City of Waverly Minutes

June 8, 2004 Regular Session Pursuant to notice and call the Waverly City Council met in regular session at 7:30 p.m. on Tuesday, June 8, 2004 in the council chambers of Waverly City Hall. Those in attendance were Mayor Bush, Clerk Ryks, and Council Members Henry-Neaton, Hausladen, Antil, and Olson. Agenda The following items were added to the agenda: 4. Patty Campbell-Float Supply Request, 5. Mike Gille-Drainage Swale, 21. Old Business- Ball Park Lights, Personnel Meeting Reminder. The agenda was approved by consensus of the council with the above-stated additions. Patty Campbell Patty Campbell was present at the meeting to request that the council authorize a city expenditure for snaps for the Royalty float in the amount of $266.25. The float snaps are a one time expense. As requested at a previous meeting, the 2003 Waverly Ambassador budget was distributed to the council for their review. Approximately one year ago, the council decided to review expense requests for float maintenance on a case to case basis. The Winsted Fire Relief Association has donated funds to the Waverly royalty program. Waverly businesses have donated $175, with only five businesses participating. The Waverly Lions have previously donated $3,000 annually to the royalty program. This year, the Waverly Ambassadors may not be receiving the budgeted amount from the Waverly Lions due to financial reasons. Campbell was asked if the amount expended for float snaps could be deducted from the city‚s 2005 contribution toward the program. Campbell rejected this idea since the contribution of $1,250 annually by the city is used for funding of the coronation and aquatennial. Campbell reported that other budget cuts are being considered by the committee such as refraining from sending representatives to the winter carnival each year. It was stated that the expenditure for float snaps is a safety issue since parents need to crawl under the float for attachment. Motion by Olson, seconded by Antil to expend $266.25 for the installation of attachment snaps for the royalty float. Carried 5-0. Cathy Thisius had previously asked Council Member Henry-Neaton about allowing the city truck to be used to pull the float in the Waverly Daze parade each year. The council asked city staff to check on insurance issues with utilization of the city truck to pull the royalty float in the Waverly Daze Parade. This issue will be checked into and information obtained from the insurance agent will be reported to the council. Christina Kittock-Waverly Boosters Christina Kittock was present at the meeting on behalf of the Waverly Boosters. She presented the financial report of the Waverly Boosters. The Waverly Lions can‚t support Booster programs as they have in the past. The council was asked to consider funding assistance for Booster programs. The council recommended that the Waverly Boosters ask the townships to help support all event and not only the summer recreation program. Kittock reported that the townships were previously approached about supporting other community events and the townships did not authorize additional support of Booster programs. The council informed Kittock that they will consider increasing the city‚s contribution toward Booster programs. It was suggested that the Boosters approach the townships and request that they match the city‚s level of contribution. Following attendance at township meetings, Kittock should come back to the council with the results of the request to the townships. Kittock reported that the Montrose-Waverly Chamber donated funds to the Waverly Boosters this year. Kittock will welcome any suggestions for fund raising efforts or different financing options for Booster programs. The club recently looked at charging higher fees for programs for participants from other cities such as Howard Lake. The council approved of closing the street for the kiddie parade during Waverly Daze. Atlantic Avenue will be closed to traffic during the kiddie parade on July 10, 2004 at 11:30 a.m. Mike Gille Mike Gille, 6231 County Road 8 SW was present at the meeting to discuss the installation of a swale between his property and the Summerfields addition. Gille is concerned about the new homeowners filling in the future swale with dirt. Barry Glienke, Bolton & Menk stated that Louchs Associates is responsible to install the swale. If they fail to do it, the city has a letter of credit to draw on to complete the work. City Engineer Barry Glienke and Clerk Ryks will formulate a letter to send to the current property owner regarding the installation of a drainage swale within the cityŒs easement area. The drainage swale cannot be installed at the current time due to weather conditions. American Legion Post 305 Charlie Borrell was present at the meeting along with senior American Legion Post 305 members to address the council regarding the name of the park located at the Waverly beach. Borrell explained that many years ago, the American Legion purchased the land and donated it to the city. The name of the park was to be American Legion Memorial Park. During the 1970‚s the city used Waterfront park as the name of the park in a grant application. The members of the American Legion would like the name of the park recognized as American Legion Memorial Park. They are interested in relocating the memorial stone with the parkŒs name on it to an area where it is more visible to the public. In the past, senior members of the American Legion put a lot of work and funds into the park. It is being requested that the council change the official name of the park to match the na me on the monument. Motion by Hausladen, seconded by Antil to change the name of the park to match the name on the monument. Carried 5-0. Maintenance Supervisor Rassat asked the council to consider the Waverly Lions Club as they have put funds and work into the park