CITY OF WAVERLY
CITY COUNCIL
MINUTES
August 12, 2008
Regular Session
Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, August 12, 2008 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Deb Ryks, and Council Members: Ken Antil, Gary Olson, Deb Hausladen, and Pam Henry-Neaton. John Rassat, Maintenance Supervisor; Barry Glienke, City Engineer; Rob Beckfeld, Building Inspector; Wanda Tussing and Mary Klingelhoets, Municipal Liquor Store,; Ryan DeMars, Park Commission Chairman; Connie Holmes, Economic Development Authority President; and Waverly residents Kristin Solely, John Sarkinen, Dorothy Novak, and Donna Gallagher were also present at the meeting.
Agenda
Motion by Gary Olson, seconded by Deb Hausladen to approve the agenda as presented. Carried 5-0.
Requests from the Public
There were no requests from the public addressed to the council.
Acknowledgements/Recognition/Announcements
Pam Henry-Neaton announced that MEADA had a successful National Night Out Event with more attendees than the previous year.
Ken Hausladen announced that the Waverly Lake Association had a successful National Night Out event as well. The Lake Association may not continue this event but may consider holding a fall event.
All of those involved in Waverly Daze planning were acknowledged. Waverly Royalty 2008-2009 were recognized. The Fishing Contest included 77 participants.
Rob Beckfeld-July Report
Building Inspector Rob Beckfeld reported that he received a few calls from banks on foreclosed homes. He hasn't heard from the finance company for CMC Homes. The company has a few unfinished homes in the Carrigan Meadows development. Reroofing work is still being done throughout the city.
Beckfeld spoke on the proposed rental property ordinance. He explained that the ordinance was formulated from the City of Winsted's ordinance. He reported that when an ordinance is adopted, the Building Inspector can investigate and issue orders for compliance involving rental property. Licensing is required for rental property owners. The license will be in effect for a five year period.
MLS Report-Wanda Tussing/Mary Klingelhoets
Manager Wanda Tussing reported that the Municipal Liquor Store will be holding their annual Car Show event on Aug 23. A Customer Appreciation event will be held on September 6.
She reported that some personnel matters are currently being resolved. These matters should be discussed with the council in a closed session. Tussing will schedule a meeting date with the Clerk.
The actual net profit for July is $1591.61. The financial report does not reflect the actual figure due to last month's inventory being paid for this month. Bookkeeper Mary Klingelhoets will present an actual year to date profit report for the September council meeting.
Motion by Pam Henry-Neaton, seconded by Gary Olson to accept the July 2008 financial report. Carried 5-0.
The council informed Manager Tussing that they approved the check policy as written with a few grammatical corrections. The procedure of using Checks and Balances company for collections was reviewed and included in the policy.
Public Hearing: Resolution 08-08-Modification of the Enabling Resolution Creating the EDA
The public hearing was opened at 7:15 p.m.
The modification to the enabling resolution is applicable to membership requirements allowing an officer of the bank designated by the City of Waverly to apply for membership on the Waverly Economic Development Authority. The only stipulation made by the council was to prohibit the same individual to serve on both Montrose and Waverly Economic Development Authority committees. Resolution 08-08 will be considered upon the closure of the public hearing. The hearing was held open until 7:30 p.m. pending additional public comments. There were no comments offered by members of the public.
Motion by Ken Antil, seconded by Deb Hausladen to close the public hearing at 7:30 p.m. Carried 5-0.
Motion by Ken Antil, seconded by Deb Hausladen to adopt Resolution 08-08 Modifying the Enabling Resolution. Carried 5-0.
Parks Commission-Ryan DeMars
Chairman Ryan DeMars was present at the meeting to give the Park Commission report.
He reported that an easement proposal was made by Nathan and Kristin Soley, 103 Wilson Street. The request for an easement through the edge of Waverly Terrace Park is needed to access their rear property. The access will be limited to maintenance equipment. Vehicles will be prohibited. The Parks Commission recommended approval of the easement through the edge of Waverly Terrace Park as proposed. An agreement will be written and recorded along with the easement requiring a $50 annual payment to the City of Waverly for the access. The lease agreement and easement will run with the property.
Motion by Gary Olson, seconded by Ken Antil to approve the easement proposal and lease agreement. Carried 5-0.
