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2009-01-05 CC Packet1.0 llbertvi City of Albertville Council Agenda Su" Taum Uvhmw ft43tvUF� JANUARY 5, 2009 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. Advertised public hearings are scheduled as such so that the public is afforded an opportunity to speak. Citizens wishing to address the Mayor and Council regarding specific agenda items, other than public hearings should indicate so and will be afforded an opportunity during the discussion of said item, Council willing and time permitting. Citizens wishing to speak on matters not listed on the agenda (or items on the agenda that did not include an opportunity to speak) are always afforded the opportunity to do so under the heading "Citizens Addressing the Council", usually scheduled at the beginning and end of the agenda. Presentations are limited to five (5) minutes. In any case, citizens are asked to complete a `Request to Speak Card'. 1. PLEDGE OF ALLEGIANCE 2. CALL TO ORDER — ROLL CALL 3. RECOGNITIONS — PRESENTATIONS — INTRODUCTIONS 4. MINUTES A. December 15, 2008 City Council minutes (pgs. 1-20) 5. CITIZENS OPEN FORUM — (time reserved 5 minutes) 6. AMENDMENTS TO AGENDA 7. 0 CONSENT AGENDA All items with an asterisk () are considered to be routine by the City Staff and will be enacted by one motion. There will be no separate discussion of these items unless a Council member so requests. In such event, the item will be removed from the General Order of Business and considered in its normal sequence on the agenda. Items 8.E.1. Finance — Semi-monthly Payment of Claims (bills) (pgs. 21-22) 8.E.2. Finance — Resolution No. 2009-002 — Corporate Signers (pgs. 23-24) 8.F.1. City Clerk — Resolution No. 2009-001 Appointments (pgs.27-32) 8. DEPARTMENT BUSINESS A. Fire Department B. Public Works Department City of Albertville Council Agenda January 5, 2009 Page 2 of 3 C. Utilities Department (WWTP) D. Building Department E. Finance Department 1). 0 Approve the Monday, January 5, 2009 Payment of Claims (bills) for check numbers 026565 to 026572 (pgs. 21-22) 2). N Approve Resolution No. 2009-002 entitled a Resolution Making Appointments to Corporate Authorized Signers for the City of Albertville for the Year 2009 (pgs. 23-24) 3). Accept Semi-monthly Financial Reports (pgs. 25-26) F. City Clerk 1). 0 Approve Resolution No. 2008-001 entitled a Resolution Making Appointments to Certain Offices and Positions within the City of Albertville for the Year 2008 and Re -scheduling City Council meetings that Conflict with Legal Holidays and Upcoming Elections (pgs. 27-32) G. City Council 1). Oral Update on the December 22, 2008 Joint Powers Water Board meeting (John Vetsch and or Ron Klecker) H. Planning and Zoning I. Engineering J. Legal K. Administration 1). City Administrator's Written Report dated December 29, 2008 (pgs. 33-36) 9. CITIZENS OPEN FORUM - (continued if necessary) 10. ANNOUNCEMENTS and or UPCOMING MEETINGS January 2009 5 6:15 p.m. Swearing in of the newly elected Council members 5 7:00 p.m. City Council meeting 12 6:00 p.m. STMA Ice Arena Board meeting 13 7:00 p.m. Planning and Zoning Commission meeting 19 all day Martin Luther King, Jr. Day observed — City Offices closed 20 7:00 p.m. City Council meeting 26 6:00 p.m. Joint Powers Water Board meeting 26 7:00 p.m. Committee of the Whole Workshop (tentative) M:\Public Data\City Council\Council Packet information\2009\01-05-09\01 05 2009 1-A Agenda.doc Meeting Date: January 5, 2009 City of Albertville Council Agenda January 5, 2009 Page 3 of 3 February 2009 2 7:00 p.m. City Council meeting 9 6:00 p.m. STMA Ice Arena Board meeting 10 7:00 p.m. Planning and Zoning Commission meeting 16 all day Presidents' Day observed — City Offices closed 17 7:00 p.m. City Council meeting O 23 6:00 p.m. Joint Powers Water Board meeting 23 7:00 p.m. Committee of the Whole Workshop (tentative) March 2009 2 7:00 p.m. City Council meeting 9 6:00 p.m. STMA Ice Arena Board meeting 10 7:00 p.m. Planning and Zoning Commission meeting 16 7:00 p.m. City Council meeting 23 6:00 p.m. Joint Powers Water Board meeting 30 7:00 p.m. Cities of Albertville & St. Michael and STMA School Board Joint Workshop (tentative) 11. ADJOURNMENT M:\PublicData\CityCouncil\CounciI Packet information\2009\01-05-09\01 05 2009 1-A Agenda.doc Meeting Date: January 5, 2009 Nbertville s.M 1 wrwNo ow ur. Mayor and Council Communication December 29, 2008 SUBJECT: CITY COUNCIL MINUTES RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following motion: Motion to approve the Monday, December 15, 2008 regular City Council minutes as presented, which a final copy will be printed and signed; the signed copy will be scanned; the electronic scanned version will be kept on file in the office of the City Clerk and serve as the official record. BACKGROUND: City staff attends the regular City Council meetings and records any action taken or motions made during the meeting for Council review in the form of Minutes. KEY ISSUES: • Approve the minutes as prepared by City staff with no amendments. POLICY/PRACTICES CONSIDERATIONS: It is at the discretion of the Mayor and Council whether the City Council minutes that have been prepared and submitted should be amended. FINANCIAL CONSIDERATIONS: There are no financial considerations as it relates to approval of the City Council minutes. LEGAL ISSUES: In accordance with Council practices, the Mayor, Council, and staff members have the ability to amend minutes, which requires a consensus of the City Council. Respectfully submitted, . ` aA. Larry R. Kruse City Administrator Department/Responsible Person: Administration/Bridget Miller, City Clerk Attachments: December 15, 2008 regular Council minutes M:\Public Data\Requests for Council Actions (RCA)\2009\01 05 2009 6-A City Council minutes.doc Agenda Item No. 4. Meeting Date January 5, 2009 A,lbertville Snmm % UV62, e9 aw U14L ALBERTVILLE CITY COUNCIL DECEMBER 15, 2008 MINUTES ALBERTVILLE CITY HALL PLEDGE OF ALLEGIANCE — CALL TO ORDER Mayor Klecker called the Albertville City Council Pledge of Allegiance. ROLL CALL PRESENT: Mayor Ron Klecker, Councilneinbers LeRoy B& John Vetsch, City Attorney Michael Couri, C>ftyplanner Alan E Adam Nafstad, City Administrator Larry Kru e, and tiyaClerk ABSENT: none OTHERS PRE Larry S 7:00 PM at 7:00 p , followed by the Tom Fay, Dan Wagner, and ,,:.,Assistant City Engineer ret Miller Mayor Klecker recognize�ounciI"ber LeRoy Berning for his years of service to the City of Albert lle Klecker notl,W ghat LeRQyhas been active in the community for many years. ited on the Plannifi" Commission prior to him becoming a Council member. Klecker Bernmg se acknowledged ,fact that Nfi- Berning's intentions were to serve the community. Klecker then asked each remaing Council member to share any comments they may have. Council member Fay orri�"limented LeRoy for his commitment and years of service to the community. Council member Wagner stated that LeRoy has been a good mentor and has been an asset to the Council. Council member Vetsch remembered Mr. Berning growing up as a child and the LeRoy was the only kid that Vetsch knew that whose sandbox was planned out. Vetsch also shared that this will probably be the first time in years there will not be a Beming involved in Albertville growth. LeRoy's Father served as the City Clerk of Albertville for approximately 30-years; then his M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 2of19 brother Duane Berning was a Council member; which LeRoy then followed after Duane's term expired. The final comment Vetsch had to say was "he will be back". CITIZEN FORUM Mayor Klecker asked if there was anyone in the audience that wanted to discuss an item with the Council that was not already on the agenda. There was no one in the audience that wanted to speak on an is that was not already on the agenda. AMENDMENTS TO THE AGENDA Mayor Klecker asked if there were any the item under Administration — Resolution No. 2009 001 `ent member Fay added an item under City Council (8.G.lt Compliance Violation Funds to purchase a defibulator for Trailer. Mayor e use of Alcohol and a Speed Detector an Upon adding the above items, Klecker asked foriamotion to approve tie agenda as amended. MOTION BY Council member Fay, secondedy Council r��;Inber Berning to approve the Monday, December 15, 20Q8.