City of Waverly Minutes

CITY OF WAVERLY CITY COUNCIL MINUTES February 13, 2007 Regular Session Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, February 13, 2007 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Debbie Ryks, and Council Members: Ken Antil, Gary Olson, Pam Henry-Neaton, and Deb Hausladen. Agenda Motion by Olson, seconded by Antil to approve the agenda as presented. Carried 5-0. Dan Kelleher-Request for Annexation Dan Kelleher, 6771 County Road 8 SW, Waverly, Minnesota was present at the meeting to request annexation from Woodland Township. Currently, the Kellehers own two parcels. Their present residence is located on the main parcel which is 4.06 acres in size. A vacant parcel was purchased by the Kellehers and is 2.01 acres in size. The Kellehers plan on selling their home and would like to subdivide their property into three two acre parcels. They plan to retain one two acre parcel for future relocation back to Waverly. City Engineer Glienke stated that the buyers of the existing home would not be required to connect to city utilities upon annexation. If a new residence is built in the future on the vacant parcel, utility connection would be required. Engineer Glienke also informed Kelleher that the Wright County Highway Department may be strict with allowing an additional driveway access to the property. It was suggested that Kelleher contact Wright County to request an access from CSAH 8. The next step in the procedure includes contacting the Woodland Township Clerk to determine whether a joint meeting is necessary. If a joint meeting is waived, the township clerk will provide the financial calculation for payment to the township. A resolution will then be drawn up by the City Attorney. Motion by Antil, seconded by Henry-Neaton to proceed with the annexation proceeding as requested by Dan Kelleher. Carried 5-0. Rob Beckfeld-Building Inspection Report Mayor Hausladen inquired about erosion control inspection procedures as there is currently a home being constructed at 604 Frankfort Way that is non-compliant with silt fencing and driveway access standards. Beckfeld suggested that an erosion control site inspection be done prior to construction work at work sites for new construction permits. A $50 permit fee for the inspection would be included on the building permit application. City Engineer Glienke will develop the erosion control procedure for the building permit packet distributed by the City Clerk. The Clerk will alert builders upon application for new construction permits. Inspector Beckfeld will schedule appointments for the site inspections directly with the building permit applicants. Motion by Antil, seconded by Olson to begin the site inspection procedure for new construction. Carried 5-0. Presently, Beckfeld is conducting follow ups on permits that were issued in 2005 and have not been closed out. Beckfeld will expire permits that upon forwarding a letter to the homeowner that no response is received. New permits are required on expired permits to continue previous work. Beckfeld is patient with the closeout process and will not expire a permit unless there has been no contact from the owner for a specified period of time. Beckfeld asked if the council was interested in having him attend council meetings monthly during the winter season or if he could attend on an alternate schedule of every other month. It was decided that Beckfeld will submit a written report each month for the council to review. The council agreed that Beckfeld would not attend the council meeting in March but would submit a written report. Beckfeld will attend the council meeting in April. Municipal Liquor Store Report The financial report for the Municipal Liquor Store was presented for the month of January 2007. Motion by Henry-Neaton, seconded by Hausladen to approve the January report as presented. Carried 5-0. Council Member Henry-Neaton requested that the budget formulated by liquor store staff for 2007 operations be presented at the March council meeting. The council should review the finances and whether projected receipts are adequate to meet expenses. City Engineer’s Report City Engineer Glienke presented Pay Estimate #1 for the Test Well Project from Traut Well in the amount of $18,183.00. The contractor moved locations from the original test drill to accommodate a 45 foot formation. The contractor is measuring for a third hole for a future well location. The test pumping will be done tomorrow. Motion by Olson, seconded by Antil to approve Pay Est #1 in the amount of $18,183.00 to Traut Well. Carried 5-0. The Final Pay Estimate for the CSAH 9 for Randy Kramer Excavating in the amount of $20,189.71 was presented. The final payment will constitute the beginning of the two year warranty period. Motion by Antil, seconded by Henry-Neaton to authorize payment to Randy Kramer Excavating in the amount of $20,189.71 for the CSAH 9 project. Carried 5-0. Final reimbursement for the CSAH 9 project is pending from Wright County. Engineer Glienke presented Pay Estimate #7 for the East Carrigan Lake Utility Extension Project