City of Waverly Minutes
CITY OF WAVERLY
CITY COUNCIL
MINUTES
March 13, 2007
Regular Session
Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, March 13, 2007 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Deb Ryks, and Council Members: Deb Hausladen, Pam Henry-Neaton, Ken Antil, and Gary Olson.
Agenda
Motion by Ken Antil, seconded by Deb Hausladen to approve the agenda as presented. Carried 5-0.
Clean up Day
The council discussed separating from Marysville Township as to the annual clean up day event. A loss of $593.68 was experienced last year. Due to extreme growth in both communities, it was suggested that the Marysville Township hold its own clean up day event separate from the City of Waverly. Marysville has more items for disposal. Separate clean up day events would bring city costs down. Other townships such as Woodland hold individual clean up events from nearby cities.
A representative from Marysville Township was invited to attend tonight’s meeting to discuss separating from the joint collection event but due to the township election and annual meeting, there was no one available to attend the meeting.
Motion by Antil, seconded by Olson to advise Marysville Township to hold their own clean up day event this year. Carried 5-0.
Clerk Ryks will send a letter to the Marysville Township Clerk and telephone the township hall to inform Marysville Township representatives of the council’s decision regarding the 2007 clean up day event.
Bid Award-Solid Waste Collection Contract
Mayor Ken Hausladen reported that some of the bids submitted varied from the bid requirements by including fuel escalation tables and requests for cost of living and consumer price index increases during the term of the contract. The city calculated the annual costs from the prices submitted for each item requested in the bid documents. The initial calculation was revised by adjusting the quantity for clean up day based on a single event for the City of Waverly. Mumford Sanitation submitted the low bid for the Solid Waste Collection contract.
Motion by Olson, seconded by Henry-Neaton to award the bid to Mumford Sanitation. Carried 5-0.
Mayor Hausladen thanked all the contractors for submitting bids for Solid Waste Collection in Waverly. The bid results were competitive in annual cost comparison.
A meeting was scheduled with Mumford Sanitation on March 27, 2007 at 7:00 p.m to discuss items regarding the contract service.
City of Waverly Clean up Day
The annual clean up day event for the City of Waverly was scheduled for Saturday, April 21, 2007 during the hours of 7:00 a.m. until Noon. The event will be held in Railroad Park. Council volunteers are needed to work during the event.
Stevens Development Agreement
The council reviewed the development agreement for the Waverly Industrial Park as revised by Scott Lapham, Edina Realty as the agent for Stevens West 2. A few revisions were noted including the section regarding nuisance vegetation. This is due to the city public nuisance ordinance regarding long grass and weeds. The city ordinance would prevail in this section. The dollar figures are needed for letter of credit calculations. The development expiration date would need to be extended to two years to account for the installation of the final bituminous lift. Language should be inserted similar to the Windgate at Carrigan Lake agreement stating that reductions on the letter of credit amount would be ongoing and concurrent with the work completed.
Clerk Ryks will send a letter to the agent for Stevens West 2 with the requested revisions to the development agreement for the Waverly Industrial Park. The final council approval may take place at the April 10, 2007 Council Meeting if the final document is ready to be considered at the meeting.
Financial Report-Liz Diaz and Shelly Eldridge
The draft financial plan for the city to recover the general fund balance and to an adequate reserve of 50% of annual expenditures was presented. The 50% reserve is needed since the city has to operate for six months prior to receipt of a tax settlement.
Assumptions were made in draft plan. A 3.5% increase in revenues on an annual basis was used and a 4% annual increase in expenses. Mayor Hausladen stated that he would appreciate a conservative approach in the financial plan and requested that the assumption as to the increase in expenses be changed from 4 to 5%.
Local Government Aid has been consistent on the average with no major decreases over the last few years. If an increase is adopted by the legislature to local government aid formulas, the estimated figure will be added to the report calculations.
The assumption in the report for market value was figured at 4%. A conservative approach was taken in the report with a zero growth figure. 30 new units of housing per year were figured into the calculations as the housing market has slowed down. The tax base inflation was figured at 4%.