�aiar AlbertvilleCty Counckl'agenda as amended adding the above items, which wj; be discussed in the General Order of Business and considered in its normal sequence on the DeceMk r1, 2008 Truth - ion carried unanimously. Mayor Klecker asked the Cotcil if there were any changes to the Monday, December 1, 2008 Truth -in -Taxation meeting notes. MOTION BY Coulicflrneinber Berning, seconded by Council member Fay to approve the Monday, December 1,1008 Truth -in -Taxation meeting notes as presented, which will be printed and signed; then the signed copy will be scanned and the electronic scanned version will be kept on file in the office of the City Clerk that will serve as the City's official record. Motion carried unanimously. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 3 of 19 December 1, 2008 regular City Council minutes Mayor Klecker asked the Council if there were any changes to the Wednesday, November 5, 2008 regular City Council minutes. MOTION BY Council member Fay, seconded by Mayor Klecker to approve the Monday, December 1, 2008 regular City Council minutes as amended, which wille printed and signed; then the signed copy will be scanned and the electronic scanned version will: be kept on file in the office of the City Clerk that will serve as the official copy. Mouton carried unanimously. CONSENT AGENDA CONSENT AGENDA All items with an asterisk O are considered to be routline in nature_ by the City Staff and will be enacted by one motion. There will be no separate discuss lon;,of these items unless a Council member or citizen so requests. In such event, the item will'be.�xemoved from the General Order of Business and considered in its normal sequence on the agenda Mayor Klecker inquired if the Council members c December 15, 2008 Consent Agenda. The follow Agenda for further discussi4 n;aud or explanation. Payment of Claims (bills) for ch�;cknumbers 026 specifically pulled, which are pass by separate r claims received by December 31, 2008 (year-end 2008-010 entitled an Ordinance Zorn l�:elated F Mayor Kle'cker asked the item"i' .F.1 and 8.I. aff wanted any..df the items pulled from the items were pulled from the Consent .1 Approve the December 15, 2008 to 02657.5 as presented except the bills ion; and, Authorize payment of all just aeout); and 8.I.1. Approve Ordinance No. approve the December 15, 2008 Consent Agenda pulling MOTION 0Y Council mem r Wagner, seconded by Council member Berning to approve the December 15; V2a0Q8 Consent Agenda pulling items 8.F.1 and 8.I.1., which the items will be removed from th General Omer of Business and considered in its normal sequence on the agenda and will regx a separate motion. Motion carried unanimously. DEPARTMENT BUSINESS FAMILY YOUTH COMMUNITY CONNECTIONS (FYCC) — ANNUAL UPDATE (15 minutes) Sandy Greninger with FYCC thanked the Council for allowing her to speak and update them on the Family Youth Community Connections. Ms Greninger began noting that the last time she M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc A Agenda Item NA.A. Meeting Date January 5, 2009 4 City of Albertville City Council Minutes December 15, 2008 Page 4 of 19 was here the Council wanted to know what FYCC does for the community. Greninger informed the Council that FYCC reviewed what they provide for the City, in which they prepared a list. Greninger reported that FYCC coordinates activities for youth and family in Albertville and St. Michael. Some of the activities include interviewing, hiring, scheduling Warming House Rink attendants so the kids have a place to go when they are skating on the ice rinks; coordinating the baseball — softball activities throughout the spring -summer -fall; scheduling the games and practices; making sure fees are collected; providing concessions at the Central -City Park; coordinating and scheduling activities in the parks such as "Reading m the Park", "Games in the Park", "Arts in the Parks", and "Summer Youth Theatre"; FYCC has„also reached out to other businesses to provide activities for Youth. Ms. Greninger continued by informing the -Council that the Sta'e:,Funding to FYCC will be completely cut in mid-2009. The state fundmg:wvas from excess -'state medical funding. The amount FYCC received was approximately $12t1,000 Upon hearing'l e information, FYCC staff has begun searching grants they could apply for in hops to make up the financial loss. Greninger reported that A7rtvlbeille, does cover $'91 60 of the expenses incurred for activities held within Albertville Events such as the "Father-D au gliter" dance, selling donuts and helping the Albertville Lions sell Tfiffles are a ways that F'CC:tries to earn additional funds. Mayor Kl opportuni FIRE PUBLIC WORKS UTILITIES DEP Ms. eit,ir ger4p updatink the Council on the various activities and — no comments (WWTP) — no comments BUILDING DEPARTMENT — no comments M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 5 of 19 FINANCE DEPARTMENT Approve the December 15, 2008 Payment of Claims (bills) for check numbers 026455 to 026515 as presented except the bills specifically pulled, which are passed by separate motion; and; authorize payment of all just claims received by December 31, 2008 (year-end closeout) Check no. 026460 payable to Bob Kilian Electric Company in the amount of $1,174.00, which City Administrator Kruse reported this was bulb and bal-ace replacements at the Fire Hall. There were 3-wall packs and landscape repairs around the fixture. Cc�urici�=reminded staff to do their best to keep these expenses down. , Check no. 026464 payable to Cities Digital Solutions in the questioned what the service was for. Staff reported the lny staff to scan and edit what is stored in Laserfiche. ................... Check no. 026476 payable to Federated Co-ops, lnc: m"t i noticed this was a refund of a Zoning Application and yet: for the zoning request. Was the applicant refunded I OM that when the application was originally received it was N the application more closely, consultant realized it did not and could be handled as an Administrative PerriIt Check no. 026481 payable this was for the lease payrr piece of equipment Check no. 026501 Council noticed a portion of impression the $3,1�0:� ervic elevator a1City Hall anQ.U1";"e state,e utrements. Check no. 026 .06 payable t how the water V&er for the PW Supervisor Gt remove the old wa appeared to be the staff reported it was rit of $1,720.00. Council for four lrcenses, which allows iht of $2,150.00 Council NAC billing there' are charges fees collected? Staff reported When NAC reviewed agh the zoning process 2,662.50. Council inquired if lease agreement on the new R chi ridler Elevator Corporation in the amount of $1,202.07. s b�I vt>as fog aeryice agreement, which Council was under the e dgrment was "denied. Staff reported it was for repairs to the City dpprove a less extensive service agreement because of the 11 sunrise Plumbing in the amount of $331.00. Council questioned 5$�15 Main Avenue NE facility was replaced. Kruse reported that dyed quote for repair. Upon receiving the quotes, staff decided to and hired Sunrise Plumbing to install the new equipment. It effective approach to repairing the water heater. Upon hearing the questions and explanation on the above checks, Mayor Klecker asked for a motion to approve the Monday, December 15, 2008 Payment of Claims for check numbers 026455 to 026515. MOTION BY Council member Fay, seconded by Council member Berning authorizing the Monday, December 15, 2008 Payment of Claims (bills) for check numbers 026455 to 026515 as M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 6of19 presented except the bills specifically pulled, which are passed by separate motion; and; authorize payment of all just claims received by December 31, 2008 (year-end closeout) except the bills specifically pulled, which if pulled from the Consent Agenda will require a separate discussion from the Consent Agenda and a separate motion from the Consent Agenda and; authorize payment of all