in the amount of $23,821.80 to Kuechle Underground. Motion by Olson, seconded by Antil to approve payment to Kuechle Underground in the amount of $23,821.80 for the East Carrigan Lake Utility Extension Project.. Carried 5-0. Mayor Ken Hausladen asked that Engineer Glienke verify the balance in bonded projects less trunk area fees received. Park Commission Report Parks Superintendent Jim Woitalla reported that the Park Commissioners would like rental income from the Legion Park Pavilion allocated to the park project fund instead of the general fund. Discussion was held regarding the allocation amounts to specific park developments within the park projects fund. The general parks portion of the fund is behind due to payment for the Legion Park improvement project. The only revenues allocated to general parks are charitable gambling contributions and park development fees paid in existing areas of the city that have not been developed. There was $20,000 levied for the park projects fund for collection with 2007 taxes for funding of the Legion Park project. The maintenance costs for city parks are paid from the general fund. There was $20,000 levied for 2007 tax collections for the general fund-parks. Motion by D. Hausladen, seconded by Olson to allocate rental income to the park project fund. Carried 4-1. Opposed: Henry-Neaton. Woitalla reported that the Park Commissioners discussed the development of Waverly Terrace Park. Previously, Maintenance Supervisor John Rassat informed the council that residential complaints were received regarding the wildflower plantings at the park. The Park Board Members have not heard complaints from residents regarding the wildflower park. One Park Board Members resides in this area and has not heard neighbors complain about the park. At this time the Park Commissioners decided that the plans for the park would proceed with the development of a small, sitting park with picnic tables, benches, and small amenities. It was decided that the plantings would be cleaned up with trimming to allow a better lake view. It was determined that a hearing would not be necessary. The Park Commissioners would like to conduct a discussion with Ken Antil, Council Member Ex-Officio to the Park Board regarding the budget for park projects and the availability of funds for each park. The Commissioners discussed utilizing the City of Waverly Web site for information on park developments. Mayor Ken Hausladen suggested that the City of Watertown web site be looked at as it has a section devoted to park amenities. Planning Commission Report The January 18, 2007 Planning Commission minutes were reviewed. Council Member Pam Henry-Neaton asked about the section in the minutes referring to the Mayor’s Report given by Council Member Ken Antil regarding the possibility of the construction of a new fire station on the land owned by the Waverly Economic Development Authority. This issue had not been discussed at a council meeting. Council Member Ken Antil informed Henry-Neaton that he reported on this as a possible option for the Waverly Economic Development Authority to bond for a fire station facility with the Waverly Fire Department making payments to the EDA to cover bond payments. The city would remain in the existing building and acquire the building space in the fire station. Mayor Ken Hausladen requested that the Mayor’s Report be changed to Council Report in future minutes. Clerk Ryks asked if the wording in the minutes needed to be changed. Henry-Neaton left this up to Council Member Antil as he gave the report to the Planning Commission. The Planning Commission completed the draft Recreational Motor Vehicle Ordinance. The Commissioners used the City of Buffalo Ordinance as a sample. The new text replaces the current ordinance. Motion by Olson, seconded by Antil to approve the ordinance amendment to the Recreational Motor Vehicle ordinance. Carried 5-0. The text will be put in ordinance format by Clerk Ryks and numbered prior to publication. Mayor Ken Hausladen reported that the League of Minnesota Cities Leadership Conference for Experienced Officials Conference he attended stressed the importance of cities having a complete Comprehensive Plan. Currently, Waverly has parts of a comprehensive plan but not a full plan. Hausladen suggested that the council speak with a planning firm to develop a comprehensive plan later this year to obtain a cost for 2008 budgeting. City Engineer Glienke stated that the comprehensive plan is needed as a guideline for developers. The plan would address land use, transportation, and utilities. In the future the comprensive plan could be expanded into an AUAR plan to increase developer’s charges for road enhancements. The project would be a two year process. Glienke suggested that Northwest Associates could be contacted to give a presentation to the council. This firm met previously with city committees to discuss city planning/comprehensive plan development. The firm also developed the comprehensive plan for the City of Montrose. An overall plan is needed for the city. It was recommended that