DeMars reported that the Lake Association is interested in the donation of two benches, five grills, and an ash dumpster to the city. Swimming buoys are being looked at for next season. The cost of the grills is $208 each. Trophies Plus will be meeting with Maintenance Supervisor John Rassat for pricing on the dedication plaques to be placed on each grill on the steel shelf. Rassat will bring a plaque to the next Park Commission meeting. The benches to be used in conjunction with the memorial bench dedication program meet city specifications and were ordered. The benches have been delivered. The cost of each bench is $600 with a total cost for five benches of $3,200. The city maintenance staff will install and be responsible for maintenance. An engraver from Delano is being used for the memorial dedication. The city should absorb the cost of the concrete for bench installation and the engraving since the dedicators will be paying for the cost of the benches. The Park Commission has proposed locations and will make the decision where the donated benches are located. The engraving cost will be paid from park projects fund.
John Sarkinen was present at the meeting and asked about the planting of trees in the Carrigan Meadows Park. He resides in the Carrigan Estates subdivision but takes his grandchildren to the Carrigan Meadows Park where there is limited shade. Sarkinen was informed that there were 42 trees planted this year. The trees are small in size but will grow to become future shade trees. The Carrigan Meadows Park is a work in progress and is not finally developed.
Planning Commission Report-Connie Holmes
Planning Commissioner Connie Holmes was present at the meeting to give the Planning Commission report. She reported that a public hearing was scheduled for August 21, 2008 to consider a variance application for the property at 1307 North Shore Drive.
An invitation to participate in a fall training session with Montrose was tabled for more information. A public informational meeting was held to hear comments on the proposed rental ordinance. Three rental property owners attended. Discussion will be continued at the August 21, 2008 meeting to hear final comments from property owners.
Waverly Economic Development Authority
President Connie Holmes was present to give the monthly Waverly EDA activity report. A meeting summary was included in the packet for the council to review. Holmes reported that the community survey was mailed in July. The results will be tabulated next week with a preliminary report on the results to the council in September. The EDA incurred mailing and printing costs with the remainder of the survey project being done in house.
Holmes advised the council that she spoke with the owners of Citizens State Bank of Waverly about the council's stipulation of a bank officer being eligible for EDA membership but the same individual could not serve on both Montrose and Waverly EDA committees. The bank owners agreed with this stipulation. Jason Fink is interested in membership and may apply for the vacant position.
Chris Kittock was selected for EDA Secretary. The salary will be paid from EDA funds and consistent with the Secretary salary for the Parks Commission. This selection was made to provide support to Clerk Deb Ryks who has a heavy work load with a shortage of office staff.
Holmes reported that a joint discussion was held with city council members regarding the goals/priorities for the EDA. Some of the potential projects include contracting services for the creation of a comprehensive plan, parks plan for the City of Waverly. A business directory project and upgrading of the City of Waverly web site were also discussed. Application for a Healthy Communities Partnership grant will be pursued.
Holmes inquired about meeting absences. One specific EDA member has consistently missed meetings and was paid the quarterly salary. This is due to the changing to salary rather than per meeting compensation. The bylaws may address absences by requiring that 75% of meetings are attended. The council decided to stipulate that the monthly $25 salary be based on the minimum of one meeting attended. Motion by Pam Henry-Neaton, seconded by Gary Olson to make the stipulation that a minimum of one meeting attended is required to be eligible for the monthly salary for city committees. Carried 5-0.
Council Member Gary Olson inquired whether EDA funds could be transferred for city use in road maintenance projects. Clerk Ryks stated that Minnesota law requires that any fund reserve that is transferred over to the city be used to reduce debt service, however, projects such as the comprehensive plan that are connected to Economic Development may be paid for directly from EDA funds.
Maintenance Report
Maintenance Supervisor John Rassat was present at the meeting to give the Maintenance Report. He reported that he received seal coat/crack filling quotations for North Shore Drive. The cost has been driven up on seal coating due to the price of oil. It is also too late in the season to schedule the work with the contractor. If oil prices stay the same, next year, the cost is estimated to be $57,150. Quotations were requested for crack filling only. The low price was quoted by Gopher State Seal Coat, Inc. in the amount of $6,048. Rassat recommended that the council include the expense for seal coating North Shore Drive in the 2009 budget. If this project is delayed, it may cause the road to deteriorate beyond repair capabilities requiring replacement.
Motion by Gary Olson, seconded by Ken Antil to crack fill North Shore Drive in the amount of $6,048. Carried 5-0.