just claims received by December 31, 2008 (year-end closeout). The checks will be signed by the authorized personnel and scanned with supporting documents; the electronically scanned version will be kept on file in the office of the Finance Director that will serve as the City's official record. Motion carried unanimously. Approve Resolution No. 2008-062 entitled a Resolution MOTION BY Council member Wagner, seconded by Resolution No. 2008-062 entitled a Resolution Establi except those items specifically pulled, which if pulled;: separate discussion from the Consent Agenda and a sej which will be printed and signed; then the signed copy scanned version will be kept on file in the office of the official record. Motion carried unanimously. ANApprove and Implement the Fund the Financial Policies MOTION BY Cound Implement the Fund B Policies as presented e ement ash 2009 Fee Schedules 2009 Fee from the ( ed and the to approve ales as presented will require a ns.11 Agenda; 1ectronic that will serve as the City's Approve and Implement ner, seconded byCouncil member Berning to approve and caw,Policy- anc approve and Implement the Financial s ec�f�calI" pulled, which if pulled from the Consent Sion fr6 the Consent Agenda and a separate motion from :unanimously. ty Theft Prevention Program member Wagner, seconded by Council member Berning to approve and Theft Prevention Program as presented except those items specifically from the Consent Agenda will require a separate discussion from the separate motion from the Consent Agenda. Motion carried unanimously. Approve and Implement the Travel Policy MOTION BY Council member Wagner, seconded by Council member Berning to approve and Implement the Travel Policy as presented except those items specifically pulled, which if pulled M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc {{ Agenda Item NA.A . Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 7of19 from the Consent Agenda will require a separate discussion from the Consent Agenda and a separate motion from the Consent Agenda. Motion carried unanimously. Approve the Kern, DeWenter, & Viere, Ltd. (KDV) 2008 Annual Audit Services Agreement at $25, 900 MOTION BY Council member Wagner, seconded by Council member Deming to approve the Kern, DeWenter, & Viere, Ltd. (KDV) 2008 Annual Audit Services Agreement at $25,900 as presented except those items specifically pulled, which if pulled from,the Consent Agenda will require a separate discussion from the Consent Agenda and a separate motion from the Consent Agenda; which will be printed and signed; then the signed copwill benned and the electronic scanned version will be kept on file in the office,of the Citat will serve as the City's official record. Motion carried unanimously. Approve the Updates to the 2006 Personal Policy City Administrator Kruse reviewed various„ are reviewed for Council approval. Areas include( Probationary period -Subsection F dealing with Work -subsection 2 dealing with the eight or to Vacation Leave -Subsection 2 dealing with pert Leave and Incentive Subsect on2 dealing with was Section 13.0 — Health Care Saving Plan de discussed during the budget workshops. Council staff rer MOTION BY Council Updates to lh906 Pelj the within the Personnel Policy that were being ad not limited to>were.,, Section 3.2 — catioa sick leave, Section 7 — Regular Hours of onsdOutivehoursbf work; Section 8.1 — nent part time employees; Section 8.2 — Sick rmanent part-time employees; and the last area ng with the percentage of contribution that was ),e could possibly be changed in 2010, which of contribution. Wagner, seconded by Council member Vetsch to approve the licy, which all changes or additions are in bold: 1. Update Sentton 3.2 probationary Period -Subsection F to state "vacation sick leave shall be earned,established in Section 8.1 and 8.2 respectively. Sick leave shall not be available to themployee until completion of the probationary period, unless an exception is approved by the City Administrator." 2. Update Section 7.0 — Regular Hours of Work- Subsection 2 to state "the normal workday shall consist of eight or ten consecutive hours of work...." M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doe Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 8of19 3. Update Section 7.3 — Overtime — subsection D to state "Accrued time, including vacation leave and sick leave, in excess of forty (40) hours per seven (7) day period as defined in subsection (a) of Section 7......" 4. Update Section 7.4 — Compensatory Time — subsection 8 to state "Every effort shall be made to utilize compensatory time off within the same pay period of is being earned" 5. Update Section 8.0 — Holidays- subsection A to state "The observed for all City Employees passed by Resolution a 6. Update Section 8.1 — Vacation Leave — subsection 1 date will be used to determine an employee's length anniversary dates will be January lst. 7. Update Section 8.1 — Vacation Leave — subsection 2 to completed the probationary period before using acci exception is approved by the City Administrat,94. 8. Update Section 8.1 — Vacation Leave — subsection 3 re time permanent employees will accrue'yacation from s 9. Update Section 8.2 — Sick Leave stating "part time permanent em 10. Update Sectio> 1% of pay Tl employees HC 11. U 0 — Health Care Savi; ity of Albertville will �ceount 0 — &6uter Use Pr olidays to be yee's anniversary ion. All "An employee must have vacation leave, unless an the language stating "part e on a prorated basis, ...." remove the language on a prorated basis, ...." — to state "all employees will contribute ute 1 % of the employee's pay to the — Add the following sections per Purpose 'his policy serves #p protect the security and integrity of the City of Albertville's electronic communication anc _formation systems by educating employees about appropriate and safe use of au ilable techri6loav resources. The City of Albertvilte deserves the right to inspect any data, e-mails, files, settings or any other aspect of a city owned e6mputer or related system and will do so on an as -needed basis as determined by the City Finance Director or City Administrator. Personal Use - The City of Albertville recognizes that some personal use of city -owned computers and related equipments has and will continue to occur. Some controls are necessary, however, to protect the city's equipment and computer network and to prevent abuse of this privilege. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doe Agenda Item NA.A. Meeting Date January 5, 2009 City of Albertville City Council Minutes December 15, 2008 Page 9 of 19 1. Only city employees may use city -owned equipment. Family members or friends of employees are not allowed to use city equipment or technology resources, unless authorized by the City Finance Director or City Administrator. 2. Reasonable use of city e-mail systems for personal correspondence is allowable, provided it does not interfere with an employee's normal work and is consistent with all provisions in this policy. Passwords and physical security of equipment - Employees are responsible for maintaining computer passwords and for following these guidelines: 1. Passwords must be at least six (6) characters in length and >ncude at least one number. 2. Your passwords should NOT be shared or,'told to other staff. If it is`nessary to access an employee's computer when he or she is absent, contact the Finance Director. 