City of Waverly Minutes

January 11, 2005 Regular Session Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, January 11, 2005 in the council chambers of Waverly City Hall. Those in attendance were Mayor Bush, Clerk Ryks, and Council Members: Olson, Hausladen, and Antil Council Member Henry-Neaton was absent. Agenda The agenda was approved as presented by a consensus of the council members. 2005 Appointments Deb Hausladen will assume Ken Hausladen‚s position on all committees except for the Streets Commission. Gary Olson will assume the position of Street Commissioner. Motion by Antil, seconded by Hausladen to adopt the 2005 appointments. Carried 4-0. (a copy of the 2005 Appointments list is attached to the minutes as attachment #1) Fee Schedule-2005 The 2005 Fee Schedule was presented for review by the council. The utility rate changes approved at the December council meeting were amended on the fee schedule as well as the salary changes adopted by the council. The flat rate sewer for the lake area was increased by 3%. Jim Woitalla questioned the amount of the increase for the lake area sewer. The original flat rate was established a few years ago and subsequent rate increases have been calculated at the percentage rate that other rates were increased. The rate establishment includes operation and maintenance costs. Motion by Antil, seconded by Olson to adopt the 2005 fee schedule as presented. Carried 4-0. (a copy of the 2005 Fee Schedule is attached to the minutes as attachment #2) Joint Resolutions for Orderly Annexation The draft joint resolutions for orderly annexation for the Lachermeier property and the Creative Development property (Alan Raitor land) were presented for review by the council. The council will review the language included in the resolutions prior to the February 8, 2005 council meeting. A joint meeting will need to be scheduled with Woodland Township to discuss the agreements for annexation. Waverly Fire Department The council will meet with the Waverly Fire Department to discuss a future merger with the city and building acquisition. Fire Department Representative Rick Ragan informed the council that there is a building committee that consists of fire department members that will be meeting in the next few weeks. The city is currently looking at purchasing industrial land for a future maintenance facility/city office building.. The city and Waverly Fire Department Inc. need to discuss the options for purchase of the existing maintenance/city office/fire station building. Clerk Ryks will forward a copy of the appraisal for the existing building to the Fire Department for their review. The Fire Committee will schedule a meeting in the near future to discuss a possible future merger between the city and fire department and the City Attorney will be notified to attend the meeting to explain the requirements for dissolution of the independent status of the fire department. City Engineer‚s Report Engineer Glienke presented a recommendation to the council to create a utility oversizing policy. The policy would provide oversizing credits to developers when the city requests deeper/larger utility lines be installed for future growth. A credit to developer‚s trunk area fees would be issued rather than the city installing deeper/larger lines within specific areas. Motion by Olson, seconded by Antil to adopt the proposed utility oversizing policy as recommended by City Engineer Glienke. Carried 4-0. Engineer Glienke prepared a recommendation for the city to prohibit floor drain installation in residential garages. The Planning Commission also formulated a recommendation to the council to prohibit floor drains in residential garages. The reason for the restriction on floor drain installation is that the Commissioners do not want to daylight drainage into the storm sewer and lake. It would also be difficult to regulate the installation of waste traps in the floor drains. The council discussed the establishment of an effective date for the policy since there are existing floor drains within residential garages within the city. Council Member Hausladen suggested that the matter be carried over to the February 4, 2005 council work session to be discussed with Building Inpsector Beckfeld. Motion by Antil, seconded by Hausladen to table the discussion on residential floor drain installation until the February 4, 2005 Work Session. Carried 4-0. Minutes The minutes of the December 1, 2004 Truth in Taxation hearing were presented for approval. Motion by Olson, seconded by Hausladen to approve the December 1, 2004 Truth in Taxation hearing minutes as presented. Carried 4-0. The minutes of the December 10, 2004 Work Session were presented for approval. Motion by Antil, seconded by Hausladen to approve the December 10, 2004 Work Session minutes as presented. Carried 4-0. The minutes of the December 14, 2004 Regular Session were presented for approval. Motion by Hausladen, seconded by Antil to approve the December 14, 2004 Regular Session minutes as presented. Carried 