May 12, 2009
Regular Session        

Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. in the council chambers of Waverly City Hall.  Those in attendance were Mayor Ken Antil, Clerk Deb Ryks, and Council Members:  Gary Olson, Connie Holmes, and Keith Harris.  Maintenance Supervisor John Rassat and City Engineer Barry Glienke were also in attendance at the meeting.  Waverly resident John Sarkinen and Wright County Commissioner Jack Russek were also present at the meeting.

Agenda

            There were two additions to the agenda including an amendment for the Waverly Lions Charitable Gambling Lease with the Municipal Liquor Store and 3.2 license renewals.           

            Motion by Holmes, seconded by Olson to approve the agenda as amended.  Carried 4-0.

Appointment of Council Member

            John Konrath was selected by the council among those interviewed for appointment to the council member seat vacated by Pam Henry-Neaton.  John Konrath took seat at the council table.  John Konrath served on the Waverly Economic Development Authority for 7 years.  Three candidates were interviewed.  The unsuccessful candidates were encouraged to join city committees to gain local government experience.  John Konrath thanked the council for their support and he declared that he will do the best job he can.

Sign Project

            Connie Holmes gave the council information about an Eagle Scout project that Jacob Thisius is proposing for a community project badge.  He is proposing to reinstall the Welcome to Waverly sign.  It is proposed to be located on the north side of highway 12 on property owned by Mike Gagnon.  Thisius will install the city sign and perform the landscaping work. 

            The council will need to authorize Thisius to proceed with the project.  City maintenance will assist with bringing in fill.  Mike Gagnon authorized the sign to be placed on his property but would like the city to mow the land as a lease agreement.  Rassat will inquire about placement of the sign on the state owned lot to the east of the Gagnon property as another option.  The city will mow the land if the sign is placed on the property.  A plan is needed from Thisius.  Thisius will be advised to work with John Rassat on the project planning.   The maintenance of the property would include trimming shrubs and mowing the lot. 

            Motion by Antil, seconded by Harris to authorize Jacob Thisius to proceed with the layout plan for the proposed sign/landscaping project to submit to the council at a future meeting.  Carried 5-0.

Wright County Sheriff’s Department

            Juvenille activity is up due to the spring time of the year.  Additional patrol for vehicle violations has been done but no incidents have been witnessed. 

            Maintenance Supervisor John Rassat inquired about a report made on a vandalism incident in the Legion Park restroom.  The investigation has not determined the responsible party.  A Wright County Deputy will be walking Legion park for additional patrol.

Building Inspection Report

            There were 5 building permits issued in April.  They consisted of deck projects, roofing, and alterations.

MLS Financial Report

            The profit for the month of April was $5,360.  Sales have increased by $13,000 compared to 2008 sales figures.

            Motion by Olson, seconded by Konrath to approve the April Municipal Liquor Store Financial Report.  Carried 5-0.

Lions MLS Lease Amendment

            The lease between the Lions and the Municipal Liquor Store for charitable gambling operations is requested to be amended to include Bar Bingo. 

            Motion by Holmes, seconded by Konrath to amend the Waverly Lions’ Lease for Charitable Gambling to include Bar Bingo.  Carried 5-0.

3.2 License Renewals

            3.2 license renewals for the Waverly Lions Club and the Church of St. Mary were submitted for approval.  The new license period is April 1, 2009-March 31, 2010.              Motion by Harris, seconded by Homes to approve the 3.2 license renewals. Carried 5-0.

Requests from the Public

            John Sarkinen, 8000 62^nd Street SW was present at the meeting to address the council regarding the summer sewer charge policy. 

            Clerk Ryks informed the council that previously the quarterly billing schedule allowed for the quarter of April-June to be based on the usage of the billing period of October-December for sewer charges.  The quarter of July-September was based on usage from January-March for sewer charges.   Due to the change to monthly billing frequency, Clerk Ryks calculated the April bills based on the usage from the month of October for sewer charges.  Due to estimating usages last fall, Sarkinen did not agree with the sewer charge calculations on the April billing.  The January billing period would be more accurate as the meters were read by the Water Department. 