Computer replacement/program upgrades were figured into the report at $1200 per year. There was no new debt assumed in the report for property tax collections. It was assumed that all other levies will continue and an inflation factor was figured in. A 50% tax rate assumption was made. The city tax rate is currently 47%. The deficit was brought on by flood expenditures that affected general fund balances and that tax levies were not adequate to balance the annual budget. The report calculations reflect that the city will break even in 2017. By 2019, a 50% reserve should be attained based on the conservative figures in the report. If the Council wants to keep the tax rate at 50%, the financial recovery will be on a 12 year plan. The city could meet the goal earlier with more growth and revenues.
In her capacity as city financial advisor, Shelly Eldridge provided a bond refinancing proposal for consideration by the council. It is anticipated that the bond refinancing would result in a savings of $31,180.54. The 1998 Refunding Bonds and the1999 Utility Revenue bonds would be refinanced. If bids come in unfavorable, all bids can be rejected and there would be no costs borne by the city. The proposed refunding bond closing would be May 1, 2007.
Resolution 07-03 Providing for the sale of $775,000 GO Refunding Bonds was presented to the council for approval..
Motion by Ken Antil, seconded by Deb Hausladen to pass Resolution 07-03 as presented. Carried 5-0.
February Building Inspection Report
Rob Beckfeld, Metro West Inspection Services submitted a written report for review by the council in his absence.
The report contained information relative to building inspection activities for the month of February 2007.
Building permit activity is slow with no new home building permits issued in the month of February. Contractors informed Beckfeld that there has been increased traffic through their model homes and they are optimistic that sales will pick up in the spring.
The Pizza America project is progressing with the plumbing work being completed and inspected. The mechanical work is taking place with the duct work nearly completed. The owner is looking at opening the business in June 2007.
Erosion concerns will be monitored in the spring season with inspections being refused for non-compliant projects as well as the issuance of stop work orders.
Wanda Tussing-Municipal Liquor Store Report
Manager Wanda Tussing reported that she plans for staff to participate in the sales training being provided by Wright County. Tussing is in the process of obtaining addition bids for the furnace project. The council agreed to allow Tussing to select the successful contractor.
The council asked that a balance report be printed monthly along with the profit and loss report to reflect loan payment activity and balances.
Motion by Ken Antil, seconded by Deb Hausladen to approve the February 2007 Municipal Liquor Store Report. Carried 5-0.
City Engineer’s Report-B. Glienke
City Engineer Barry Glienke presented a report of bond balances for improvement projects. The City of Waverly will have a positive balance of $93,000 relative to project costs vs. bonding after reimbursement from the Wright County Highway Department for the CSAH 9 project. The council discussed delaying the Maple Avenue project until 2009. This project was included in the capital improvement plan for 2008 improvements.
A letter was received from the Minnesota Pollution Control Agency regarding the determination of the environmental issue relative to the development of the Carrigan Trails project. It was noted that the city would be authorized to develop the green space . Excavation plans will require additional approvals. Barry Glienke will review the letter and make assessments for the council at the April 10 council meeting.
Park Commission Report
Parks Superintendent Jim Woitalla reviewed the Feb 28, 2007 Park Commission Minutes with the council.
Woitalla reported that the Park Commissioners want to review the outland dedication requirements for developments. They will be working with Barry Glienke on this matter.
The Commissioners are planning a Grand Opening event for the Carrigan Meadows park. They will plan a block party to be held in conjunction with this event.
There was a discussion regarding the budget for the park projects fund. The balance needs to be increased. It was decided that new park projects will not be initiated until the funds are available.
There is $1,500 allocated for Waverly Terrace Park improvements. The Park Commissioners plan to work on the drainage problem in this area and perform trimming work to reduce the presence of mosquitos..
Mike Olson, Veritas Development spoke with Woitalla regarding the Spring Meadows park. He requested an irrigation system be installed for watering the park area. This request was denied due to the location of water stubs and that the cost is prohibitive.
Planning Commission Report
The February 15, 2007 Planning Commission Minutes were reviewed.
There is a public hearing scheduled on March 15, 2007 to consider a variance application submitted by Steve Vacura for the property located at 5498 County Road 8 SW, Waverly, Minnesota. Vacura submitted a proposal to construct an addition to the existing residence which would require a variance due to setback guidelines. The public hearing for Pacific Motors was delayed until April 19, 2007 so that the commissioners have the opportunity to review policies/procedures regarding interim use permits.
Economic Development Authority-J. Konrath
President John Konrath was present at the meeting to give the monthly Economic Development Authority report.