4-0. The minutes of the December 30, 2004 Special Session were presented for approval. Motion by Olson, seconded by Antil to approve the minutes of December 30, 2004 as presented. Carried 4-0. Accounts Payable Motion by Antil, seconded by Hausladen to approve the accounts payable in the amount of $162,223.22. Carried 4-0. Maintenance Report Maintenance Supervisor John Rassat reported that he obtained a price for a 68‰sweeper attachment for the bobcat. The price for the sweeper attachment is $2,942. Motion by Antil, seconded by Hausladen to authorize the purchase of the 68‰ sweeper attachment for the bobcat in the amount of $2,942. Carried 4-0. The sweeper will allow the Maintenance Department to sweep sidewalks and parking lots prior to street sweeping. The Wright County „Sentence to Serve‰ workers are currently working on cleaning the Waverly Village Hall. The workers are willing to paint the inside of the building for free labor. The only cost to the city would be the cost of the paint. Rassat does not think the painting is necessary at this point in time since all the walls have been washed and cleaned. Rassat provided a preliminary cost estimate to the council on the cost of a new city facility including city offices and maintenance department. RAM Buildings provided a cost estimate of $35 per square foot for the maintenance shop and $55 per square foot for the offices. This cost would include all construction and interior for a „turn the key‰ price. Rassat visited the new Woodland Township facility. The building size of Woodland‚s facility is 60‚ x 100‚. Rassat proposed a new Waverly City Office/Maintenance facility building size of 66‚ x 120‚. The proposed building facility would include council chambers/kitchen, bathrooms, three offices with an area of 3,240 square feet. This would be the equivalent of twice the area that is available at the current facility. The shop area would be approximately 4,680 square feet in floor area. The city would have expansion space on the proposed lot with the building being centered on the 280‚ x 420‚ lot. The estimated cost of the facility is $800,000 including the land purchase. The estimated cost includes site preparation, architect/professional fees. This proposal reflects a15 year plan for the building. Rassat spoke with representatives from the townships regarding their recent building projects. The township representatives recommended that an architect be hired so that the prices and items are set. This avoids problems during construction. Parks Superintendent Jim Woitalla reported that the skating rink is temporarily closed due to frozen snow on the ice. The Montrose-Waverly Chamber of Commerce is requesting to utilize the park building for serving food during the Ice Festival scheduled for January 29, 2005. The council approved of the building use by the Chamber of Commerce for the Ice Festival event. Planning Commission Report Adrian Duske was present at the meeting to give the Planning and Zoning Report. Duske reported that Ken Anderson, Lumber One was present at the January 6, 2005 Planning Commission meeting present a concept plan for a portion of the property owned by Brad Paumen. The plan would consist of residential development in cooperation with the first time homebuyers program. Small lot sizes are proposed. An alleyway is being proposed for access to garages. The Planning Commission tabled this item for feedback from the Maintenance Department and City Council. The Planning Commission would like to see larger lot sizes in the residential plans. Lumber One‚s proposal is based on financing through the „Building Better Neighborhoods Program‰. The council members stated that they are not interested in additional starter home developments within the city. They do not believe that this type of development is consistent with the other developments in the city. Other developers have been asked to increase lot sizes and it would not be favorable to approve a development with reduced lot sizes. The consensus of the council was that they are not interested in this style of development. The point was made that the land is currently zoned industrial and has not been proposed for rezoning. The industrial land is needed in this area and the council is not in favor of rezoning the property. Duske reported that a public Hearing was held on January 6, 2005 to consider the preliminary plat submitted for the Spring Meadows development. City Engineer Barry Glienke submitted comments on the plat submission. The preliminary plat recommendation was tabled until the developer meets the conditions addressed in the City Engineer‚s comments. The issue of naming streets in development plats was discussed. It was previously suggested that the city select street names and utilize the names of Waverly veterans. Direction is needed in this process as far as which names to start with, alphabetically or in coordination with each specific time of service, particular military service in World War I, etc. Clerk Ryks also brought up the concern about