City of Waverly Minutes

CITY OF WAVERLY CITY COUNCIL MINUTES June 10, 2008 Regular Session Agenda Motion by Pam Henry-Neaton, seconded by Gary Olson to approve the agenda with the addition of Village Hall Windows as item 21c. Carried 5-0. Acknowledgements/Recognition/Announcements Council Member Pam Henry-Neaton congratulated 2008 graduates. It was announced that MEADA is looking for golfers for a golf tournament. Rob Beckfeld Building Inspector Rob Beckfeld reported that there have been 3 new home construction building permits issued this year. Waverly is 2 ahead of Buffalo. The majority of permits being issued are for reroof/residing projects due to storm damage. There are14 empty houses that have not had final building inspections. Beckfeld is currently working with 5 builders to obtain final building inspections. The remaining homes are in the process of foreclosure. Beckfeld asked the council to consider raising fixed permit fees from $25 to $50. The present fees are not covering the inspection expenses. The fixed fees in other communities are as follows: Montrose $50, Winsted $35, Howard Lake $20. Motion by Ken Hausladen, seconded by Ken Antil to raise the fixed building permit fees to $50. Carried 5-0. Fees apply to each project but fixed work such as re-roofing and residing may be combined on one permit application. MLS Report-Wanda Tussing Manager Wanda Tussing reported that the May 2008 profit and loss report shows a $6000 loss but it is not a true figure. There was an actual profit of $6000 due to liability insurance expense being shown twice on the books. Mayor Ken Hausladen asked Tussing to provide the savings account balance at the July 8, 2008 Council Meeting. Council Member Deb Hausladen asked for a budget to actual report to be presented next month. Tussing reported that sales have increased. A net profit and loss report was requested by the council. Motion by Ken Antil, seconded by Gary Olson to approve the May MLS Financial Report. Carried 5-0. Planning and Zoning Report Connie Holmes gave the Planning and Zoning report to the council. She reported that one individual approached the commissioners about a potential purchase of property. A proposed building plan was reviewed for compliance with the zoning ordinance. The public hearing to consider the interim use permit application submitted by T-Mobile for the installation of a cell antenna on the city water tower was postponed. The public hearing will be conducted on June 19, 2008. Planning and Zoning Secretary Mary Johnson will distribute the draft rental ordinance to Planning Commission members prior to next week's meeting. The draft Community survey was reviewed. EDA-Connie Holmes Connie Holmes publicly thanked John Konrath for his service to EDA. She encouraged the Council to acknowledge his service to EDA. Connie Holmes will be serving as the new EDA President. Clerk Deb Ryks will serve as interim Secretary. The member vacancy has been posted on the city sign. The Development Open House event was cancelled due to lack of interest. EDA plans to expand their display at the business expo this fall. The draft Community Survey was discussed. EDA hopes to finalize the survey next month and do the mailing in July. All committees were thanked for submitting their comments for the survey project. It has come to the attention of the EDA that a bank officer is interested in membership on the EDA. Clerk Ryks reported that a modification would need to be made to the enabling resolution since the membership requirements are restrictive to Waverly residents or business owners. Clerk Ryks will check the Minnesota Statute for any limitations on membership or modification to the enabling resolution for membership. The EDA will discuss this item at their June meeting. Maintenance Report-Jim Woitalla Maintenance Supervisor John Rassat submitted a response letter to the Waverly Lake Association regarding pending work in Waverly Terrace Park. The Waverly Lake Association has offered to match $1000 for the purchase of three new buoys for the swimming beach. The Association will assume 50% of the cost up to $1000. Kristin Solely approached the council regarding an easement through the Waverly Terrace Park. Solely needs an access to her lower property due to the way the home was built. Solely spoke with John Rassat about an agreement for access on the edge of the park. A yearly lease and $50 per year was offered. Solely will assume the material costs for establishing the access. No vehicles will use the access. Maintenance equipment for the yard will be used in the easement area. It was decided that this matter would be referred to the Parks Commission for a recommendation to the council. Solely will attend the July 23, 2008 Parks Commission meeting and bring in a sketch plan for the Commissioners to review. Woitalla reported that the Legion Park roofing project is complete. Woitalla reported that the construction of Paul Greenhagen's new home construction at 511 North Shore Drive resulted in a sewer line issue. The footing is in close proximity to the sewer line. Wells are located on the property. There are setbacks regulated by State of Minnesota for setback distances. The wells are sealed. A certification from the well contractor of the sealing of the wells will be required. City Engineer