Planning Commissioners, Economic Development Authority members, and council members be involved with the project. The Chairpersons of city committees should attend the presentation meeting with Northwest Associates. A cost estimate could be obtained to be included in future budgets. Due to the timing of city budget preparation, it was suggested that a consultant meeting be scheduled in May – June 2007. This meeting would be a single purpose special meeting devoted to discussion of the development of a comprehensive plan for the city. Economic Development Authority President John Konrath was present at the meeting to give the monthly report to the council. He reported that he attended the January Montrose Waverly Chamber meeting and the group has requested representation from city. Council/committee members may attend Chamber meetings which are held on the third Thursday of each month at Noon. Meeting places are alternated between Montrose and Waverly locations. Konrath reported that the Economic Development Authority is interested in meeting with Municipal Development Group to discuss the development of a business subsidy policy. Information will be reviewed at the February meeting with a presentation at the March meeting. Mike Stevens attended the January Economic Development Authority meeting to discuss road construction for the Waverly Industrial Park. The Security for the city, street lights, and sidewalks were concerns of Stevens. A special meeting will take place on February 22 at 6PM. The Economic Development Authority, Planning Commission, and Council will participate in the meeting. Clerk Ryks will have staff send meeting reminders to board members. Waverly Fire Department, Inc. Fire Chief Mark Karels was present at the meeting to check on the status of the purchase agreement for the existing Maintenance building. The council may look at possible options including bond financing by the Economic Development Authority to construct a fire station on the land owned in the Waverly Industrial Park. Chief Karels informed the council that a building space issue exists with some fire equipment being stored off site. Council Member Ken Antil was asked to attend an annual Fire Relief Association meeting. This annual meeting requires representation from Marysville and Woodland Tonwships and the City of Waverly in accordance with state guidelines. Mayor Hausladen asked a representative of Waverly Fire Department, Inc. to attend the February 22, 2007 meeting to hear discussion regarding the development of the Waverly Industrial Park. Minutes The minutes of the January 5, 2007 Work Session were presented for approval. Motion by Antil, seconded by Olson to approve the January 5, 2007 Work Session Carried 5-0. The minutes of the January 9, 2007 Regular Session were presented for approval. Motion by Hausladen, seconded by Antil to approve the January 9, 2007 Regular Session minutes as presented. Carried 5-0. The minutes of the January 22, 2007 Special Session were presented for approval. Motion by Olson, seconded by Deb Hausladen to approve the January 22, 2007 Special Session minutes as presented. Carried 4-0. Abstain: Henry-Neaton. Accounts Payable Motion by Olson, seconded by Henry-Neaton to approve the accounts payable in the amount of $93,121.57. Carried 5-0. Maintenance Report Parks Superintendent Jim Woitalla reported that he received a telephone call from Earl F. Anderson about finishing work at the Carrigan Meadows Park this winter. Woitalla instructed the representative that the city did not want to resume the project until spring when the ground is thawed. Maintenance employees Greg Pawelk and Jim Woitalla are registered to attend the annual Water/Wastewater Conference on March 6-8. Woitalla reported that new tables were purchased for the Village Hall. The purchase was allocated in the 2007 budget. 15 additional tables will be purchased for a total of 30 new tables for Village Hall building use. Maintenance staff will be building racks for storage of tables and chairs in the Village Hall. It was suggested that staff dispose of the deteriorated tables at the clean up day event rather than renting a dumpster. Community Liaison Mayor Hausladen discussed the updating of the new resident welcome packet information. Office staff has completed an update of the business list. Pam Henry-Neaton will submit a copy of the letter sent to businesses for participation in the program to the council for review. Summary of Closed Session A summary of the Closed Session conducted on January 22, 2007 was read aloud by the Mayor. The Closed Session was held to conduct peformance reviews of Office Assistant Lori Jones and Liquor Store Manager Wanda Tussing. Town Meeting-Village Hall The town meeting will be held on Saturday, March 10, 2007 at the Waverly Village Hall. The meeting will begin at 9am for city committees. An open forum for Waverly residents will be held at 10am. Donuts and coffee will be provided by the city. 7 dozen donuts will be ordered and coffee and creamers will be purchased. The Royalty Committee will be asked to serve coffee at the