City of Waverly Minutes
CITY OF WAVERLY
CITY COUNCIL
MINUTES
April 10, 2007
Regular Session
Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, April 10, 2007 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Deb Ryks, and Council Members: Deb Hausladen, Ken Antil, Gary Olson, and Pam Henry-Neaton.
Agenda
The agenda was amended with the addition of milfoil spraying, outline dedication policy for parks, and park department items.
Motion by Gary Olson, seconded by Ken Antil to approve the agenda as amended. Carried 5-0.
Shelly Eldridge-Ehlers
Shelly Eldridge, Ehlers and Associaties presented the 2007 Bond Refunding Sale Results. There were 5 bids received. The lowest successful bidder was United Bankers Bank, Bloomington, MN. A 4.265% interest rate was received. The total amount to be refinanced is $770,000. The city will realize a $33,972 savings after the costs of the bonding are figured in. Resolution 07-04 was presented authorizing the issuance and awarding the bond sale of the 2007A bond series.
Motion by Deb Hausladen, seconded by Gary Olson to adopt Resolution 07-04. Carried 5-0.
The Liquor Revenue Bond of 2004 needed to be refinanced because of the schedule in the original paperwork that included a payoff date of March 15, 2007. The bond payment schedule included a payoff date of March 15, 2014. Due to the correction to this note, the bond was refinanced through the Citizens State Bank of Waverly. The original interest rate was 4 percent. The new interest rate is 4.75 percent and was negotiated by Shelly Eldridge.
Resolution 07-04-2- was presented for the refinancing of the Liquor Revenue Bonds.
Motion by Ken Antil, seconded by Pam Henry-Neaton to adopt Resolution 07-04-2 . Carried 5-0.
New payments are $700 more annually due to the adjustment in interest.
Shelly Eldridge suggested that the Clerk ask the auditors about budget preparation input. The council will schedule a meeting with Shelly Eldridge in August to discuss budget preparation for 2008.
Building Inspection Report-March
Rob Beckfeld reported that new home permits during the months of January-March were down by 7 from last year. In April, 7 new home permits have been applied for. The new requirement for site inspection prior to excavation will be enforced with the new permits. Beckfeld will monitor erosion control.
Beckfeld reported that an excavator wants to work without rock installed in the driveway. Silt fencing will be installed. Beckfeld will enforce the rock installation concurrently with the footing inspection. The Council requested that the excavator clean the street upon completion.
Silt fencing is installed at the Humphrey Elementary School. There was a problem with silt fencing being down over one week ago.. New homes are in good condition. Some new home owners have left silt fence in poor condition and have been advised that they will need to landscape as soon as possible.
Beckfeld is meeting with a representative from the Minnesota Pollution Control Agency on Thursday. He will conduct a drive through with the representative to review potential problem areas.
Pizza America is making progress. The plumbing rough in is completed and the mechanical work is nearly completed. Interior finishes are in progress. The Church project is in progress with steel being delivered. The Elementary School project is on schedule. Roger Karels is installing an addition to his existing building at 518 Pacific Avenue to allow the recycling business to be operated from the location.
Wanda Tussing-March MLS Report
A loss was experienced in the liquor store books during March due to three payroll periods and doubling the inventory for beer and liquor.
Tussing reported that the Street light is blinking in the liquor store parking lot. Maintenance Supervisor Rassat will contact Xcel and request a repair order. The profit and loss worksheet was reviewed by the council.
Motion by Deb Hausladen, seconded by Pam Henry-Neaton to adopt the March 2007 Municipal Liquor Store report. Carried 5-0.
Barry Glieneke-City Engineer’s Report
City Engineer Barry Glineke presented Payment Estimate #2 for Traut Well Company in the amount of $3,771.50 for the Test Well project.
Motion by Ken Antil, seconded by Deb Hausladen to approve payment request #2 for Traut Well for the test well project. Carried 5-0.
Glienke presented Payment Estimate #3 for Knife River Corporation (formerly known as Buffalo Bituminous) in the amount of $3,680.44 for the final payment for the Legion Park project.
Motion by Gary Olson, seconded by Ken Antil to approve the final payment (payment estimate #3) for the Legion Park project to Knife River. Carried 5-0.
Parks Superintendent Jim Woitalla asked the council about allocating the payment to the general fund park maintenance fund rather than to the park project fund. The general parks portion of the park projects fund has a low balance. The council agreed to the allocation to the general parks department.
Glienke reported that he followed up on the letter received regarding the Douglas Farm Dump with the Minnesota Pollution Control Agency. The agency has submitted a stamp of approval on the site clean up and the city will not have problems in accepting the park dedication.
Park Commission Report
The Park Commission minutes of March 28, 2007 were reviewed.
The Park Commissioners discussed having a joint meeting with the council to discuss the establishment of a park study/comprehensive plan.
Currently, the Park Commissioners are working on plans for Summerfields park. They are obtaining prices for trees, picnic tables, and grills.
