City of Waverly Minutes
February 12, 2008
Regular Session
Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, February 12, 2008 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Debbie Ryks, and Council Members: Ken Antil, Deb Hausladen, Pam Henry-Neaton, and Gary Olson.
Agenda
Motion by Gary Olson, seconded by Ken Antil to approve the agenda as presented. Carried 5-0.
Barry Glienke-Bolton & Menk
Barry Glienke, Bolton & Menk, Inc. was present at the meeting to give the City Engineer’s report.
The adoption of 2008 water and sewer rates was tabled from the January 8, 2008 council meeting. Glienke presented two scenarios and amended spreadsheets reflecting the projection of 0 new homes until 2010. There was data presented showing the rates needed to make bond payments with transfers from the water fund to the sewer fund and without transfers between the funds. Scenario one (with transfers) proposes an increase to the sewer rate to $5.81/1000 gallons used plus $19.35 quarterly base rate with an annual transfer of $91,000 from the water fund. Water rates would need to be raised as well based on the new projections for 0 new homes. Water rates are proposed to be increased to $6.15/1000 gallons used plus a quarterly base rate of $27.27.
Storm sewer rates are proposed to increase to $10.50 per quarter for residential customers and $37.50 for commercial customers.
Water and sewer area connection fees are proposed to increase to $2,982 for new water hook ups and $5,200 for new sewer hook ups. Trunk area fees paid by developers for new subdivision plats are proposed to increase to $2,850 for sanitary sewer, $875 for watermain, and $775 for storm sewer.
Scenario two (without transfers) proposes a sewer rate increase to $8.63/1000 gallons used plus a quarterly base fee of $22.89. Water rates are proposed to be raised to $4.92/1000 gallons used plus a quarterly base fee of $21.81. Well capacity is adequate for 2-3 years due to the reduction in new home starts.
Motion by Gary Olson, seconded by Ken Antil to adopt scenario one and review in 2 years to determine whether a utility rate adjustment is needed. Carried 5-0.
Rob Beckfeld-January Building Inspection Report
One new building permit for new home construction is pending. The builder is waiting for his contractors license to be issued. State guidelines require that unlicensed contractors may build one home every 24 months. The builder constructed a new home approximately one year ago.
Beckfeld reported that he will be expiring 8 unfinished home construction permits on Cologne Lane. It has been determined that the builder has gone out of business. The financial institutions should be notifying Beckfeld of loan defaults. The buyers or financial institution will need to apply for new building permits to continue the construction work. The building fees will be charged on the new permits due to expiration of the original permits but the water and sewer hook up fees will not be charged twice.
Beckfeld stated that Metro West Inspection Services has cut staff hours due to slow activity. Water is installed in many of the abandoned homes and water service is being shut off by city staff by request.
Currently, Beckfeld is following up on 2006 building permits for final inspections.
Mayor Ken Hausladen asked about the removal of dumpsters and personal items on private properties in which the homes have been abandoned. Rob Beckfeld stated that the homes are in between ownership due to bank foreclosure. Once the bank takes over the properties, they become responsible for the property clean up. Beckfeld will notify the bank on these specific properties regarding clean up and dumpster removal.
MLS Report-January
The Profit and Loss report for the month of January 2008 shows a loss of $7,218.33 for the month. January is typically a slow month for sales at the liquor store. Mayor Ken Hausladen would like to see a report based on 2007 figures with on sale and off sale broken out. The actual loss experienced for the month of January exceeds the budget in the report presented to the council.
Motion by Pam Henry-Neaton, seconded by Deb Hausladen to adopt the January 2008 Profit and Loss Report. Carried 5-0.
The requested cost breakdown should be presented next month.