Glienke will make an inquiry to the Minnesota Department of Health regarding the required setback from the wells. The option to relocate the sewer line to straighten the existing jogged line has been discussed with Maintenance staff. City specifications would need to be used. A city inspection would also be required. Greenhagen would be required to pay the cost to relocate the line.. Three property owners would not have sewer service for 1 day while the work is being done. An option to relocate the footing was brought forth by Paul Greenhagen. This would make the building setbacks non-complaint and a public hearing for a variance would be required. The relocation of the sewer line is the best option. City Engineer Glienke will advise Maintenance staff after obtaining the well regulations from the Minnesota Department of Health. Two patches were installed around the caved-in drains on Dresden Lane. City Engineer Glienke will check on fabric located outside of storm drains in new development areas as reported by Mayor Ken Hausladen. Barry Glienke-City Engineer T Mobile Cell Antenna Project: Irving Gonzales was present to discuss the proposed lease agreement for the cell antenna project proposed by T-Mobile. A recommendation letter was submitted by City Attorney Rhonda Pagel. City Engineer Glienke also submitted a letter of recommendation. Glienke has required that a permanent mount be made when the interior of the tower is painted. A Public hearing is being held on June 19, 2008 to consider the interim use permit for the project. The final agreement is being reviewed by City Engineer Glienke. The proposed lease includes a $1,100 monthly rental fee with a 3% increase per year. Gonazales added language to the agreement per the City Attorney. Some items do not apply. The security deposit amount needs to be determined. A value needs to be determined for restoration in the event of default of the agreement. City Engineer Glienke will check on security amounts used in agreements in other cities. City Attorney Pagel will need to review the revised agreement prior to the public hearing. Council consideration of approval is requested at the July 8, 2008 council meeting. If T-Mobile wants the agreement signed by month end, payment for special council meeting is necessary. Kristall Development Letter of Credit Status: The letter of credit issued for the Carrigan Estates subdivision has expired. City Engineer Glienke stated that the expiration is a violation of the Development Agreement. Legal action may need to be pursued to post a current letter of credit. City Engineer Glienke will notify the developer in writing that the developer will be subject to legal action if a current letter of credit is not posted. Motion by Pam Henry-Neaton, seconded by Ken Hausladen to direct City Engineer Glienke to notify the developer that if the letter of credit is not reinstated in 10 days that legal action will be taken by the city. Carried 5-0. City Attorney City Attorney Rhonda Pagel provided a letter to the council regarding the detachment request for the Randall and DeAnn Rasset property. The correct acreage was submitted for the Trailhead annexation. The council discussed the responsible party to pay the expense of the proceeding. It was decided that this issue would be referred to Woodland Township as the parcel will be under their jurisdiction. Wright Co. Sheriff Council Member Pam Henry-Neaton reported that she attended a mitigation steering committee meeting. Minutes The minutes of the May 13, 2008 Regular Session were presented for approval. Motion by Gary Olson, seconded by Pam Henry-Neaton to approve the May 13, 2008 Regular Session minutes as presented. Carried 5-0. Accounts Payable The accounts payable was submitted in the amount of $88,048.72. Motion by Ken Antil, seconded by Pam Henry-Neaton to approve the payment of claims upon receipt of funds. Carried 5-0. Welcome Packet Report Deb Hausladen reported that she is up to date on the delivery of welcome packets to new residents. One welcome packet was delivered this month. Ball Park Lights Clerk Ryks provided the energy costs for the operation of ball park lights. The energy costs are $43.39 per week during the summer peak period. The rental fee is $50 per event. The expense is covered by the rental fee. The council decided to not offer a discount as requested by Al Doering for an advance rental payment. They also would like to address the rental fee amount after the summer season. Ordinance 08-02 Ordinance 08-02 was presented for the amendment of Mayor/Council salaries. Base salaries would be in effect with no per meeting compensation. The ordinance will become effective on January 1, 2009. Motion by Ken Antil, seconded by Pam Henry-Neaton to adopt Ordinance 08-02. Carried 5-0. The salaries would be monthly base salaries and the city is not allowed to penalize for meeting absences. Waverly Industrial Park Clerk Ryks provided a cost sheet for the marketing of lots in the Waverly Industrial Park. This has been submitted to Stevens West 2. The industrial park fee that will be collected with the building permit applications is $2200. This fee is a per acre fee and includes costs for construction of a small section of sidewalk, street lighting, and city engineering fees. The city has paid the engineering fees. The