using the names of veterans and whether relatives of long time residents that did not serve in the military would request that their family names be used for street names. Council Member Olson also stated that the addressing should be based on a grid system with avenues running in a northerly-southerly direction and streets running in a westerly-easterly direction. The council requested that a Subcommittee of the Planning Commission work on a grid system for addressing and develop a plan for the use of veterans names for new streets. The subcommittee should report back to the council with a recommendation for the adoption of a street naming and addressing policy. Duske also reported that the Planning Commission approved of the writing of a letter to the newspaper supporting the learning levy for the HLWW School District. The action was based upon the fact that if the community does not have a solid school district, there will be nothing to plan for in the community. Community planning will be affected directly in relation to the strength of the school district. The council will discuss the writing of a similar letter on behalf of the city at the February Council meeting. Economic Development Authority Bob Winters was present at the meeting to give the monthly Economic Development Authority report. Winters reported that the board discussed purchasing a 2.7 acre parcel of land from Stevens Well Drilling. The EDA would like a letter from the city regarding the intended use of the property for financing purposes and for submission to Stevens Well Drilling representatives. Council Member Antil informed Winters that he recently spoke with Scott Lapham, the realtor for Stevens Well Drilling and Stevens has agreed to install the road and infrastructure this year if the city proceeds with the purchase of the land. Ehlers & Associates was authorized by the council at the January 7, 2005 work session to begin working on the paperwork for the lease purchase financing for the land purchase. Park Commission Parks Superintendent Jim Woitalla reported that the Park Commission is currently working on park planning for the Carrigan Estates park. They are currently discussing a plan for a gazebo structure with Richard Stommes, Natural Balance Nursery as well as Roger Remer Masonry to obtain firm pricing on a structure. The Park Commissioners want to develop the Carrigan Estates Park in the vicinity of the new water tower as soon as possible. Woitalla reported that Dannette Painschab will be giving up the Park Commission Secretary position. Previously, the Commissioners discussed the position of Secretary/Alternate member with an interested resident. The individual had previously been one of the candidates for the vacant position on the Park Board which has been filled by Ryan DeMars. The individual may not be able to accept the position at the current time as her work schedule has changed. The Park Commission would like the council to create the position of Park Commission Secretary/Alternate Member. Currently the Park Commission only addresses the election of a member as Secretary. The Secretary position has a salary of $50 per month which is paid with quarterly payroll. The individual acting as the Secretary/Alternate member would only qualify for per meeting compensation when acting as an alternate member due to the lack of a quorum. The Secretary salary would be paid but alternate membership would not qualify for the monthly base salary. Motion by Olson, seconded by Antil to create the position of Secretary/Alternate Member with a salary as discussed. Carried 4-0. The Park Commissioners will speak with the individual that expressed an interest in the position prior to posting the position. The Park Commission will be meeting with Creative Development regarding the preliminary plat submitted for Spring Meadows on January 12, 2005. City Engineer Glienke will attend the meeting. Community Liaison The community liaison will be busy with new resident visits during the next few months. Wright Co Surveyor-Aerial Photography Program The city is not interested in participating in an aerial photography program since the city has obtained its own aerial photos. MLS Report Motion by Olson, seconded by Hausladen to adopt the December, 2004 Municipal Liquor Store report. Carried 4-0. It was noted that sales increased in 2004 even though it was a difficult year with construction and renovation of the off sale. City Attorney Meeting Attendance It was decided that rather than setting up a quarterly schedule with the City Attorney for council meeting attendance that the attorney will be invited to meetings as necessary and committees will utilize the city attorney as needed. Acknowledgements There were no acknowledgements or recognition offered at the meeting. Adjournment Motion by Antil, seconded by Hausladen to adjourn the meeting at 8:05 p.m. Carried 4-0. _______________________ ________________________ Deborah Ryks, Clerk Charles Bush, Mayor

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