The Park Commission established a policy outline for park dedication/developer requirements. The policy requires that the Park Commission reviews developer’s plans and requests park land, rather than accepting what the developer wants to dedicate. City Engineer Barry Glienke worked with the Park Board to establish policies similar to other communities. The policy will assist with park planning. Council Member Henry-Neaton inquired about obtaining the City Attorney’s opinion on the policy language. Discussion followed about enforcement of the policy. It was decided that the policy requirements should be incorporated into the subdivision ordinance. Clerk Ryks will forward the policy to the City Attorney to write an amendment to the park dedication section of the Subdivision Ordinance. This matter will be tabled until June 2007 to allow preparation time of the amendment to the Subdivision Ordinance.
The Waverly Daze Camping issue was discussed. The council decided that Greg Lammers must pay fees up front and be responsible for campers. Portable campfire units required. City Maintenance staff will direct traffic to campsites and prepare sites. A letter will be forwarded to Greg Lammers issuing a deadline of May 14, 2007 for advance payment for camping fees. The city must receive the fees by the deadline of May 14, 2007 or camping will be prohibited during Waverly Daze. The May 14 date was established as it is the next scheduled meeting for Waverly Daze planning.
Signage for city parks is being considered with prices being obtained.
Milfoil Weed spraying for the boat landings and beach will cost $2,223. The dues payment of $20 is required to be made to the Waverly Lake Association in order to participate in milfoil spraying.
Planning Commission Report
The March 15, 2007 minutes were reviewed.
The variance application submitted by Steve Vacura was tabled due to a request for review by the Wright County Highway Department. A letter from the Wright County Highway Department was received today. Wright County will not approve parking in the right of way. The plans for the addition to the existing residence include a garage that would result in vehicles parking in the Wright County right of way area. Vacura was advised to submit an amended plan for review by the Planning Commissioners.
Kelleher Annexation
Joint Resolution 07-04-1 for the orderly annexation of the Kelleher property was reviewed.
Motion by Ken Antil, seconded by Gary Olson to adopt Resolution 07-04-1 annexing the Kelleher property. Carried 5-0.
EDA Report
President John Konrath was present at the meeting to give the Economic Development Authority report.
The Economic Development Authority is sponsoring a Developers Open House on May 1. The Luncheon menu will be same as last year. John Konrath will be attending the April 12 Chamber of Commerce meeting.
The Economic Development Authority plans to meet with Municipal Development Group during their May meeting to establish a business subsidy policy for Waverly. The group will also pursue input on grants available for city projects.
Summer Recreation-Waverly Boosters
The Waverly Boosters are currently conducting an interview process for a summer recreation program coordinator. This is due to the resignation of Chad Gagnon last year. There are two potential candidates for the position.
Cori Ragan will be the contact person for the Waverly Boosters. Family fun night will be held during Waverly Daze. The sign up for summer recreation will be held in May. The program will begin on June 11. Participants from surrounding communities are required to pay a registration fee.
Waverly Fire Department
A building committee meeting is being held on April 11, 2007 at 7pm with the City Council. NIMS training certifications were completed. Each person will do their own registration in the future as the test answers needed to be keyed individually for each person. Copies of the certificates will be retained on file in the city office. Mayor Hausladen reported that the National Incident Management System was designed to call out for uniform procedures of all agencies during emergency situations and the sharing of equipment by local governments. Clerk Ryks will need to attend the next training session as the administrative contact person for the City of Waverly. The next training session is scheduled for May 1, 2007 at 7pm.
Minutes
The minutes of the March 2, 2007 Special Session were presented for approval. Motion by Ken Antil, seconded by Deb Hausladen to approve the March 2, 2007 Special Session minutes as presented. Carried 5-0.
The minutes of the March 10, 2007 Special Session were presented for approval. Motion by Deb Hausladen, seconded by Pam Henry-Neaton to approve the March 10, 2007 Special Session minutes as presented. Carried 5-0.
The minutes of the March 13, 2007 Regular Session were presented for approval. Motion by Ken Antil, seconded by Deb Hausladen to approve the March 13, 2007 Regular Session minutes as presented. Carried 5-0.
The minutes of the March 27, 2007 Special Session were presented for approval. Motion by Gary Olson, seconded by Ken Antil to approve the March 27, 2007 Special Session minutes as presented. Carried 5-0.
Accounts Payable
The Accounts Payable was presented in the amount of $68,292.61.
Motion by Gary Olson, seconded by Ken Antil to approve the accounts payable in the amount of $68,292.61. Carried 5-0.
Maintenance Report-J Rassat
Maintenance Supervisor Rassat reported that new Nextel cell phones are being received by the city. There is no cost to the city for the telephone equipment and due to the state bid contract, a lower monthly service cost is being provided. There will be a $45-$50/month reduction in the Nextel bill.