sidewalk and lighting will be paid by the city and reimbursed through the industrial park fee. 6/18 Mayor's Association Mtg. Ken Hausladen, Pam Henry-Neaton, Deb Hausladen, and Deb Ryks will attend the Mayor's Association meeting on June 18, 2008 in Albertville. The presentation will include discussion on budgeting with the challenges of foreclosures and the building slow down. Overdraft Policy Mayor Ken Hausladen presented an overdraft policy document received from Citizens State Bank of Waverly. The last paragraph of the policy included a statement that an employee connected with an overdraft continuing for more than 2 days would be subject to termination. The council debated the wording of the policy. The council discussed that the city's cash balance has been low and difficult to manage. The balances should be monitored and policies from other communities should be reviewed. The council argued over the responsibility for the condition of the city's funds. Discussion was held regarding the Treasurer's responsibility versus the council's accountability for low tax levies. Council/staff will be monitoring fund balances and not issuing payments if the balances are low. The last paragraph of the policy was removed. Motion by Ken Antil, seconded by Pam Henry-Neaton to adopt the policy less the last paragraph. Carried 5-0. Falcon Heights Investment Policy The Falcon Heights Investment Policy was provided by the city auditing firm. It has been suggested that Waverly adopt a similar policy. This policy should be reviewed by council prior to the personnel meeting so that it may be discussed at that time. Burnsville Financial Management Policy The Burnsville Financial Management Plan should be reviewed prior to the Personnel meeting so that it may be discussed at that time. Personnel Meeting The council scheduled a personnel committee meeting for June 24, 2008 at 6:30 p.m. This meeting will include a closed session for the council to complete performance evaluation forms. Staff reviews will be held on June 25, 2008 at 5pm. Ryks will advise staff to select desired times. Utility Billing-Monthly Conversion. Clerk Ryks presented a plan to convert to monthly utility billing. She suggested that a quarterly billing be done on July 15 for the period of April – June. Beginning on August 15, monthly billing intervals will be started. The bills will be done on the 15th of the month for the previous month. The August 15 billing will be for the period of July, the September 15 billing will be done for the period of August, and the October 15 billing will be for September with a city meter reading. August and September billing will be done on an estimated meter reading. Ryks will inquire of Banyon on the procedure to covert to a monthly billing period and obtaining the monthly meter reading estimates. The automated payment option previously discussed is not included in the plan. Additional information is needed. Motion by Pam Henry-Neaton, seconded by Ken Hausladen to convert to monthly billing as proposed. Carried 5-0. Newsletter The council asked Clerk Ryks to prepare a one page newsletter including information on Waverly Daze events and Monthly Utility Billing. A message will be placed on the July utility bills regarding the monthly billing cycles as well. TAC Repayment Plan Clerk Ryks proposed a repayment plan for the tax anticipation certificate that becomes due and payable on April 1, 2009. She suggested making monthly transfers from the general checking account to the money market savings account beginning in July. The monthly transfers would be $28,000. The transfers will begin in July 2008. Motion by Ken Antil, seconded by Gary Olson to make a monthly transfer to the Money Market savings of $28,000 to be used to pay off the debt on April 1, 2009. Carried 5-0. If the transfer cannot be made due to high payables in a particular month, Clerk Ryks will advise the council of the situation. Sale to Kuske-Purchase Agreement Motion by Ken Antil, seconded by Gary Olson to authorize the Mayor to sign the Purchase Agreement. Carried 5-0. Waverly Lions-Temp Liquor License for Waverly Daze Motion by Gary Olson, seconded by Ken Antil to approve the liquor license for the Waverly Lions Club for Waverly Daze. Carried 5-0. Village Hall Windows Council Member Gary Olson stated that the lower building windows are broken in the Village Hall. He would like to have the windows repaired. Jim Woitalla reported that the cost is approximately $427 per window. There is an additional cost of $100 for supplies. Lazy J Sales The council will monitor the status of the paving project required at Lazy J Sales. Crosswalks Mayor Ken Hausladen inquired about the status of striping the crosswalks at the intersections of Douglas/Waverland and Dresden Lane/Frankfort Way. Woitalla reported that maintenance staff did not purchase a striper due to low funds. It was suggested that the crosswalks be painted as a community service project. Another suggestion was made to have the Wright County Sentence to Serve program assist with the project. Adjournment Motion by Ken Antil, seconded by Gary Olson to adjourn the meeting at 9:20 p.m. Carried 5-0. __________________________ ___________________________ Deborah Ryks, Clerk Ken Hausladen, Mayor

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