3. Passwords should not be stored in any location on or near the computer. .................... to update swords every 120 days. minutes,Jock your workstation by pressing ed by doing the same and then typing your Because technology equipment 1s generly�srnall�and portage, employees should use caution when leav*ng equ Meet unattended at any offs to facility. If your office or desk area is in a high-traf b public area; take_ apprapraate security measures. Software, hardware, games >rid screen savers - In general, all software and hardware required for an employeeo perform his/her job functions will be provided by the city. Requests for new or different equipment or soffare should be made to your supervisor and then to the Finance Department.kol The following is approved software that may be downloaded by employees without prior approval: 1. Microsoft updates as provided in automatic updates to the user 2. Anti -virus updates as provided in automatic updates to the user M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc A Agenda Item NA.A. Meeting Date January 5, 2009 10 City of Albertville City Council Minutes December 15, 2008 Page 10 of 19 3. Microsoft clipart and photo files contained on the site Ar"A-.microsoft.coIn Unapproved software or downloads (free or purchased), hardware, games, screen savers, toolbars, clipart, music and movie clips, other equipment, software or downloads that have not been specifically approved may compromise the integrity of the city's computer systems and are prohibited. The City of Albertville, without notice may remove any unauthorized programs or software, equipment, downloads, or other resources if they could harm city systems`or technology performance. Electronic Mail - The City of Albertville provides employees �?vith an e rnail address for work - related use. Some personal use of the city e-mail system is allowed, provided it does not interfere with and employee's normal work and is consistent with all city pAhe 4,. An employee's personal e-mail (and other personal documents) may be considered "public" data and may not be protected by privacy laws. Personal e=rna>ls may also be monitored as directed by the City Administrator and without notice to the employee:.,, 1. Use common sense and focus primarily on using e-mail for city business. Never transmit an e-mail that you would not.want your boss or other employees to read. 2. Do not correspond by e-mail on cflnfidential cammunica{ions 3. Do not open e jnail attachments for links from anunknown sender. Delete "junk" or "spam" e mail without opening it if possible, do not respond to unknown senders. 4. Do not gossip or include on about yourself or others in e-mail ing sexually harassing language or any other e or derogatory, offensive or insulting words in an e-mail. Internet - The City*of Albertville provides access to employees for work on city business. Employees may use th **ess for work related matters in a professional manner. Occasional personal use of the Internet is acceptable within the bounds of all city policies. The following considerations apply to all uses of the Internet whether business related or personal: 1. There is no quality control on the Internet. All information found on the Internet should be considered suspect until confirmed by another source. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 1� City of Albertville City Council Minutes December 15, 2008 Page 11 of 19 2. Employees may not at an t� access inappropriate sites. Some examples of inappropriate sites include but are not limited to adult entertainment, sexually explicit material, or material advocating intolerance of other people, races or religions. 3. Employees may not participate in any Internet chartroom unless the topic is related to city business 4. The city may monitor any employee's use of the internet deemed appropriate by the City Administrator. Motion carried unanimously. CITY CLERK `Approve Resolution No. 2008-061 entitled a Re Holidays MOTION BY Council member Wagner; secc Resolution No. 2008-061. entitled a Resot ii presented except those items specifically pull( require a separate discussion from the Consen Agenda; which will be printed and signed; the electronic scanned version,,', lent on file City's official record. CITY Oral Update regard St. Al q; (Dan Wi Council member Wagner Albertville cg ovefor fire meeting that was held ,at briefly on the outcome's f discussed in more detail Council members. ,2 hing the prior notice, as Observed by Council member Berning to approve Lblishing the 0.09 City Observed Holidays as Icl,if pulled from the Consent Agenda will ida and a separate motion from the Consent signed copy will be scanned and the office of the City Clerk that will serve as the Fire Department jt. meeting with Albertville and .,parted that he did some research on the surrounding areas, which er qce. Wagner informed the Council that he was part of the joint lbgtville with members from St. Michael. Wagner touched very die meeting and stated that the Fire Service Contract could be the Wednesday, December 17, 2008 meeting with St. Michael Wagner concluded by stating Albertville will be losing a considerable amount of Fire Funding, which is going to affect our 2009 Fire Budget. Fire Chief Mills would like to see Albertville keep the area per the contract. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 12 City of Albertville City Council Minutes December 15, 2008 Page 12 of 19 Oral Update on the December 8, 2008 STNIA Ice Arena Board meeting (LeRoy Berning and/or Tom Fay) Council member Berning informed the Council there was not much more to report on at this point. The December 81h STMA Ice Arena Board meeting basically had more discussion on the arena and the 3-entities needing to look at all the other joint project out there such as the new Library, Senior Center, etc. Oral Update on the December 9, 2008 Planning and Zoning Commission meeting (Dan Wagner) Council member Wagner reported that the Planning Commis§icon discuss" accessory buildings, which was a good conversation. The Commission talkedabout the size, hezght, number allowed on the various lots. City Planner Brixius and Bldg. Official Sutherland will be preparing ordinances and backup information for the January2Q Plann n Commission rneet ng. Wagner brought up the fact that there is a vacancy on the Gorninission, which we have advertised and will most likely be interviewing applicants 'at 1he January 2009 meeting also. City Administrator Kruse expanded on the accessory building and Iasked City Attorney Couri to research how covenants within developments w6u, ld interact with t$ie proposed amendment to the Accessory Building. City Attorney Couri associations appear the comment that even though some homeowners 1 the covenants for the development would still be active. on approving the Zoning fees for City Funds Council would be okay with using some of the funds for the ines for the purchase of a defibulator at City Hall and one of The Council appeared t be in consensus of using some of the funds towards the purchase of a defibulator for City Hall and a "Speed Patrol" trailer. PLANNING AND ZONING Approve Ordinance No. 2008-010 entitled an Ordinance Zoning Related Fees M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc pp Agenda Item NA.A. Meeting Date January 5, 2009 13 City of Albertville City Council Minutes December 15, 2008 Page 13 of 19 City Planner Brixius brought to the Council's attention that City staff has expressed concerns with many of the development and zoning applications and not having sufficient escrows to cover the consulting fees. Usually the escrow amount was enough to cover only the planning consultant fees, leaving no funds to cover the City Engineer's or City Attorney's fees. As the project was reviewed, the applicant would receive additional bills from the City for the City Engineer's and City Attorney's fees associated with the project. Therefore, had the escrow amounts been more accurate, the applicants would have had a better plan for their budget to cover the actual costs involved with their project. City Planner Brixius then went over some of the scenarios, which were as follows: For example, the City of Monticello has established the following fees escrows for commercial conditional use permits based on the size of the site: $200 Base Fee plus Escrow Deposit of: $2,000 for a site of less than 4 acres $6,000 for a site of 4-10 acres $10,000 for a site of more than 10 ai Staff is recommending the following escrow deposits be established for conditional use permit applications in the City of Albertville: $300 Base Fee* plus s6 deposit of: City Planner Brixius reported that the key issues are: • Multiple applications require more work than a single application and the fees need to be set such that they reflect the cost to process the application. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item No. 4. A . Meeting Date January 5, 2009 14 City of Albertville City Council Minutes December 15, 2008 Page 14 of 19 • Adjustable escrows scale the size of the escrow to the size of the project. Larger developments normally require larger escrows. Administrative permits provide a mechanism for approval at a lower cost and should be more expedient while achieving the City's expectations and requirements. Administrative permits, while being expedient, do lack the opportunity for the Planning Commission and City Council to get involved. After listening to the reason behind adjusting the Zoning fees to l with applicants for development within Albertville the following MOTION BY Council member Wagner, seconded by ( Ordinance No. 2008-010 entitled an Ordinance Zoning items specifically pulled, which if pulled from the Cons discussion from the Consent Agenda and a separate mo1 will be printed and signed; then the signed copy w>11 be version will be kept on file in the office of the City Cl record. Motion carried unanimously. ENGINEERING Direct Staff to amend to the Plan Unit Developer, Cove 3rd Addition to extend the completion of the until October 31, 2010, cnnditroned upon: 1) the satisfaction of the Cioy, ttorney, "144he Develope necessary repair to he'prvate struts north of 6 the City Engineer, and 3)the a),, atecl Fees a§ kgenda will from the Co med and the costs associated made: to approve ;ented except those aTe, a separate t Agenda: which as the Citv's'official Agreement for Karston nd off -site improvements the Letter of Credit to the to complete the paving and any by July 31, 2009 to the satisfaction of Assistant pityafstad began by stating David Pattberg, of Woodside Communities of MN, Ing, d Develope>t,.-,o stor% ve Ord Addition has requested an extension to the i�T compli Qtt dates specified it�ahe devi ent contract for Karston Cove 3rd Addition. Nafstad went on toreport that the agredment requires all municipal and on -and off -site improvements be complete by October 31, 2008 unless otherwise approved by the City. To date, the majority of the municipal an 0,n-and off Otte improvements within the 64th Street right-of-way and on the north half of the plat have boon completed. Work remaining on 64th Street primarily consists of sidewalk construction'd boulevard restoration and the work remaining on the north half of the plat primarily consists Hof installing the final lift of pavement on the private streets. No improvements have occurred on the south side 64th Street. Nafstad continued with the comment that the City holds a letter of credit in the amount of $460,000. This surety will be retained until all obligations of the contract are met. However, given the current state of the economy, it has adversely impacted the residential housing market, development of the south half of Karston Cove 3rd is not anticipated in the near term. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 15 City of Albertville City Council Minutes December 15, 2008 Page 15 of 19 Nafstad then reported that upon review of the outstanding contract requirements and acknowledging today's housing market, it is recommend that the Karston Cove 3rd Addition Development Agreement be amended to extend the completion of the municipal and on -and off - site improvements until October 31, 2010, with the following conditions: • The Developer renews the Letter of Credit to the satisfaction of the City Attorney. • The Developer completes the paving and any necessary repair to the private streets north of 64t Street by July 31, 2009 and to the satisfaction,, e City Engineer. • Developer signs the amendment. City Attorney Couri noted that the business owner is under bankruptcy and has filed Chapter 11. To reiterate on today's economy, Couri was not sure if there is;another litsiness entity that would consider assisting. Couri recommended extending the satisfaction in the dewelppment. City Attofffiy, 2) the Deve private streets north of 64tb 3) Developer s>gn the ame from the Council to approve the extension now in order to ng motion was;then made: ay, seconded bf Council member Berning to direct staff to e=nt/Conditional Use Agreement for Karston Cove 3rd Addition u3 i6p. al\and on -and off -site improvements until October 31, ,veloper'renewing the Letter of Credit to the satisfaction of the )Ire e"to complete the paving and any necessary repair to the by July 31, 2009 to the satisfaction of the City Engineer, and t. Motion carried unanimously. Oral Assistant City Engineer Progress Report Assistant City Engineer Nafstad reported that the Downtown plat has been reviewed by the County Engineer, which needs to be recorded at Wright County prior to closing. Staff is doing their best to see that the plat is recorded by year-end. Nafstad gave a brief update regarding the Council's request on researching the accidents at the intersection of CSAH 19/37. Staff has received paperwork from the County and has not had M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc kk Agenda Item NA.A. . Meeting Date January 5, 2009 16 City of Albertville City Council Minutes December 15, 2008 Page 16 of 1.9 time to fully review the report. Once staff has completed the reviewing and understanding the reports, staff will prepare a report for Council. LEGAL APApprove Ordinance No. 2008-011 entitled an Ordinance Amending Various Fees within the 2005 Albertville Municipal City Code MOTION BY Council member Wagner, seconded by Council Ordinance No. 2008-011 entitled an Ordinance Amending Va3 Albertville Municipal City Code as presented except those item pulled from the Consent Agenda will require a separate discuss a separate motion from the Consent Agenda; which will be prig copy will be scanned and the electronic scanned version will bf City Clerk that will serve as the City's official record;'; Motion Approve Ordinance No. 2008-012 entitled an Ordinance Section 5; Subsection C Regarding Storm water Billing MOTION BY Council member Wagner, Ordinance No. 2008-012 entitled an Ordinance A Subsection C Regarding Stornawater Billing as pre which if pulled from the: Consent Agenda will regi Agenda and a separate ma ion frorr the Consent A the signed copy will be sc=ed anal the -electronic office of the City Clerk t at4W&fV&iii1ffkCiW her Berning to approve Few within the 2005 >ecifically pulled, which if from the` Consent Agenda and and signed, then the signed )t on file in the", ffice of the Title 9; Chapter 5; ieber Berning to approve 9; Chapter 5; Section 5; those items specifically pulled, re a separate discussion from the Consent enda; which will be printed and signed; then Panned version will be kept on file in the official record. Motion carried unanimously. Appt^o e Ordinance No 008-01"htt tled an Ordinance Amending Outdoor Noise — Music from with�t Building/Structo MOTION BY' , uncil member Wagner, seconded by Council member Beming to approve Ordinance No. 200&013 entitled an Ordinance Amending Outdoor Noise — Music from within Building/Structures as resented except those items specifically pulled, which if pulled from the { ,M Consent Agenda will require a separate discussion from the Consent Agenda and a separate motion from the Consent Agenda; which will be printed and signed; then the signed copy will be scanned and the electronic scanned version will be kept on file in the office of the City Clerk that will serve as the City's official record. Motion carried unanimously. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doe Agenda Item No. 4. . Meeting Date January 5, 2009 17 City of Albertville City Council Minutes December 15, 2008 Page 17 of 19 Approve Amendment to Planned Unit Development/Conditional Use Agreement (PUD/CUP) Albertville Marketplace Changing Landscape Requirements, Postponing Landscaping to Individual Building Permit Approval and Delaying Installing of Fence City Attorney Couri touched briefly on the areas that were amended in the Albertville Marketplace Developer's Agreement. Couri noted that one part dealt with the landscaping within the development that discussed at a previous Council meeting. Other key issues were: • Reduce the landscaping portion of the letter of credit to $58 landscaping and the perimeter landscaping only. • Require the individual lot owners to post an escrow for the to receiving a building permit. • Allows the developer to delay installing the fence. until the l developer desires to install it. MOTION BY Council member Beming, Amendment to Planned Unit Development/Conditional Use Agr+ Marketplace Changing Landscape Requirements, Postponing L Permit Approval and Delaying Installing)Of Fence; which will signed copy will be scanned and the electronic, scanned version of the City Clerk that will serve as the City'iy off caal record. N Accept the City Mayor Klecker asked if the Attorney's Report that was City Attftey Couri repay Courthouse. Staff is antic have a declszon and or an Couri noted that=when he Hennepin Franchise Agre issues that have risen Tk meeting. Decembe ;ll, 2008 the restaurant ping on their lot prior ber Fay to or until the Albertville g to Individual Building and signed; then the pt on file in the office ied unanimously. had any questions or concerns regarding the City �rrber 15, 2008 council packet. that the C.SAH 19 appeal was held today at the Wright County Ing the triW—will take approximately 2-3 days. Staff is hoping to time byTebruary 2009. d the report he had intentions of putting the Xcel and Wright - in the packet, but pulled them since his report because of other hise Agreements will be presented to Council at a future Upon hearing no additional comments or concerns, the Council proceeded to accept the city Attorney's Report dated Wednesday, December 10, 2008 as presented in the December 15, 2008 City Council packet. M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doe Agenda Item NA.A. Meeting Date January 5, 2009 18 City of Albertville City Council Minutes December 15, 2008 Page 18 of 19 ADMINISTRATION Accept the City Administrator's Written Report Mayor Klecker asked if the Council members had any questions or concerns regarding the City Administrator's Written Report that was included in the December 15, 2008 council packet. City Administrator Kruse informed the Council that Council member Berning and himself had met with members from S.E.H., which Kruse felt was productive. Kruse asked Council member Berning to consider serving as a representative along with another uncil member to see the process through. Kruse then touched on what he anticipated would be discussed at the Wednesday, December 17, 2008 joint meeting with the City of St. Michael. General topics would be a limited to are: Fire Contract, Library planning of the New Library, New Fitness/Senior Center, STIYIA Ice Arena, and FYCC. After listening to the City Administrator's additional comments regarding his report the Council proceeded to accept the City Administrator's Written Report dated December 11, 2008 as presented in the December 15, 2008 City Council packet. Review Resolution 2009-001 entitled 2009 no comments ANNOUNCEMENT"nd or UPCOMING Mayor Klecker asked the Council to review the upcoming meetings and calendar of events. December 2008 17 7:00 p.m. Jt. City Council meeting (Albertville -St. Michael @ St. Michael) 22 6:00 p.m. Joint Powers Water Board meeting 25 all day Christmas Day observed — City Offices closed M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NoA.A. Meeting Date January 5, 2009 19 City of Albertville City Council Minutes December 15, 2008 Page 19 of 19 January 2009 l all day 5 6:15 p.m. 5 7:00 p.m. 12 6:00 p.m. 13 7:00 p.m. 20 7:00 p.m. 26 6:00 p.m. February 2009 2 7:00 p.m. 9 6:00 p.m. 10 7:00 p.m. 16 all day 17 7:00 p.m. 23 6:00 p.m. March 2009 2 7:00 p.m. 9 6:00 p.m. 10 7:00 p 17 7:00" p'in. 23 6:", nL New Year's Day obsert-ed — City Offices closed Swearing in of the newly elected Council members City Council meeting STMA Ice Arena Board meeting Planning and Zoning Commission, ditethig City Council meeting Joint Powers Water Board metn�* City Council meeting STMA Ice Arena Board meeting Planning and Zoning Commission meeting Presidents' Day observed.- C r r Offices closed City Council meeting Joint Powers Water Board meeting City Councilmeeting STMA lee Arena Board meeting Planning and Zoning Commission meeting Joint Powers Water Board meeting >econded by Council member Berning to adjourn the Council meeting at 9:20 p.m. Motion carried ,on Klecker, Mayor Bridget Miller, City Clerk M:\Public Data\City Council\Council Minutes\2008 Minutes\Bridget's drafts\M 12-15-08 B-drafts.doc Agenda Item NA.A. Meeting Date January 5, 2009 20 b£Y" tYme Mayor and Council Communication S..0 Town Lwbgw. eb mclw Ufs. December 30, 2008 SUBJECT: 0 FINANCE DEPARTMENT — PAYMENT OF BILLS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following motion: Motion authorizing the Monday, January 5, 2009 payment of the claims that includes check numbers 026565 to 026572 as presented except the bills specifically pulled, which are passed by separate motion. BACKGROUND: The City process's 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: None PRACTICES/POLICY CONSIDERATIONS: It is the City's policy to review and approve payables on a semi-monthly basis. FINANCIAL CONSIDERATIONS: City staff has reviewed and recommends approval of payments presented. LEGAL CONSIDERATIONS: The Mayor and Council have the authority to approve all bills pursuant to Minnesota State Law, which requires all bills to be paid in a timely manner, generally within 30 days unless one party determines disputes the billing. Respectfully submitted, Larry R. Kruse City Administrator Department/Responsible Person: Finance/Tina Lannes, Finance Director Attachments: Check Register Detail M:\Public Data\Requests for Council Actions (RCA)\2009\01 05 2009 8-E-1 Finance Bills Report (RCA).doc Agenda Item No. 8. E. I.. Meeting Date January 5, 2009 A,Ibertvillc Smoll Town Uving. Big City We. Check Detail Register January 5, 2009 Check Amt Invoice Comment 10100 Premier Bank Paid Chk# 026565 1/5/2009 10,000 LAKES CHAPTER E 101-42400-433 Dues and Subscriptions $50.00 Total 10,000 LAKES CHAPTER $50.00 Paid Chk# 026566 1/5/2009 ACS FIREHOUSE SOFTWARE E 101-42000-433 Dues and Subscriptions $633.13 346148 Total ACS FIREHOUSE SOFTWARE $633.13 Paid Chk# 026567 1/5/2009 AFLAC G 101-21710 Other Deducations $16.16 123110 Total AFLAC $16.16 Paid Chk# 026568 1/5/2009 HEALTH PARTNERS E 101-42400-130 Employer Paid Ins (GENERAL) $2,463.07 31068062 E 101-41300-131 Employer Paid Health $513.15 31068062 E 101-41500-131 Employer Paid Health $921.56 31068062 E 101-45100-130 Employer Paid Ins (GENERAL) $927.86 31068062 E 101-43100-130 Employer Paid Ins (GENERAL) $1,982.12 31068062 E 602-49400-130 Employer Paid Ins (GENERAL) $1,204.31 31068062 G 101-21706 Group Insurance Payable $2,592.00 31068062 E 601-49450-130 Employer Paid Ins (GENERAL) $1,204.31 31068062 E 101-41400-131 Employer Paid Health $1,851.47 31068062 Total HEALTH PARTNERS $13,659.85 Paid Chk# 026569 1/5/2009 MN DEPT. OF TRADE/ECON. DEV. E 203-00000-310 Other Professional Services $594.04 Total MN DEPT. OF TRADE/ECON. DEV. $594.04 Paid Chk# 026570 1/5/2009 MN STATE FIRE CHIEFS ASSOC. E 101-42000-433 Dues and Subscriptions $225.00 Total MN STATE FIRE CHIEFS ASSOC. $225.00 Paid Chk# 026571 1/5/2009 SAFETY TRAIN E 101-43100-433 Dues and Subscriptions $1,250.00 Total SAFETY TRAIN $1,250.00 Paid Chk# 026572 1/5/2009 TRYCO LEASING INC E 101-41400-413 Office Equipment Rental $689.62 4135 Total TRYCO LEASING INC $689.62 10100 Premier Bank $17,117.80 Fund Summary 10100 Premier Bank 101 GENERAL FUND $14,115.14 203 REVOLVING LOAN $594.04 601 SEWER FUND $1,204.31 602 WATER FUND $1,204.31 $17,117.80 Annual Dues FD annual software dues for fi AFLAC Insurance Prem Emp Health/Dental Ins Emp Health/Dental Ins Emp Health/Dental Ins Emp Health/Dental Ins Emp Health/Dental Ins Emp Health/Dental Ins Emp Health/Dental Ins Emp Port Emp Health/Dental Ins Emp Health/Dental Ins Fraser Payment PFA annual dues FD 2009 training copier leases M:\Public Data\City Council\Council Packet information\2009\01-05-09\01 05 2009 8-E-1 Payment Posted Batch.doc Agenda Item No, 8. E. I.. Meeting Date January 5, 2009 22 A.,lbertvilje S-1 Town thing. ft ON Ut- Mayor and Council