Parks Commission-Ryan DeMars
Chairman Ryan DeMars was present at the meeting to give the monthly report. He reported that prices were received for the installation of a 35’ x 35’ basketball court in the Carrigan Meadows Park. A bituminous court was priced at $6,000 and a concrete court was priced at $4,900. A solid bid is being requested from Roger Remer rather than an estimate. The Park Commission wants to conduct measuring efforts to determine the space between the homes and park area. The proposed basketball court is for recreational basket shooting, not tournament playing. It could be expanded in the future. One Park member suggested the specified size after viewing a comparable one in a Buffalo park. The council would be interested in having the Parks Department obtain a price for a larger basketball court (half court regulation). There is $28,000 in the Carrigan Meadows park fund.
Recently, the council authorized a change in the Park Board structure as far as membership requirements for the board. The Park Commissioners have requested that if the council is considering major changes in the Park Board structure, that discussion be held with the Park Board members first.
The Park Board discussed paving block specifications for memorial dedication. Dave Remer will attend the next meeting to discuss ideas relative to memorials.
Waverly Lions members inquired about the development of a baseball field in the future Douglas farm subdivision. Mayor Ken Hausladen provided information about baseball field specifications to the Park Commissioners.
Cathy Thisius submitted a letter advising the council that she is interested in renewing her term on the Park Commission. The position term expired on December 31, 2007 but was extended to March 1, 2008.
The Park Commission submitted a Recommendation for the appointment of Cathy Thisius for a three year term. The new term would expire on December 31, 2010.
Motion by Ken Antil, seconded by Deb Hausladen to approve the appointment of Cathy Thisius as recommended by the Park Commission. Carried 5-0.
Maintenance Supervisor John Rassat presented the written Memorial bench guidelines. The specified locations will be determined in the near future. City Engineer Barry Glienke is working on a trail/park map that will be used to specify desired bench locations. Engraving will be done at the donor’s expense with the family’s choice of engraving. John Rassat will direct the order for engraving.
Motion by Pam Henry-Neaton, seconded by Deb Hausladen to accept the guidelines as amended for memorial bench dedication. Carried 5-0.
Planning Commission Report
The January 17, 2008 Planning Commission minutes were reviewed.
Motion by Pam Henry-Neaton, seconded by Ken Antil to adopt the minutes. Carried 5-0.
Mayor Ken Hausladen asked that the Planning Commissioners review the requirement in the Zoning Ordinance for 25% impervious surface coverage. This has been a common issue related to zoning requests.
The Planning Commissioners submitted a Recommendation to appoint Connie Holmes to the Planning Commission. There is currently one vacancy. A letter of interest was received from Ketih Harris in addition to the one received from Connie Holmes. The Planning Commissioners have recommended Connie Holmes for the position because she attended the Planning Commission meeting and participated in an interview. Keith Harris did not appear in front of the Planning Commissioners to apply for the position. Motion by Ken Antil, seconded by Deb Hausladen to appoint Connie Holmes to the Planning Commission with a term expiring on December 31, 2009. Carried 5-0.
A Recommendation was made to renew the term of office of Adrian Duske. A letter of interest was received from Duske relative to renewal of his existing term. Motion by Gary Olson, seconded by Pam Henry-Neaton to reappoint Adrian Duske for a three year term with a new term expiration date of December 31, 2010.. Carried 5-0.
Mayor Ken Hausladen asked about the status of the proposed Rental Ordinance that the Planning Commissioners have been working on over the last few months. Clerk Ryks will advise Secretary Mary Johnson to inform the Planning Commissioners that the council would like to review the draft ordinance for rental properties.
Mayor Ken Hausladen pointed out that the monthly meeting of the Planning Commission was not held in December and that in accordance with city ordinance the Planning Commission should meet on a monthly basis.
Economic Development Authority
President John Konrath was present at the meeting to give the monthly report.
The January 22, 2008 minutes were reviewed.
Konrath reported that there was a quorum problem in January and Ken Hausladen served in the capacity of alternate member. Promotional ideas were discussed for the development open house event. There are currently two position openings on the Board. Connie Holmes applied for and was suggested by the Commissioners for appointment to the EDA. A representative of the Montrose-Waverly Chamber of Commerce was present at the January 22, 2008 meeting to inquire about connecting with the city and working together on projects.