            Maintenance Supervisor John Rassat reported that meter readings are rounded to the nearest thousands representing the even usage number.   

            In the future once the billing system has recorded 12 months of actual readings, the council would like to base summer sewer usage on the average of January-March.

            This summer, it was decided to use the usage from January for sewer charges.  New residents that were not here in January or snowbirds that were gone in January and had 0 usage will have sewer calculated on a minimum of 2000 gallons rather than 0.  Those accounts that used less water as of the current bill period than the lookback period of January will have their usage adjusted to match current water usage.

            John Sarkinen’s account will be issued a credit to reflect 3000 gallons of usage for the April billing period since the usage of 7000 gallons was based on October usage.  Clerk Ryks asked how to handle other requests for credits on the April billing.  The council stated that those asking for an adjustment to the April billing will be issued a credit.

Parks

            The next Park Commission meeting is scheduled for June 24, 2009.

Planning and Zoning

            The minutes of the April 16, 2009 meeting were reviewed.

            Connie Holmes reported that the April 16, 2009 meeting was Mary Johnson’s last meeting in the capacity of Secretary.  Due to Johnson’s retirement, Clerk Ryks will perform the duties of Planning and Zoning Secretary effective May 1, 2009. 

            There are two vacancies on the Board.

Economic Development Authority

            The April 27, 2009 Minutes were reviewed.

            Connie Holmes reported that the comprehensive plan was reviewed at a workshop held on March 29 and a public open house was held on May 4.  30 persons attended.  Comments were received from half of the attendees.  The next meeting is scheduled for May 26 at 7pm and will be in workshop format.  The EDA meeting will be held in advance at 6:30 p.m.  The meeting will be posted on the electronic sign and letters will be sent to members of the Council, EDA, P&Z, Parks, and staff.  The Comprehensive plan project is within the budget.  The timeline reflects presentation of the Comprehensive and Park plan to the council in October.

            The Waverly Community Directory project is proceeding with the Economic Development Authority having met with a Herald Journal represenative.  Business advertising was discussed.  The estimated cost is $5,000.  EDA has funds but selling advertising would lower the cost.  The EDA cannot sell advertising but the Herald Journal can.  Three options were considered:  1. Waverly only, 2, Waverly and surrounding communities, 3. Waverly plus non competing businesses.  The City Attorney advises against the third option.  The local businesses want the ads limited to Waverly.  The community/business directory would be completed prior to the Fall Festival in September 2009 and would cover 2009-2010.  It would not be published again until 2011.              The direction for the business publication will be discussed at the upcoming EDA meeting.    Directories will be mailed by the Herald Journal and extra copies will be available at local businesses.  The directory will be inserted in the welcome packet. 

Maintenance Report

            Maintenance Supervisor John Rassat reported that he will need to obtain pricing on the water main break street patching.  A patch is needed on 9^th Street as well.  Rassat will bring back pricing next month.  Chip sealing on North Shore Drive is scheduled for June 18.  The city will retain the extra chips.  Rassat has been conversing with various companies on the Fire Station valve project.  The companies that are looking at the project are submitting various ideas.  The city will keep discussions open with the Waverly Fire Department once pricing is available so that the valves may be installed to prevent future problems. 

            A water hydrant located at the intersection of Highway 12/CSAH 8 was damaged by a vehicle accident.  A police report was filled out and the repair cost has been filed with the Wright County Sheriff’s Department.  The hydrant is repaired and on line.  The driver of the vehicle involved in the accident has no insurance or drivers license.

            The Waverly Lions agreed to pay $350 for the painting of the Village Hall doors.  Carey Kittock will do the painting work in a beige color.  $800 was previously received to paint the entryway and perform minor improvements at the Village Hall.

            Rassat inquired about the possibility of increasing the compensatory time maximum from 120 hours due to the “no overtime policy” in effect.  This has caused maintenance employees to accrue additional compensatory time.  Employees are taking time off when possible but it is difficult to keep the compensatory time under the maximum. 

            Discussion followed by the council regarding the new level of maximum compensatory time.

            Motion by Olson, seconded by Holmes to raise the maximum to 175 hours for compensatory time.   Carried 5-0.

City Engineer-Barry Glienke

            City Engineer Barry Glienke was present at the meeting.  There were no projects or new items to report on. 

City Attorney

            There was no written report from the City Attorney.

Minutes

            The minutes of the April 14, 2009 Regular Session were presented for approval.

            Motion by Olson, seconded by Holmes to adopt the minutes of the April 14, 2009 Regular Session as presented.  Carried 5-0.

            The minutes of the April 20, 2009 Comprehensive Planning Task Force meeting were presented for approval.

            Motion by Harris, seconded by Konrath to adopt the April 20, 2009 Comprehensive Planning Task Force meeting minutes as presented.  Carried 5-0.

            The minutes of the April 23, 2009 Board of Review Assessment Hearing were presented for approval.

            Motion by Holmes, seconded by Harris to adopt the April 23, 2009 Board of Review Assessment hearing minutes as presented.  Carried 5-0.

Accounts Payable

            The accounts payable was presented in the amount of $62,513.92. 

            Motion by Olson, seconded by Holmes to approve the accounts payable in the amount of $62,513.92.    Carried 5-0.

Welcome Packet Report

         Connie Holmes reported that she is nearly finished in delivering the welcome packets to new residents.  There are a few more packets to be prepared by office staff.

Administration

            A Resolution was presented for participation in the Wright County Hazard Mitigation Plan. 

            Motion by Olson, seconded by Harris to adopt the Resolution as presented. Carried 5-0.

            Check Policy-The Waverly Check Acceptance/Collection policy was presented for council approval as recommended by the auditing firm.

            Motion by Harris, seconded by Holmes to adopt the Check Policy as presented. Carried 5-0.

            Electronic Fund Transfer Policy-An electronic fund transfer policy was formulated from a sample submitted by the auditing firm.  The Clerk is responsible for electronic fund transfers with the approval of the city council.  Most all state reporting is required to be done electronically along with some of the accounting and payroll transactions. 

            Motion by Harris, seconded by Konrath to adopt the electronic fund transfer policy as presented.  Carried 5-0.

            Council Member Keith Harris asked about back up employee support for the Clerk.  Clerk Ryks informed the council that Chris Kittock is being trained in all accounting and payroll duties to perform back up when needed.  The training should be accomplished by this fall.  The procedures book has been updated.

            Elected Official Out of State Travel Policy-An Out of State Travel Policy is required by Minnesota Statutes and was included in the 2008 audit findings.  It is necessary to have a policy even though elected officials did not currently travel out of state for training sessions.

            Motion by Holmes, seconded by Harris to adopt the Elected Official Out of State Travel Policy as presented.   Carried 5-0.

            Rules of Conduct-Final Review.  The council reviewed the final draft of the Rules of Conduct.

            Motion by Konrath, seconded by Olson to adopt the Rules of Conduct.   Carried 5-0.              The Rules of Conduct document is an ordinance that will require publication. 

            Al Doering-The over 35 ball league will be playing their games at the Legion Park again this year.  He asked about a discount for advance payment of the rental fee for the ball park lights.  The council decided to stay with the action last year and not provide a discount for advance payment.  The rental fee is $50 per time for the ball park lights and the season is 10 weeks.

            Motion by Olson, seconded by Holmes to not allow a discount for advance payment.  Carried 5-0.

            Waverly Daze Parade-the council will register for the Waverly Daze parade.

Acknowledgements/Recognition/Announcements

            Ken Antil thanked all of the candidates that applied for the council member vacancy.  The Waverly Lions were thanked for their donation for painting at the Waverly Village Hall.  Keith Harris was recognized for his nomination for fire representative for the League of Minnesota Cities. 

Adjournment

            Motion by Holmes, seconded by Harris to adjourn the meeting at 8:34 p.m..  Carried 5-0. 

Deborah Ryks, Clerk                                                            Ken Antil, Mayor