The February 27, 2007 minutes were included in the council packets. Konrath reported that the proposed development agreement as revised by an agent of Stevens West 2 was reviewed at the quarterly meeting on March 10, 2007.
The Economic Development Authority is working on scheduling a annual Developers Open House event for May 1.
The Board is working with Municipal Development Group to establish a business subsidy agreement. It was decided to wait until the industrial park is further in its planning prior to adoption of a policy.
Konrath is attempting to send a representative to the monthly Chamber of Commerce meetings. Mayor Ken Hausladen and Clerk Deb Ryks are attending the March 15, 2007 Chamber meeting.
The March Economic Development Authority meeting was rescheduled for March 22 due to a conflict during the last week in March among the membership. Ken Antil will attend the meeting due to a work conflict of Pam Henry-Neaton.
Requests from the Public-
Dave Rice, Waverly Lions was present at the meeting to discuss a change in the administration of Waverly Daze event planning. The Knights of Columbus are handling their own book work and the Waverly Lions will handle their own. The cost of the Fireworks display is currently shared by the city. The Waverly Lions are requesting $1500 from the city toward the cost of the fireworks display. The Knights of Columbus and Waverly Lions will each contribute $750 toward the event. The cost of the band is $900. The Waverly Lions are requesting that the city contribute $450 toward the band cost. They are also asking the city to contribute $150 toward the cost of the DJ. Rice asked about an additional contribution for the softball tournament referee payments. It was decided that the entry fees should cover the costs of the referees hired for the tournament. The Waverly Lions are asking for a total contribution from the city of $2,100 toward Waverly Daze events.
Mayor Hausladen asked Clerk Ryks if there were adequate funds in the budget to cover the requested contribution toward Waverly Daze events. Ryks reported that there are sufficient funds allocated in the 2007 budget for Waverly Daze.
Motion by Olson, seconded by Antil to contribute $2100 to the Waverly Lions for Waverly Daze. Carried 5-0.
The Waverly Lions are interested in using the council chambers for their meetings held on the second and fourth Mondays of each month. The second Mondays were reserved for the Waverly Boosters. Mayor Hausladen was informed that the Waverly Boosters would be willing to meet in the city office lobby if there is a conflict with Waverly Lions’ meetings. The council authorized the use of the council chambers for Waverly Lions’ meetings on the second and fourth Mondays of each month as long as they are able to coordinate meeting times with the Waverly Boosters.
Rice informed the council that some of the Lions members are interested in taking over the management of the Waverly Village Hall. There is not a consensus among the members regarding the management of the facility. Future discussion was requested by Rice with the council regarding taking over the management and assuming the utility costs and rentals. The reservations would be handled by the Lions with a telephone line being installed for bookings. The council informed Rice that the Waverly Lions will need to make this decision as a group prior to discussion by the Waverly City Council. Rice was instructed to approach council with a proposal once there is a group consensus among the Waverly Lions members,
Wright County Sheriff’s Department
Wright County Deputy Jessica Hansen was present at the meeting. She informed the council that she will be making the council report each month and wanted to know the expectations from the council for the monthly report. The Council informed Hansen that they would like information not provided in the monthly report received from the Wright County Sheriff’s Office.
Mark Karels-Waverly Fire Department, Inc.
Fire Chief Mark Karels was present at the meeting to invite the Waverly City Council to a NIMS training being conducted on April 3, 2007 at 7:00 p.m. The Council will need to participate in accordance with civil defense requirements. The training session is scheduled for a 2 hour duration and Maintenance staff will also need to attend. John Rassat, Jim Woitalla, and Greg Pawelk will need to attend the training session.
Minutes
The minutes of the February 2, 2007 Special Session were presented for approval. Motion by Ken Antil, seconded by Deb Hausladen to approve the February 2, 2007 Special Session minutes as presented. Carried 5-0.
The minutes of the February 13, 2007 Regular Session were presented for approval.
Motion by Gary Olson, seconded by Ken Antil to approve the February 13, 2007 Regular Session minutes as presented. Carried 5-0.
The minutes of the Feb 22, 2007 Joint Session were presented for approval.
Motion by Deb Hausladen, seconded by Gary Olson to approve the February 22, 2007 Joint Session minutes as presented. Carried 4-0. Abstain: Pam Henry-Neaton.
Accounts Payable
The accounts payable for the month of March 2007 was presented in the amount of $118,096.35.