Communication December 29, 2008 SUBJECT: 0 FINANCE - 2009 CORPORATE AUTHORIZED SIGNERS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following motion: Motion approve Resolution No. 2009-002 entitled a Resolution Making Appointments to Corporate Authorized Signers for the City of Albertville for the Year 2009, which has been prepared by the City Clerk and submitted by the Finance Director. BACKGROUND: In 2008, the City Council appointed Corporate Authorized signers for the City of Albertville for the Year 2008. Audit practices require the City to update the Corporate Authorized Signers for 2009; therefore prepared the attached resolution for Council's review. KEY ISSUES: It is the City's policy to review, appoint, and approve Resolutions that have been prepared and submitted by the staff. PRACTICES/POLICIES CONSIDERATIONS: It is at the discretion of the Mayor and City Council to review Resolution that have been prepared and submitted by staff. FINANCIAL CONSIDERATIONS: There are no financial considerations as it relates to approval of the Resolution setting the 2009 Appointments to Corporate Authorized Signers. LEGAL ISSUES: In accordance with Council procedures, the Mayor and Council possess the authority to amend the resolution. Respectfully submitted, I ix Larry R. Kruse City Administrator Department/Responsible Person: Finance/Tina Lannes, Finance Director Attachments: DRAFT Resolution No. 2009-002 M:\Public Data\Requests for Council Actions (RCA)\2009\01 05 2009 Finance Res Signers.doc Agenda Item No. 8. L.2. Meeting Date January 5, 2009 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO.2009-002 A RESOLUTION MAKING APPOINTMENTS TO CORPORATE AUTHORIZED SIGNERS FOR THE CITY OF ALBERTVILLE FOR THE YEAR 2009 WHEREAS, it is the policy of the Albertville City Council to make annual appointments to assign individuals as corporate authorized signers for the city government at the beginning of each year. WHEREAS, these individuals are authorized to invest for the city during the year in the best interest of the city. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Albertville, County of Wright, State of Minnesota, establishes the following: 1. That the following persons are appointed by the City Council to serve as the corporate authorized signers for the year 2009: MAYOR: Ron Klecker ACTING MAYOR: Tom Fay CITY ADMINISTRATOR: Larry Kruse FINANCE DIRECTOR: Tina Lannes CITY CLERK: Bridget Miller 2. That such appointment shall take effect on the date thereof and shall continue for the remainder of the year or until such time as a successor is appointed by the City Council. Adopted this 51h day of January 2009 by the City Council of the City of Albertville. Ron Klecker, Mayor Bridget Miller, City Clerk M:\Public Data\Resolutions\2009 Resolutions\draft\R 2009-002 (Appointments of Corporate Signers).doc 24 A,lb£r'tvi lle Mayor and Council Communication s-"T« wdw• eto GW ua. December 30, 2008 SUBJECT: FINANCE DEPARTMENT REPORT RECOMMENDATION: This space on the agenda is reserved for the City Council to consider the Finance Department Accounts Receivable Report, Capital Projects Report and other Financial Matters. BACKGROUND: Space is reserved on the Council agenda to accommodate the Mayor and Council to review and ask questions about the Monthly Finance Reports. ACCOUNTS RECEIVABLE Total accounts receivable outstanding through December 30, 2008 is $109,637.48 The percentage of the total due based on the aging report is as follows: 0-30 days outstanding $76,188.97 69.49% 30-60 days outstanding $ 4,534.83 4.14% 60-90 days outstanding $ 4,077.36 3.72% Over 90 days outstanding $24,836.32 22.65% The majority of the over 90 days outstanding are due to Albertville Holdings, Edina Development, Gold Key, Schuett Group, Terra Development and Towne Lakes. KEY ISSUES: Gold Key and Edina Development outstanding bills may not be collectable Albertville Holdings bill have been turned over to the City Attorney for collection 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. Respectfully submitted, Larry R. Kruse City Administrator Department/Responsible Person: Finance/Tina Lannes, Finance Director Attachments: none M:\Public Data\City Council\Council Packet information\2009\01-05-09\01 05 2009 Finance Report.doc Agenda Item NA..L' .3. Meeting Date January 5, 2009 Mayor and Council Communication - December 30, 2008 Finance Director - Monthly Report Page 2 of 2 Vendor Amount Due 0-30 Days 30-60 days 60-90 days 90 days & Over 152 CLUB $691.18 $500.00 $191.18 ALBERTVILLE HOLDINGS $2,490.13 $2,490.13 BREDEMEIER, ANNE $75.63 $75.63 COBORNS $1,000.00 $1,000.00 COLLYARD GROUP $409.06 $409.06 CPG PARTNERS $95.00 $95.00 DOMINIUM MGMT SERVICES $13,918.75 $13,918.75 DORBOR, MEAIH & JENNEH $106.50 $106.50 EDINA DEVELOPMENT $3,718.33 $1,198.15 $73.10 $2,447.08 FULL MOON SALOON $500.00 $500.00 GEEZ $500.00 $500.00 GOLD KEY $9,713.54 $9,713.54 HACKS $500.00 $500.00 LAKELAND CONSTRUCTION FINANCE $47.50 $47.50 LCI SUPPLY $482.65 $482.65 MERLIN BIRD PROPERTIES $307.50 $307.50 MOMS CLUB $69.40 $69.40 MOSAIC FINE HOMES $107.39 $107.39 NENG, VANG $50.00 $50.00 NIEMEYER TRAILER SALES $2,213.75 $2,213.75 OMANN, CHAD $106.50 $106.50 OTSEGO $50,809.42 $50,809.42 QUALITY TITLE $247.50 $247.50 SCHOELLER, JEFFERY $50.00 $50.00 SCHUETT R/E GROUP $3,108.32 $3,108.32 SHOPPES AT PRAIRIE RUN - FINKEN $748.69 $748.69 SHOPPES AT TOWNE LAKES $608.75 $608.75 SOUN, CHANLOR $107.39 $107.39 STMA - ARENA $360.00 $360.00 TERRA DEVELOPMENT $3,889.02 $1, 740.00 $2,149.02 TOWNE LAKES $11,559.33 $3,277.50 $1,045.00 $2,965.16 $4,271.67 WOODSIDE COMMUNITIES $1,046.25 $1,046.25 Total $109,637.48 $76,188.97 $4,534.83 $4,077.36 $24,836.32 Current 0-30 days $76,188.97 69.49% 30-60 days $4,534.83 4.14% 60-90 days $4,077.36 3.72% over 90 day $24,836.32 22.65% M:\Public Data\City Council\Council Packet information\2009\01-05-09\01 05 2009 Finance Report.doc Agenda Item No. 8.E.3. Meeting Date January 5, 2009 Nibertville s� �ra„x, • m9 awe u►.. Mayor and Council Communication December 29, 2008 SUBJECT: 0 CITY CLERK — 2009 APPOINTMENTS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following motion: Motion approve Resolution No. 2009-001. entitled a Resolution Making Appointments to Certain Offices and Positions within the City of Albertville for the Year 2009 and Re -scheduling City Council meetings that Conflict with Legal Holidays, which a final copy will be printed and signed; the signed copy will be scanned; the electronic scanned version will be kept on file in the office of the City Clerk and serve as the official record. BACKGROUND: Albertville City Council sets the appointments to certain offices and positions held for the upcoming year, along with re -scheduling of City Council meetings that conflict with legal holidays at the first meeting of the New Year. Staff prepared a DRAFT Resolution for Council review at the December 15, 2008 meeting, which there was discussion as to who shall represent Albertville on the various commissions, committees, boards or other areas within Albertville. KEY ISSUES: It is the City's procedure to review, appoint, and approve Resolutions that have been prepared and submitted by the staff. Martin Luther King Day - Monday, January 19, 2009, to Tuesday, January 20, 2009 beginning at 7:00 p.m. • President's Day - Monday, February 16, 2009, to Tuesday, February 17, 2009 beginning at 7:00 p.m. Labor Day - Monday, September 7, 2009, to Tuesday, September 8, 2009 beginning at 7:00 p.m. POLICY/PRACTICES CONSIDERATIONS: It is at the discretion of the Mayor and City Council whether to amend Resolution(s) that have been prepared and submitted should be amended. FINANCIAL CONSIDERATIONS: There are no financial considerations as it relates to the City Council approval of the Resolution setting the 2009 Appointments and re -scheduling City Council meetings that conflict with legal holidays. M:\Public Data\Requests for Council Actions (RCA)\2009\01 05 2009 8-F-1 City clerk Res No 2009-001 RCA.doc Agenda Item No. 8. F.1.. Meeting Date January 5, 2009 7 Mayor and Council Communication — December 29, 2008 City Clerk — Resolution No. 2009-001 Page 2 of 2 LEGAL ISSUES: In accordance with