Rassat presented the quotations received for the demolition of the old water tower. Iseler Demolition provided a cost estimate of $11,200. ABC Crane provided a cost of $12,500. The prices obtained were lower than the pricing received in 2006. Rassat is recommending Iseler Demolition be hired for the project as they submitted a good resume and have good references. The time schedule for the project has a deadline of October 31. The project has a 1 day time frame for the work to be performed.
Motion by Ken Antil, seconded by Gary Olson to accept the quotation from Iseler Demolition for the water tower demolition project. Carried 5-0.
The Civil Defense Siren has arrived with the pole delivery expected on April 23. The installation will take place within two days of the pole delivery.
Rassat reported that he is planning a street patch/seal coating project this year.
Parks Superintendent Jim Woitalla reported that he will be opening the parks for the season as soon as the weather permits.
Welcome to Waverly Program
The welcome packets are in the process being updated with 2007 information being requested from the participants. Deb Hausladen received information from the veterinary clinic and the Waverly Boosters. Of the ten packets, half are distributed and the next are to be distributed this week. City staff will be sending letters to the participants for new information. The previous discussion regarding limiting participation in the welcome packet program to Waverly businesses may need to be reconsidered for service businesses in other communities.
Administration
A Summary of the March 15 Meeting with the State Auditor was provided to the council. The State Auditor is satisfied with the direction that the city is going. The State Auditor’s office will converse with the city auditor in the fall about 2007 progress.
The annual League of Minnesota Cities Conference is taking place in Duluth during June 2007. Those interested in attending will advise the City Clerk and Clerk Ryks will check the budget for available funds for conference attendance.
Previously the council discussed scheduling a presentation by a city planner for the nuts and bolts of comprehensive planning in May-June. Northwest Consultants will be asked to give a presentation as they have been here in the past to discuss comprehensive planning. General information will be presented with a possible request for proposals late in 2007 for allocation with the 2008 budget. The council plans to discuss the establishment of a Park Study with the same firm. Possible meeting dates are May 3 or May 10 at 7pm. The presentation will be scheduled to last one hour with a question and answer period to follow. All city committees will be invited to attend the presentation. This meeting will serve as the quarterly committee meeting.
The Personnel Committee will meet on May 30 at 7pm to work on performance evaluations for city staff. City staff will need to have review forms in to the council by that date. Employee reviews will be scheduled separately from the personnel committee meeting.
There was a situation with the Waverly Boosters regarding requested use of the Village Hall for a meeting in which the council chambers was unavailable. There was an issue about the key for the Village Hall that the Waverly Boosters retains year round. Clerk Ryks was informed that this is due to equipment storage at the Village Hall facility and that some events are not held at Waverly facilities and access to stored items is needed.
It was decided that in the future, the Waverly Boosters will contact the City Clerk for use of the Village Hall and report all activity even building access times.
Development Agreement-Stevens West 2.
The development agreement for Stevens West 2 will be revised by Clerk Ryks with the addition of the improvement costs. Copies of material receipts and the letter of credit are forthcoming. Council approval will be contingent upon the city’s receipt of the letter of credit and material receipts that were included in the reduction of the letter of credit amount. Barry Glienke will provide engineering estimates to the council. A cost estimate is needed for lighting, sidewalk, and engineering so the fee may be established and financial planning of the city.
Motion by Gary Olson, seconded by Pam Henry-Neaton to approve the development agreement with the stipulated conditions as discussed. Carried 5-0.
Clean up Day
Waverly City Wide Clean up Day is being held on Saturday, April 21-7am-Noon
Love Inc. may take donations at clean up day. Pam Henry-Neaton is waiting for confirmation from the group regarding donation acceptance.
All council members agreed to work as volunteers for clean up day. Staff will collect all fees up front at the point of entry to avoid confusion on fees paid.
Waverly Daze 2007
A 3 day application for on sale liquor was submitted by the Waverly Lions for Waverly Daze 2007.
Motion by Gary Olson, seconded by Pam Henry-Neaton to approve the liquor license for the Waverly Lions Club for Waverly Daze 2007. Carried 5-0.
There is $4,300 in the 2007 budget for Waverly Daze expenses. The council agreed to a $3600 city contribution toward events. Clerk Ryks will check on the procedure for police protection payment as it varied in 2006 from previous years.
The Waverly Boosters will be adding events such as a cotton candy booth and a jumping tent.
Acknowledgements
The Waverly Lions were acknowledged for the Deb Breyer benefit held in February. A check was presented to Deb Breyer in the amount of $32,464. The Waverly Boosters were recognized for work connected with the Easter Egg Hunt event at the Waverly Village Hall. Pam Henry-Neaton reported that the Community Theater Play date could not be changed to utilize the Village Hall.
Adjournment
Motion by Ken Antil, seconded by Pam Henry-Neaton to adjourn the meeting at 8:55 p.m. Carried 5-0.
___________________________ ________________________
Deborah Ryks, Clerk Ken Hausladen, Mayor
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