Motion by Ken Antil, seconded by Deb Hauslden to accept the January 22, 2008 minutes. Carried 5-0.
Motion by Deb Hausladen, seconded by Gary Olson to appoint Connie Holmes to the EDA with the term expiring on December 31, 2009. Carried 5-0.
Keith Harris will be invited to the next EDA meeting to discuss potential membership.
Maintenance Report-John Rassat
Maintenance Supervisor John Rassat reported that the tree spade will be traded in to Farm Rite Equipment for a set of forks, auger and mounting kit, and two tires for the bobcat. It will be an even trade with no money to be exchanged.
He reported that Maintenance staff is building picnic tables to be placed in various park areas throughout the city.
Rassat informed the council that he and Greg Pawelk will be attending the annual Water/Wastewater Conference on March 4-6. Pawelk will take the water certification exam on March 6.
Sheriff’s Department
Wright County Sheriff Deputies Ludke and Adams were present at the meeting. They are both new to the Waverly area. They reported that warnings are being issued to violators of the parking signs on Summerfield Drive adjacent to the All American Grill and Brewhouse restaurant. If the parking violations continue, citations will be issued.
Minutes
The January 8, 2008 Regular Session minutes were presented for approval.
A change was proposed by Clerk Ryks to amend the minutes with a signature line for Office Assistant Lori Jones rather than Clerk Deborah Ryks since Jones substituted for Ryks at the council meeting.
Motion by Ken Antil, seconded by Deb Hausladen to approve the minutes of the January 8, 2008 Regular Session with the changed proposed by Clerk Ryks for signature by Office Assistant Lori Jones. Carried 5-0.
Accounts Payable
The accounts payable was presented in the amount of $215,120.37. The paid checks total is $43,820.87. The claims to be paid totals $50,524.50. A bond wire transfer was made in the amount of $120,775.
Motion by Pam Henry-Neaton, seconded by Gary Olson to approve the accounts payable in the amount of $215,120.37. Carried 5-0.
Welcome Packet Report
Deb Hausladen reported that there were 3 packets delivered last month. The current city newsletter will be added to the welcome packet materials.
High Speed Internet
High speed internet through Comcast is scheduled to be installed on February 13, 2008 to serve four computers in the city office. Due to a special being offered by Comcast, Clerk Ryks authorized the order for the service after polling council members. There is no installation cost and the monthly service is $59 per month with a two year agreement.
Image-tek-Electronic Document Storage
A proposal was received from Image-tek to join a cooperative for electronic document storage. The council members have some questions and would like to see a presentation. Clerk Ryks will set up a meeting to hear a presentation for the electronic storage proposal.
MCFOA Conference
The annual Municipal Clerks and Finance Officers Association Conference is being held on March 12-14 in Alexandria. The council would like Clerk Ryks to attend the conference as the training is very beneficial to the city. Clerk Ryks stated that she would be absent for the March 11, 2008 council meeting since she would be driving to Alexandria for the conference. Clerk Ryks will ask Office Assistant Lori Jones to attend the council meeting since she will be absent.
Tax Anticipation Note
A $240,000 Tax Anticipation Note was completed with Citizens State Bank of Waverly. This was needed for cash flow purposes prior to the receipt of tax settlements. The note will become due on April 1, 2009.
Repayment plans will need to be discussed during the coming year.
Clean up Day
The council suggested that Maintenance Supervisor Rassat attempt to schedule the clean up day event for the last weekend in April. The event was tentatively scheduled for Saturday, April 26, 2008 during the hours of 7am-11am. The event will need to be coordinated with Karels Brothers and Mumford Sanitation.
The council asked Jennifer Gallus to ask the Herald Journal about coordinating the city wide garage sales to take place prior to the city wide clean up.