event. MCFOA Conference Clerk Deb Ryks will register to attend the annual Municipal Clerks and Finance Officers Association conference in Alexandria on March 7-9. The mini-conference on March 6 will not be attended by Clerk Ryks. It was decided that office staff members Lori Jones and Mary Johnson will be asked if they are interested in attending the mini conference. A two night hotel stay is necessary for Ryks’ attendance at the conference. The total cost will be approximately $450. There are funds allocated in the Clerk’s budget for training conferences. Certificate of Deposit Transfer It was necessary for Clerk Ryks to transfer the certificate of deposit balance of $285,894.56 to the general checking account. This was due to the timing of bond payments and city revenues. The funds may be replaced after tax settlements are received in 2007. Motion by Henry-Neaton, seconded by Antil to approve of the transfer of funds as stated. Carried 5-0. Accounting System It has been recommended by the city auditing firm and the State Auditor’s office that the city upgrade its accounting system to Banyon from the Cities and Towns Accounting System. A quotation was received from Banyon Data Systems for upgrading payroll and fund accounting software. The cost for the software and training is $7,230. The council suggested that the purchase of the accounting system be a 2008 budget consideration. The auditing firm informed Clerk Ryks that the transition to the new system and set up would be a timely process. Kern, DeWenter, Viere, the city’s auditing firm would contract with the city to perform the set up and balance transfers to the new system. Clerk Ryks will need to obtain specifics from Kern, DeWenter and Viere regarding the timing and estimate cost for the set up service. It was decided that the Council would discuss the accounting system purchase later this year. Clerk Ryks will need to discuss the cost estimate with Banyon in the case it would be purchased in 2008. Mayor Hausladen suggested that since this item has been recommended by the State Auditor and city’s auditing firm that if the funds would become available, it would be beneficial to purchase it during 2007 to allow time for the system set up to utilize the system in 2008. Audit Update Matt Mayer, Kern, DeWenter and Viere was contacted in regard to the status of the pending state audit for 2006. Clerk Ryks was informed that communication was made with the State Auditor’s office and the auditing firm was informed that a final decision has not been made with regard to the state audit and whether the city’s books could be presented in cash basis format. The timing of the state audit, if it takes place, would be the summer of 2007. Mayer suggested that the council consider having the auditing firm perform one day of field work in verifying city balances in the near future. This would need to be done prior to the state audit. The cost for the field work would be $1,000. It was decided that additional information is needed regarding the State Auditor’s decision to move forward with the audit prior to scheduling the field work. The additional cost would not be reasonable if the annual audit will be performed by Kern, DeWenter & Viere in accordance with the typical auditing contract. Office Network Clerk Ryks was directed to obtain a price from Wright Computer to set up an office network with a data storage server for all city computers including the Clerk’s office and the Maintenance office. It was suggested that Dan Dederichs, Wright Computer be asked to attend a future council meeting. Joint Mtg-Feb 22 A joint meeting is scheduled for February 22, 2007 at 6pm to discuss the Waverly Industrial Park. City Council members, Planning Commissioners, and Economic Development Authority members were asked to participate in the meeting. Temporary On Sale Liquor License-Waverly Lions An application for a temporary on sale liquor license was submitted by the Waverly Lions for the February 23, 2007 Fish Fry event at the Waverly Village Hall. Motion by Antil, seconded by Olson to approve the temporary on sale liquor license application as submitted by the Waverly Lions for the Fish Fry event on February 23, 2007. Carried 5-0. The Clerk will sign the application and submit it to the Minnesota Department of Public Safety for their approval. Ralph Diers, Diers Electric will hook up the electrical system to accommodate the Fish Fry event. Diers will donate his time for the work performed. Acknowledgements/Recognition MEADA is sponsoring a “My space” presentation at the HLWW High School at 8pm on February 26. Wright County Sheriff’s Deputies will be giving the presentation. Adjournment Motion by Antil, seconded by Olson to adjourn the meeting at 8:50 p.m. Carried 5-0. It was noted that Jon LaPlant was placed on the agenda but did not appear to discuss the off sale licensing for 64 oz bottles of on site brewed beer (growlers) for the Pizza America Restaurant. _________________________ ____________________________ Deborah Ryks, Clerk Ken Hausladen, Mayor

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