and some of its members feel that the name of the park should be Lions Park. The council asked the American Legion members to discuss Railroad Park. The land is now dedicated as park land. It is being suggested that the area used for Memorial Day services be dedicated for that purpose. The American Legion members should advise the council of the area dimensions desired for the dedication. American Legion members will check on the laws regarding lighting etiquette for flying flags. The law may have changed regarding this issue. Shelly Eldridge-Ehlers & Associates Shelly Eldridge, Ehlers & Associates was present at the meeting to present information to the council on financing options for renovation of the Waverly Village Hall into a community center and an option for construction of a new Maintenance facility. The council had previously discussed phasing of the Village Hall renovation. Eldridge was asked to provide information on financing the entire project. Eldridge explained the financing options: The first option would be a bond referendum which would result in bond payments being paid entirely from property taxes. An election is required for this type of financing. The second option is a lease purchase. This type of financing would consist of entering into a straight lease with a bank or leasing company. An election is not required for this type of financing. The city would own the property after the term of the lease is completed. A lease purchase would take approximately 6-8 weeks to complete the procedure for financing. A lease purchase could be done through the Economic Development Authority. In this type of financing situation, the city would retain ownership of the land and the Economic Development Authority would own the building and lease it to the city. The Economic Development Authority would sell bonds and lease the building to the city. At the end of the lease term, the city would buy the building for $1. Interest rates are higher in this type of financing due to an annual appropriation for the lease payment. The procedure for financing would include the Economic Development Authority establishing the project area and holding a public hearing. Leases over $1,000,000 are subject to municipality debt limits. Leases under $1,000,000 are not subject to municipal debt limits. Financing with a Capital Improvement Bond can be used if a Maintenance facility or city offices are located within the Village Hall but not for a straight community center facility. The procedure for financing through a capital improvement bond would include the formulation of a five year capital improvement plan CIP Plan. A capital improvement bond financing is subject to municipality debt limits. A public hearing is required before adoption of a capital improvement plan and a Referendum. A reverse referendum can be pursued if 5% of the registered voters from last election petition during a 30 day period. Eldridge calculated the City‚s debt limit as 2% of the taxable market value as received from the Wright County Auditor’s office. WaverlyŒs debt limit is $9,971,118. There is plenty of room to stay within the debt limits. A sample debt schedule was provided that reflects lease purchase financing for renovation of the Waverly Village Hall for phases 1-3. A schedule was calculated for a lease purchase for a Maintenance building with declining tax impact during the lease term. A second schedule that was provided shows calculations for a level tax impact plan. A General Obligation Bond schedule was provided but can only be done for city facilities and public works portions of the project. Bonds and leases are outside of levy limits. Interest rates are currently favorable. Many cities are planning and financing projects due to growth issues and needs. The council will schedule a meeting to discuss financing of the proposed projects at the July 9, 2004 work session. A special meeting will need to be held to make a decision on how to proceed with financing of the proposed Village Hall project. Wright County Sheriff Wright County‚s speed radar trailer was placed on CSAH 9. The speed radar system shows vehicles the speed they are traveling and reduces speeding problems. The council asked about the laws regarding seat belt offenses. The representative from the Wright County Sheriff‚s office informed the council that in order to issue a citation for a seat belt violation, the vehicle has to be stopped for another offense. Deputies cannot stop vehicles for sealt belt violations alone. City Engineer‚s Report City Engineer Glienke presented a draft amendment to the Waverly Zoning Ordinance for incorporation of area lake classifications and setbacks to the Shoreland Overlay District. A public hearing is required by the Planning Commission. Glienke will provide the draft amendment to the Planning Commissioners so they can review the draft and schedule and public hearing to consider the amendment to the Waverly Zoning Ordinance. Glienke also reported that the Cooperative Agreement with Wright County for the realignment of CSAH 9 to Atlantic Avenue has been revised. The revision includes the stipulation that upon completion of the construction project that County Rd 62 (4th Street) will be turned over for city jurisdiction. The bid opening for the CSAH 9 construction project is scheduled for July 1, 2004. The construction is estimated to be completed within a 3 month time period. Motion by Hausladen, seconded by Olson to approve the Cooperative Agreement with Wright County as revised. Carried 5-0. Minutes The minutes of the May 7, 2004 Council Work Session were presented for approval. Motion by Hausladen, seconded by Henry-Neaton to approve the May 7, 2004 Council Work Session minutes as presented. Carried 5-0. The minutes of the May 11, 2004 Regular Session were presented for approval. Motion by Hausladen, seconded by Olson to approve the May 11, 2004 Regular Session minutes as presented. Carried 5-0. The minutes of the May 19, 2004 Village Hall Committee were presented for approval. Motion by Henry-Neaton, seconded by Hausladen to approve the May 19, 2004 Village Hall committee minutes as presented. Carried 5-0. Accounts Payable Motion by Olson, seconded by Hausladen to approve the accounts payable in the amount of $225,702.52. Carried 5-0. It was noted that the accounts payable included contractor payments making the amount higher than usual. Due to the number of construction projects, the accounts payable will be at a high level this summer. Maintenance Report Maintenance Supervisor John Rassat reported that he has sold parts from the wastewater treatment plant to various parties. The revenue to date from the sale of parts is $4,000. Rassat reported that the Minnesota Pollution Control Agency will come to the site to officially shut the wastewater plant down. Rassat was instructed to continue reporting until such time as the plant is officially closed down by the Minnesota Pollution Control Agency. Rassat informed the council that he will be taking vacation on June 17, 18, 21, 24, and 25. Rassat recommended that the Welcome to Waverly sign that was previously located along highway 12 is being stored at the wastewater treatment plant and should be relocated. He recommended that the sign be placed in the city hall parking lot along the flower bed or in Railroad Park. Rassat and City Engineer Glienke will coordinate the placement of the sign in an area available with new accesses and parking areas being determined during the CSAH 9 construction project. Planning Commission Adrian Duske was present at the meeting to give the Planning Commission report. Duske reported that Harry McDonough, 208 Elm Avenue applied for a variance to construct a garage to be attached to the existing house which is located 1 ∏ feet from the property line. A public hearing was held on June 3, 2004 regarding the variance application. There were no negative comments received from members of the public. A neighboring property owner was present at the hearing and gave a positive comment regarding the project. The Planning Commission has submitted a recommendation for approval of the variance as submitted. Motion by Hausladen, seconded by Antil to approve the variance for 208 Elm Avenue based upon a positive recommendation from the Planning Commission. Carried 5-0. A concept plan was reviewed for the Lachermeier land. The plan includes park dedication as a trail system around the proposed development. The Planning Commission made a positive recommendation to accept the conceptual plan contingent upon the approval of the Waverly Park Commission. The Planning Commissioners have been reviewing the fee schedule for variance and conditional use permit applications. Upon checking with surrounding communities and discussion that the city is not covering its costs for postage, publication, and administration, the Planning Commissioners are suggesting an increase in fees. The recommendation submitted by the Planning Commission for an increase in fees is: Variances, residential-$150, Variances, commercial-$300, Conditional Use Permits-$300. Motion by Hausladen, seconded by Olson to increase the variance application fee-residential to $150, the conditional use permit application fee to $300, and the variance application fee for commerical/industrial property to $300 effective upon publication. The Planning Commissioners also discussed a situation that has developed regarding the keeping of farm animals within the city limits. There are currently two horses being kept at 6218 1st Street S. The horses are being sheltered in a dog kennel. Complaints have been received from neighbors regarding the keeping of horses in a residential area. Clerk Ryks informed the council that the property owner’s daughter asked about keeping the horses temporarily due to an emergency situation for one to one and one half weeks. Since there was not a section in the Waverly Code of Ordinances that prohibited the keeping of horses specifically, Ryks told the party she could keep the horses temporarily within the time frame specified. It has been approximately three weeks since the party visited the Clerk‚s office. The council members discussed the issue of adequate shelter for the horses and the offensive odor that neighboring residents have complained about. It was also discussed that Wright County ordinances allow one horse per 1.7 acres and that the acreage of the property at 6218 1st Street S. would not meet the requirement. The Planning Commissioners would like to consider an amendment to the animal control ordinance regarding the keeping of farm animals. Clerk Ryks was instructed to send a letter to the property owner to relocate the horses and allow for a seven day compliance period. The Planning Commission was instructed to work on the formulation of an amendment to the animal control ordinance regarding farm animals. Motion by Bush, seconded by Hausladen to direct Clerk Ryks to send a letter to the property owner at 6218 1st Street S. regarding the inhumane treatment of horses and the public nuisance issue directing the owner to relocate the horses within a seven day time frame from the date of the letter and to authorize Planning and Zoning to formulate an ordinance regarding the keeping of farm animals. Carried 5-0. Economic Development Authority Ken Hausladen reported that the Economic Development Authority had ordered two property appraisals. One property owner has requested a price much higher than appraised and assessed value and one property appraisal came in higher than expected because of the residence located on the property. The Economic Development Authority has decided not to pursue the purchase of either property at this time. Park Commission Ken Antil reported that the Park Commission discussed the issue of flag lighting. A cost estimate was formulated for the Summerfields Park in the amount of $134,100 which includes playground equipment, picnic tables, benches, grills, tree plantings, and restrooms. Brad Paumen’s plan for industrial lots with a buffer of multi family residential units was discussed. A park dedication would only be required for the residential portion. The proposed development is in close proximity to the Summerfields park. It may be decided that sidewalks could be installed to connect the area to Summerfields park. A cash dedication may be more desirable for this development. A recommendation from the Park Commission is needed. Community Liaison Pam Henry-Neaton reported that she has been consistently adding items to welcome packets. She has started personal visits with new residents who have been very complimentary of the Welcome to Waverly program. Insurance Renewal As part of the insurance renewal, the council will need to decide whether or not to waive monetary limits of liability. If the limits are waived, the city‚s liability would exceed statutory tort limits. In the past, the council has chosen not to waive monetary limits of liability. Clerk Ryks presented the waiver form with the customary election to not waive monetary limits of liability. Motion by Hausladen, seconded by Bush to accept the waiver form as presented, and to not waive monetary limits. Carried 5-0. Wright County Cities Proposal A proposal was formulated from Wright County cities for presentation to the Wright County Board of Commissioners regarding specific items of cooperation including bonding, transportation, annexation, and capital improvements. The stance of the cities is that they are interested in cooperating with Wright County on various issues. Open communication is desired between municipalities and county government. The proposal also addresses the importance of keeping open communication between cities and townships and counties. Motion by Bush, seconded by Olson for the City of Waverly to support the proposal of Wright County Cities. Carried 5-0. Municipal Liquor Store Report Motion by Hausladen, seconded by Henry-Neaton to adopt the May 2004 Municipal Liquor Store Report. Carried 5-0. The council is requesting month to month comparison figures for sales. Promotional events include June 12 Karoke, July 31 Car Show, and the entrance of two floats in the July 11 Waverly Daze Parade. The flooring material that was selected by staff for the off sale addition has been discontinued. An alternate selection for the flooring has been ordered but will not be delivered for another two weeks. Management will check the construction contract for the specifications for the walls whether they were to be sheet rocked or pine material to match the rest of the store. Manager Gagnon will need to communicate with the architect on a regular basis. On Sale Manager Tussing has hired another bartender. Ball Park Field Light Rental Fees Chris Kittock, Waverly Softball League has objected to the high cost for ball park light rental included on the 2004 fee schedule. The fee structure was changed from monthly rental to $50.00 per use in January, 2004. A review of last yearŒs energy bills when lights were used reflected a $23.24 cost. It was determined that this figure may be inaccurate because it was calculated on a daily cost and lights are used fewer times during the month making the costs above the daily cost figure. The council agreed to lower the rate to $30 per game. Motion by Bush, seconded by Olson to revise the fee schedule for ball park light rental to $30 per use. Carried 5-0. Personnel Committee Meeting A personnel committee meeting was previously scheduled for Thursday, June 10 at 6:30 p.m. A meeting with Sheriff Miller regarding the information regarding the implementation of a Neighborhood Watch Program will take place at 6:30 p.m. with the personnel meeting to follow. Council Members need to turn in their employee performance evaluation forms to committee members for totaling and averaging the scores at their personnel committee meeting. Clerk Ryks should give written job descriptions to employees for their review for possible updates. Waverly Daze Police protection for the Chopper dance during Waverly Daze will be discussed with Sheriff Miller on June 10, 2004. A listing of Waverly Daze events was reviewed by the council. Motion by Henry-Neaton, seconded by Hausladen to approve Waverly Daze events as listed. Carried 5-0. Waverly Terrace Parking Maintenance Supervisor Rassat reported that there have been numerous vehicles located on the street in Waverly Terrace. Rassat informed the council that if the problem persists, the Maintenance Department will need to post signs restricting parking. The parking problem has resulted in interference with traffic through the development. Rassat was instructed to formulate notices to all residents in Waverly Terrace regarding the parking issue and that if the problems are not resolved, that the city will post signs restricting on street parking. Acknowledgements 2004 graduates were recognized. Waverly Royalty candidates were recognized for helping teachers relocate at HLWW High School and Humphrey Elementary. Waverly Fire Department, Inc. Rick Ragan was present at the meeting on behalf of Waverly Fire Department, Inc. He informed the council that he will be attending council meetings as a representative of the Waverly Fire Department. Ragan reported that discussions have been held regarding the incorporation status of the department and future needs. The Wright County Highway Department building on CSAH 8 in Waverly may be pursued as a future location of the fire department. Adjournment Motion by Hausladen, seconded by Bush to adjourn the meeting at 9:30 p.m. Carried 5-0. Deborah Ryks, Clerk Charles Bush, Mayor

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