Mayor Ken Hausladen informed the council that the Economic Development Authority wanted to schedule the development open house event with city wide clean up day to take advantage of the public attending the open house after participation in the clean up day event. The nature of the event and public participation in the development open house event needs to be discussed by the EDA. The day spring clean up may not be the most appropriate time to hold the open house. The EDA will need to determine if exhibit booths will be included in the open house event and if the event should be held on the weekend to make it easier for the public to attend. Advertising of the event should be discussed as well. This matter will be referred back to the EDA.
The Enabling Resolution for the creation of the EDA included a membership requirement that one member is a Planning Commission member. This requirement has been discussed previously and should be removed. The EDA membership will consist of a seven member board with two council members serving as Board members in accordance with Minnesota Statutes. There will be five citizen at large members.
In accordance with Minnesota Statutes, a public hearing is required to modify the Enabling Resolution. The council decided to schedule a public hearing at the March 11, 2008 council meeting.
City Newsletter
A city Newsletter was not sent out in January due to the work load in the office. The council requested that Clerk Ryks have a draft Newsletter ready for review at the March 11, 2008 council meeting. Spring Clean up Day information and spring general city information will be included in the Newsletter.
Automating Utility Billings
Mayor Ken Hausladen asked for consideration of automating utility billings in cooperation with the Citizens State Bank of Waverly.. The bank would process payments through checking account debits. The City Clerk would need to send the utility billing information to the bank. The bank would not charge the city a fee for this service. Clerk Ryks stated that there may be an additional module needed for the utility billing system to automate payments. Billing would be changed to a monthly period. Maintenance Supervisor John Rassat stated that this would be difficult to manage with meter reading due to time concerns and limited staff. Mayor Ken Hausladen thought that the automation would save on postage and bill card supply expenses. Wright County Commissioner Jack Russek stated that he is on an automated billing system with the City of Delano. A paper bill summary and payment record is mailed to automated customers. He also stated that an authorization needs to be signed by customers to be on the automated plan.
The City of Montrose is looking at changing to automation. Council Member Pam Henry-Neaton stated that the City of Waverly may want to wait on changing to automated billing until after Montrose has used the system.
This item will be placed on hold for the time being. It may be considered within the next two years.
Other Business
Council Member Gary Olson informed the council that Lakedale Telecommunications was purchased by Iowa Telecommunications. Staff and services will remain unchanged.
Jack Russek will forward Waverly’s request for a speed study of CSAH 8, south of highway 12 to the Wright County Board. Russek will also check on the stop sign removal on the curve on the new CSAH 9, formerly Atlantic Avenue.
Clerk Ryks stated that the Board of Review assessment hearing has been scheduled for April 17, 2008 at 6:30 p.m.. Planning and Zoning is scheduled to meet at 7pm that evening. The Planning Commissioners will be asked to delay their meeting start time to 7:30 p..m. on April 17, 2008 due to the Board of Review meeting.
A letter was received from Woodland Township regarding the renewal of the maintenance agreement on Emerson Avenue. An invoice for 2007 maintenance was received. The council authorized payment of the invoice as cost sharing of Emerson Avenue maintenance was agreed to with the annexation of the property adjacent to the road. City Maintenance crews do not have the appropriate equipment to maintain gravel roads. A meeting will be scheduled to renew the agreement. Clerk Ryks will contact Gloria Janikula, Woodland Clerk to set up a meeting at their facility. A meeting date will be scheduled and Clerk Ryks will advise the council of the date and time of the meeting.
Council Member Henry-Neaton reported that the relocation to the new HLWW High School will take place tomorrow. An open house event is scheduled for March 1.
Recognition/Acknowledgements/Announcements
A “thank you” card was received from the Waverly Lions for assistance with the Fish Fry event. The Waverly Lions Club was acknowledged for the fish fry event. The Montrose-Waverly Chamber of Commerce was acknowledged for the Ice Festival event including the fishing contest.
Adjournment
Motion by Pam Henry-Neaton, seconded by Gary Olson to adjourn the meeting at 8:45 p.m. Carried 5-0.
________________________ __________________________
Deborah Ryks, Clerk Ken Hausladen, Mayor
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