Council practices, the Mayor, Council, and staff members have the ability to amend Resolutions prior to Council approval. Respectfully submitted, -Av�t., Larry R.use�t1 City Administrator Department/Responsible Person: Administration/Bridget Miller, City Clerk Attachments: Resolution No. 2009-001 M:\Public Data\Requests for Council Actions (RCA)\2009\01 05 2009 8-F-1 City clerk Res No 2009-001 RCA.doc Agenda Item No. 8.a' .I.. Meeting Date January 5, 2009 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO.2009-001 A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF ALBERTVILLE FOR THE YEAR 2009 AND RE -SCHEDULING CITY COUNCIL MEETINGS THAT CONFLICT WITH LEGAL HOLIDAYS WHEREAS, it has been the policy of the Albertville City Council to make annual appointments to fill certain offices and positions with the city government at the beginning of each year. NOW, THEREFORE, BE IT RESOLVED that the City Council of Albertville, Minnesota, establishes the following: 1. That the following persons are appointed by the City Council to the following offices and positions for the year 2009: ACTING MAYOR: ANIMAL CONTROL: ASSISTANT WEED INSPECTOR: BOND COUNSEL: CABLE TV BOARD: CITY ATTORNEY: CITY ENGINEER: CITY PLANNER: Tom Fay Monticello Animal Control Tim Guimont Briggs & Morgan Kennedy & Graven Acting Mayor Couri, MacArthur & Ruppe, LPPL Bolton & Menk, Inc. Northwest Associated Consultants M:\Public Data\Resolutions\2009 Resolutions\draft\01 2009 R 2009-001 (Appointments).doc Agenda Item No. S. !' . l.. Meeting Date January 5, 2009 29 City of Albertville County of Wright Resolution No. 2009-001 Page 2 CIVIL DEFENSE DIRECTOR: Fire Chief Tate Mills FINANCIAL ADVISOR: Northland Securities Springsted, Inc. FIRE RELIEF ASSOCIATION Assistant Fire Chief Jay Eull REPRESENTATIVES: Dan Wagner Larry Kruse FIRE DEPT. REPRESENTATIVE / Larry Sorensen PUBLIC SAFETY COMMITTEE: John Vetsch Ron Klecker, Alternate Fire Dept. Representative FAMILY- YOUTH Larry Sorensen COMMUNITY COOPERATIVE: Dan Wagner, Alternate JOINT POWERS WATER BOARD: Ron Klecker Tom Fay Dan Wagner, Alternate LIBRARY (new St. Michael Library): Ron Klecker PARKS & RECREATION COMMITTEE: John Vetsch Larry Sorensen Tim Guimont PERSONNEL COMMITTEE: Ron Klecker Tom Fay PLANNING COMMISSION: Dan Wagner Tom Fay, Alternate M:\Public Data\Resolutions\2009 Resolutions\draft\O1 2009 R 2009-001 (Appointments).doc Agenda Item No. 8.1' . I. . Meeting Date January 5, 2009 30 City of Albertville County of Wright Resolution No. 2009-001 Page 3 PUBLIC WORKS COMMITTEE: Larry Sorensen John Vetsch Tim Guimont OFFICIAL NEWSPAPER: North Crow River News OFFICIAL DEPOSITORIES: Bank of Elk River Dain Rausher FTN Financial Highland Bank LMC 4M Fund Lake Community Bank Northland Securities Premier Bank State Bank of Rogers Wachovia Securities OTSEGO CREEK AUTHORITY: John Vetsch Dan Wagner, Alternate Planning Commission Chair RULES OF PROCEDURE: Robert's Rules of Order STMA ICE ARENA BOARD: Tom Fay Larry Sorensen TAX INCREMENT CONSULTANTS: Briggs & Morgan Kennedy & Graven 2. City staff and/or consultants will attend the council, boards, commissions, and committee meetings as directed by the City Council. Staff who is directed to attend meetings will be compensated based on the City's personnel policies or contractual agreements. Staff who is not directed to attend will not be compensated for their attendance. M:\Public Data\Resolutions\2009 Resolutions\draft\01 2009 R 2009-001 (Appointments).doc Agenda Item No. 8XA. Meeting Date January 5, 2009 31 City of Albertville County of Wright Resolution No. 2009-001 Page 4 3. Change City Council regular meeting dates conflicting with legal holidays as follows: Martin Luther King Day Monday, January 19, 2009, to Tuesday, January 20, 2009, at 7:00 PM President's Day Monday, February 16, 2009, to Tuesday, February 17, 2009, at 7:00 PM Labor Day Monday, September 7, 2009, to Tuesday, September 8, 2009, at 7:00 PM 4. That such appointment shall take effect on the date thereof and shall continue for the remainder of the year or until such time as a successor is appointed by the City Council. Adopted this 5tn day of January 2009 by the City Council of the City of Albertville. Ron Klecker, Mayor Bridget Miller, City Clerk M:\Public Data\Resolutions\2009 Resolutions\draft\01 2009 R 2009-001 (Appointments).doc Agenda Item No. 8 X. L Meeting Date January 5, 2009 32 A,lbertville snWN Toum uvki 81g aty Ufa. MEMORANDUM Date: December 29, 2008 To: City Council From: Larry R. Kruse, City Administrator Re: General Update SENIOR HOUSING TAX INCREMENT FINANCING (TIF) PROPOSAL Northland Securities has been authorized to proceed with the Senior Housing TIF Financial Study. I understand Guardian Angels is making some adjustments to the project, and they will provide key information for the report in mid to late January. STATE AID LOSS The State of Minnesota has notified us that they will not be making the second half of the Market Value Credit payable to us in December 2008 in the amount of $48,436. We will have to work on this to minimize the impact on our reserves. DOWNTOWN LAND TRADE The plat is being reviewed by the County, all property owners have signed and with nearly 20 legal documents to record, City Attorney Couri is working on getting the details in order to record by year-end. WATERMAIN BREAK AND LIFT STATION PROBLEMS Utilities Dept. experienced another watermain break by the Lions Shelter on Main Avenue NE. As usual, John Middendorf and his crew handled the matter nicely, with minimal interruption of service. Besides the watermain break, they had problems with two of the three motors in one of the lift stations. Again, the crew resolved the issues and we now have a backup pump online. HISTORICAL DISPLAY Barb Dhein has inquired about construction of a historical display in the front lobby. Attached to my report is a quote from Vetsch Custom Cabinets in the amount if $1,422 to modify the cabinet, which is to be paid for through donations. I-94 INTERCHANGE APPROVAL Mark Dierling reported that the MNDOT District Engineer signed our Layout approval and it is going to MNDOT Central Office for a final signature. I have requested they prepare an estimate for cost to develop plans and specifications to bid the westerly I-94 phase. M:\Public Data\City Administrator\2009\12-28-2008 City Admin Report.doc Agenda Item No. 0.K. L Meeting Date January 5, 2009 33 Monday, December 22, 2008 Proposal Page 1 of 2 Bid Key: 3983 ID: Historical Artifacts Display Cabinet Bid Date: 12/10/08 Client: Albertville City Hal Albertville, MN 55301 Home Phone: Work Phone: Cell Phone: Fax: Type: Remodel We hereby submit specifications and estimates : Cabinets Description Quantity Glass Door Frame; 18"-30" Tall, Birch - Paint Grade 4 Description Quantity Trim #23 Special Trim 8 Description Quantity 31 in. tall, Wall Cabinet - Hardwood Veneer Interior, 78 Miscellaneous Description Quantity H 8704-G9 Dbl Demountable Hinge Pair 4 Locks at Doors 2 Glass Shelves; 1/4" Clear 15 Vetsch Custom Cabinets 5850 Barthel Industrial Drive Suite 101 P.O. Box 320 Albertville, MN 55301 Phone: (763) 497-3060 Fax: (763) 497-3463 Specifications: Provided framed Poplar cabinet with Poplar Veneer Interior, 4 adjustable 114" clear glass shelves, double demountable hinges, 112" overlay doors with 118" clear glass panels and 2 locks. Cabinet to be finished to match existing stained interior doors and installed. We propose hereby to furnish material and Labor - complete in accordance with attached and or above specifications, for the sum of: �'e� I--- C Totals: Cabinets $873.10 Cabinetry Install $135.00 Cabinetry Stain Finish $195.00 Cabinetry Paint Finish $0.00 Counter Tops $0.00 Bath Counter Tops $0.00 Vanity Counter Tops $0.00 Counter Top Install $0.00 Miscellaneous $218.90 Extra Items $0.00 Sales Tax $0.00 Payment Terms as Follows: 50.00% Deposit $711.00 50.00% Installation Completion $711.00 Vetsch Custom Cabinets � CEi Date Date This proposal will be valid for 30 days Customer 35 76 1/2 r< 361/4 361/4 2 2 0) City Hall 0) City Hall Scale: Approved by: Drawn by: Karen Date: 12/10/18 Revised: Vetoch Custom Cabinets Historical Artifacts Piop. Drawing number: T