have to undertake, including options where appropriate to strengthen the City's financial position. As I indicated, our cost for this analysis will be based on an, hourly rate as delineated in our contract with the City. We will establish a not -to -exceed cost of $5,000 and dependent upon the number of meetings and additional steps that might be an outcome of those meetings, we believe we should be able to undertake this study while within the not -to -exceed limit. I am assuming at least two meetings between Council, staff and myself to review our findings. We will bill out-of-pocket costs, such as travel, meals, etc., separately. Should you have any questions or need additional information, please feel free to contact me. Your truly, l f� /L Y Ro art D. Thist Vice President riw /Saint Paul Office -q M.1:C DATE: NAME: ADDRESS: PHONE: 5964 Main Avenue N.E. P.O. Box 131 Albertville, MN 55301-0131 (612) 497-3384 Fax: (612) 497-3210 CITIZEN INFORMATION FORM .--;7 -- s NATURE OF INFORMATION: ACTION TAKEN: ACTION PERFORMED BY: DATE: