June 9, 2009
Regular Session        

Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, June 9, 2009 in the council chambers of Waverly City Hall.  Those in attendance were Mayor Ken Antil, Clerk Deb Ryks, and council members: Connie Holmes, Keith Harris, John Konrath, and Gary Olson. 

Agenda

            The agenda was amended with the addition of two items under New Business:  Lake Association Request to use Council Chambers and City Web Site Review.

            The agenda was approved as amended by consensus of the council.

Building Inspector’s Report

            Clerk Ryks reported that there were a total of six permits issued in May including decks, reroofs, and a basement finish.

MLS Report

            Municipal Liquor Store Manager Wanda Tussing reported that there were five deliveries included in the end of month inventory resulting in a loss of $7,426.20 for the month of May.  Inventory could not be turned over due to the timing of the deliveries at the end of the month. Additional liquor was ordered due to a price increase to keep the costs down.

            Motion by Holmes, seconded by Konrath to approve the May 2009 financial report as presented.  Carried 5-0.

            Dan Jared, an ADT Security Services Sales Representative was present at the meeting to provide information and a quotation on video surveillance for the Municipal Liquor Store. 

            A camera to monitor the tills is desired to detect employee theft.   8 cameras are quoted with two options including pricing for an 8 channel system or a 16 channel system.  The 8 channel DVR cannot be expanded.  Pricing for a 60 month lease to own financing was provided for each option.  The cost for an 8 channel DVR system is $5,898.60 to purchase or $138.68 per month for a 60 month lease to own financing.  The lease to own would require 2 months up front and $1.00 to own at the end of the lease.  The 16 channel system would be $6,298.60 to purchase and $149.21 for lease to own financing for 60 months.  Installation is included in the pricing and there is a capability to install up to 10 computers for home viewing.  There is a full warranty on the equipment for 5 years.  The benefits of the security system include verification of workplace injuries by viewing surveillance recording for incidents.  The Manager can be contacted by email automatically if an incident occurs.  The Manager would not need to work as many hours to monitor activities.  

            The council is interested in setting up a meeting with Manager Wanda Tussing to discuss the details.  The pricing was extended to July 14, 2009 for a decision at the July 14, 2009 council meeting.  

            A quotation was submitted by Frank Chase, Chase Communications for a surveillance system in the amount of $3,600.  36 month financing would result in monthly payments of $110.00 and a total cost of $3,960.  The council would like Frank Chase to give an overview of his quotation at a special meeting.  Tussing would also like to obtain a quotation from Burns Security as the company has the security alarm at the Municipal Liquor Store. 

Parks

            The next meeting is scheduled for June 24, 2009.

Planning and Zoning

            The May 21, 2009 minutes were reviewed. 

            There are two vacancies on the Planning Commission.  Letters were written to various people inviting them to apply for a position.

EDA

            The May 26, 2009 meeting minutes were reviewed. 

            The community directory project will be progressing in the next few weeks.

            Jennifer Carpentier has applied and is being recommended by the EDA for appointment to the EDA.  The term will expire on December 31, 2013. 

            Motion by Holmes, seconded by Harris to accept Jennifer Carpentier as a member to EDA with the term expiration date of December 31, 2013.  Carried 5-0.

            The next comprehensive planning meeting is scheduled for June 29, 2009 at 7:00 p.m.  The focus of the meeting will be to review transportation and land use maps.

Maintenance Report

            Clerk Ryks gave the Maintenance Report due to the absence of John Rassat.  She reported that the chip sealing project on North Shore Drive is scheduled for June 18, 2009.

            A verbal approval was received from MN Dot for placement of the Welcome to Waverly sign on the lot owned by the state on the north side of highway 12.  An application was submitted by Maintenance Supervisor John Rassat.

            Rassat is still awaiting quotations for the bituminous patching project.

Minutes

            The minutes of the May 11, 2009 Special Session were presented for approval. 

            Motion by Holmes, seconded by Olson to adopt the May 11, 2009 Special Session minutes as presented.  Carried 5-0.

            The minutes of the May 12, 2009 Regular Session were presented for approval.

Motion by Holmes, seconded by Konrath to adopt the minutes of the May 12, 2009 Regular Session as presented.  Carried 5-0.

            The minutes of the May 26, 2009 Comprehensive Planning Workshop were presented for approval.           

            Motion by Olson, seconded by Holmes to adopt the May 26, 2009 Comprehensive Planning Workshop minutes as presented.  Carried 5-0.

Accounts Payable

         The accounts payable was presented in the amount of $53,780.73. 

            Motion by Holmes, seconded by Konrath to adopt the accounts payable in the amount of $53,780.73.   Carried 5-0.

City Engineer

            City Engineer Barry Glienke had no new items to report.

Welcome Packets

            There are new packets being prepared for delivery to new residents.

Insurance Limits of Liability

            Each year with the city insurance renewal, the council needs to decide whether to wavie the monetary limits of liability.  If the limits are waived, the city would be open to additional liability on tort claims.

             Motion by Harris, seconded by Olson to not waive the tort limits of liability. Carried 5-0.

School District-Election Machine Use

            The council reviewed the letter received from the School District regarding election machine use for future school elections. 

            The council discussed the details of the machine use including training, a fee for transport and set up by City Maintenance staff.

         Motion by Harris, seconded by Konrath to send a letter to the School District specifying that the City Maintenance staff will be required to transport and set up the election machines for use by the school district and that a staff time fee will apply and that the City Clerk will not provide training. Carried 5-0.

Presentation Supplies

            Council Member John Konrath provided information regarding the purchase of a projection screen for use by presenters in the council chambers.  The screen would be attached to the ceiling and pull down for use.  Accessories are suggested such as media clips to install the screen and a media cart for presenters to use for their laptop.  The estimated cost is $360.95.  A tri-pod stand and screen would cost approximately $500.  A mobile unit to transport between the city offices and Village Hall would add $160 to the estimated cost.

            City Engineer Glienke may have a used projection screen to give to the city. 

State Demographer’s Population Estimate

            The city received the State Demographer’s population estimate for Waverly as of April 1, 2008.  The state’s estimate is 1,087 as of April 2008.  The 2007 estimate by the State Demographer was 1,028.  State aid calculations are made based on the state’s population estimate.

            Council Member Connie Holmes researched the challenge process.  A house by house count would provide the most accurate population number although there are other options such as compiling a utility service list.  A potential challenge is being considered because the Governor could exempt unallotment of state aid to cities under 1,000 population.  The certified local government aid for 2009 for Waverly is $62,000 but a large portion may be lost or the total aid eliminated by the Governor. If Waverly’s actual population is under 1,000, the city may be exempted from the state aid loss.

            Holmes is suggesting that a letter signed by the Mayor be sent to Waverly residents with a form to be filled out and collected from residents as to each household count.  To increase the response from residents, the return envelope/postcard will be self addressed and stamped. Holmes will volunteer to take on the project if the council decides to challenge the population.  The Council can meet as a group to collect the data from residents who do not return their household counts.  The state deadline for challenges is short with a due date of June 24, 2009 for submission of the challenge data. 

            Motion by Harris, seconded by Konrath to challenge state demographer.  Carried 5-0.

CSAH 8 Pavement Update

         Clerk Ryks received a memorandum from the Wright County Highway Department regarding the paving of CSAH 8.  The road will be detoured one day during the construction.  The project is estimated for completion in early July. 

Speed Limit Regulation

            Mayor Antil read about new legislation for small communities regarding establishing speed limits on county roads within the city limits at the city’s discretion.  He will obtain information for the council to consider for CSAH 8 and CSAH 9.

Newsletter

         The council decided to wait until the population survey is completed prior to sending a city newsletter.

Old Business-

            John Konrath informed the council that he is researching web sites from other communities for future consideration of upgrading the City of Waverly web site.

New Business

            The Waverly Lake Association is requesting to utilize the council chambers for meetings connected with establishing a lake management plan.  Water quality-milfoil/weed subcommittees have been formed as a part of this project.   The meetings will be held the second Monday of the month for a five month time frame beginning in July.

            Motion by Konrath, seconded by Harris to allow the Waverly Lake Association use of city hall.  Carried 5-0.

Waverly Daze Events

            Clerk Ryks submitted a tentative list of Waverly Daze events for the council’s approval.  This is done each year as an insurance requirement.  When the poster is received with the definite list of events, Ryks will distribute it to each council member’s mail box.

            Motion by Harris, seconded by Holmes to approve Waverly Daze events. Carried 5-0.

Parade

            The council registered for the parade.  It was decided that water and assorted candy will be purchased from Pete’s Grocery for the parade.

Waverly Lions-Temp Liquor License

         A temporary liquor license application was submitted by the Waverly Lions Club for Waverly Daze, July 10, 11, 12, 2009. 

            Motion by Harris, seconded by Holmes to approve the application and submit it to the State.  Carried 5-0.

Cleaning Position

            The cleaning position for the city offices was vacated at the end of May.  Clerk Ryks asked for permission to post the position on the electronic sign and hire an individual to clean the offices.  The individual is not an employee but an independent contractor and is paid monthly at the rate of $40 per week.

            The council directed Ryks to post the position on the sign.

Appointments Vacated

         Several appointments were vacated upon the resignation of Pam Henry-Neaton from the City Council.

            Connie Holmes will serve in the capacity of Alternate Acting Mayor.  Keith Harris will act as Civil Defense and Emergency Preparedness posts.  John Konrath will serve on the Cable Commission.        

Acknowledgements/Recognition/Announcements

            Thank you notes will be sent to the Waverly Fire Department for their volunteer service for the Memorial Day event and participation in the funeral of Dwain Altringer.  A thank you note will be sent to the Waverly Lions for donating and arranging for the painting at the Waverly Village Hall.

Adjournment

            Motion by Olson, seconded by Harris to adjourn the meeting at 8:50 p.m..  Carried 5-0. 

Deborah Ryks, Clerk                                 Ken Antil, Mayor