Motion by Ken Antil, seconded by Gary Olson to approve the accounts payable in the amount of $118,096.35. Carried 5-0.
Maintenance Report-J. Rassat
Maintenance Supervisor John Rassat reported that a Waverly Terrace resident asked about installing a basketball hoop at the water well property within the residential development area. The property owner would bear the cost of installation and perform landscaping work. The Park Commission plans to discuss this request further at their next meeting.
The council discussed the installation of the basketball area on the north side of the well house for safety reasons so that loose balls do not roll onto CSAH 9. The interested resident would need to dedicate the materials/time to city for the project and the area would need to be opened to the public. The installation would need to be built to city specifications and the plans would need to be approved by City Maintenance staff.
The council authorized the resident to proceed with the project with the noted conditions.
The council discussed that requests of this type would be on a case to case basis with the interested resident providing a proposal to the council for consideration.
Rassat reported that the civil defense siren has been delivered. The pole delivery will take place in April.
Rassat informed the council that he is requesting new pricing from contractors in regard to the demolition of the old water tower. This is due to the fact that steel pricing has changed since last year.
Rassat informed the council that he received complaints regarding the city’s clearing of the sidewalk along U.S. Highway 12 during the last snow event. The complaints were regarding the snow being blown onto private property. The State of Minnesota will not allow the snow to be blown beyond the curb line. There are also property owners along highway 12 that have been placing snow on the sidewalk when clearing their properties. If the city were required to haul the snow away when clearing the sidewalk, the only option for hauling would be to haul to Legion Park. The city receives reimbursement from the State of Minnesota for clearing the highway 12 sidewalk.
The council decided that maintenance staff should continue clearing the highway 12 sidewalk as they have in the past. The placement of snow onto private property is not an issue because this area is within the state highway right of way area.
Welcome to Waverly Update
Mayor Hausladen suggested that a Waverly business listing be included in the welcome packets for new residents. It was also suggested that a membership contact list for local clubs and organizations be included in the packets. Pam Henry-Neaton reported that some of the clubs/organizations have an insert in the welcome packet.
More welcome visits need to be done. Deb Hausladen will do the next batch of welcome visits. Pam Henry-Neaton stated that in the past the welcome packet has been available to Waverly businesses only. Discussion was held among the council members regarding limiting the participation of out of town businesses. The council decided to limit the participation in the Waverly Welcome Packets to businesses with a Waverly zip code. Clerk Ryks reported that a new welcome letter needs to be compiled for distribution in the welcome packets.
Council Alternates/Ex-Officios
It was decided that all members of the council may act as alternates and ex-officios for all commissions. Any council member may substitute for any other member on city commissions.
City Newsletter
It was decided that the Council will review the City Newsletter prior to its mailing.
EDA Bonding Option for Fire Station
The council discussed the option of the EDA bonding for construction of a Fire Station on the EDA owned lot in the Waverly Industrial Park. Woodland/Marysville townships would also pay toward the building cost. A meeting should be set to discuss this issue in the near future. The Waverly Fire Department would be open to discuss a proposed building for use as a Fire Station.
Council Member Pam Henry-Neaton stated that she wanted all discussion about this option to be brought to a regular council meeting.
Office Network
Mayor Hausladen was authorized to meet with Wright Computer regarding options and cost estimates for an Office Network.
High Speed Internet Pricing/DSL
Pricing for High Speed Internet /DSL was reviewed. Mayor Hausladen would like to pursue the service through Comcast Cable . This will be considered in conjunction with the installation of an office network.
Clean up Day
The council declined to hire the Wright County Reserves for the Clean up Day event.
Waverly Expo
Council Member Pam Henry-Neaton would like to organize a Waverly Expo that would be open to Waverly Groups/Organizations and businesses. The event could be held in October.
Acknowledgements/Recognition
MEADA was recognized for participation with the Howard Lake Community Expo.
Waverly Royalty was recognized for attending the March 10, 2007 community meeting.
Other Business
Pam Henry-Neaton asked about using the city’s electronic sign for publishing a MEADA fact once per month. The council agreed to the use of the electronic sign for MEADA facts.
Adjournment
Motion by Ken Antil, seconded by Gary Olson to adjourn the meeting at 9:50 p.m.
____________________________ _________________________
Deborah Ryks, Clerk Ken Hausladen, Mayor
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