The minutes of May 8, 2007 were presented to clarify previous action on crosswalk installation. Crosswalks were approved for the intersection of 1st Street S./Frankfort Way. Signs have been installed but the crossing has not been painted due to expenditure limitations. The intersection of Douglas Drive/Waverland Lane was not included in the pedestrian crossing installations. Rassat advised the council to consider placement of crosswalks in legal intersections only. Mayor Ken Hausladen stated that in the past, the council has responded to requests from residents. Due to the city's attempt to lower expenditures, additional crosswalks are not being considered at this time.
Rassat reported that he hired a mowing contractor to eliminate weeds in the Carrigan Estates development. The developer will be billed for the contractor's cost. Rubber bobcat tracks and other construction materials are being dumped in long weed areas. This caused the contractor to clean the debris on the lots prior to mowing. Nuisance abatement is included in the City Code. The city staff will utilize the same procedure as weed elimination for the cleaning of debris. The developer may pay the cost of a dumpster to dispose of the construction materials cleaned from the lots in which long grass and weeds were eliminated. The council decided to direct John Rassat to advise the developer that the city would order a dumpster and assess the cost if it is not done within seven days. Rassat commented that the Summerfields development is being take care of by the developer in relation to weed elimination.
Mayor Hausladen was advised that there is silt fence in Summerfields that has been down for four years. The City Engineer informed the council that the removal needs to be done by the developer and the developer has been advised of this in previous correspondence. Rassat will telephone the developer, Dennis Backes in regard to the removal of the silt fence. This matter has been on the punch list formulated by the City Engineer and has been an issue for two years.
Barry Glienke-City Engineer
City Engineer Barry Glienke reported that a meeting with John Stanebrook, Progress Land Development was held to negotiate a revised development agreement for the Spring Meadows subdivision. The proposed revisions were received in Barry Glienke's office today. He will review them and give a report to the council at the September council meeting.
The council was also advised that the Stevens Development is continuing with construction taking place on 6th Street S.
T-Mobile started on the installation of the cell antenna and housing at the site of the water tower.
City Attorney's Report
There was no written report submitted to the council by the City Attorney.
Wright County Sheriff's Department
Council Member Pam Henry-Neaton received an irate, anonymous telephone complaint at her home regarding police response time. This matter was referred to the Sheriff's Department.
Minutes
The July 8, 2008 Minutes were presented for approval.
Motion by Pam Henry-Neaton, seconded by Ken Antil to approve the minutes of the July 8, 2008 Regular Session as presented. Carried 5-0.
The July 14, 2008 Special Session minutes were presented for approval.
Motion by Ken Antil, seconded by Pam Henry-Neaton to approve the minutes of the July 14, 2008 Special Session as presented. Carried 5-0.
Accounts Payable,
Motion by Pam Henry-Neaton, seconded by Ken Antil to approve the accounts payable in the amount of $109,060.55. Carried 5-0.
Welcome Packet Report
Deb Hausladen reported that five welcome packets were delivered this month. She is up to date on new resident visits. She reported that new resident comments include positive comments about the Waverly community.
September Council Meeting
The September Regular Council meeting was rescheduled for Wednesday, September 10, 2008 due to the Minnesota State Primary election being held on Tuesday, September 9, 2008.
Budget Meeting
A preliminary budget meeting was scheduled for Wednesday, August 27, 2008 at 5pm.
Summary of Closed Session
The summary of the closed session held on July 14, 2008 was read aloud by Mayor Hausladen. The closed session included employee performance review scoring and discussion relating to council management matters..
Financial Mgmt Plan Meeting
A work session with the single purpose of reviewing and establishing a financial management plan for the City of Waverly was scheduled for September 23, 2008 at 6pm.
Resolution 08-08-1: Appointment of Election Judges
Resolution 08-08-1 was presented for the appointment of election judges for the September 9, 2008 Minnesota State Primary. Election Judges to be appointed are Deb Ryks, Head Election Judge, Mary Johnson, Geraldine Smith, Adrian Duske, and Irene Woitalla.
Motion by Ken Antil, seconded by Pam Henry-Neaton to adopt Resolution 08-08-1 for the appointment of election judges. Carried 5-0.
Police Contract Hours
The Wright County Board approved the amendment of the law enforcement contract hours from six hours per day during the months of May-August to four hours per day resulting in a yearly savings of $13,440. Waverly has adequate coverage with Wright County deputies in the area on a consistent basis.
Ordinance Amendment-Weed Management
Ordinance Amendment 08-03 was presented for the weed management section of the City Code. The amendment includes the removal of the certified mailing requirement for weed destruction notices. It also allows seven days for compliance for occupied homes and vacant lots. Unoccupied homes will be given notice by personal delivery with 48 hours to comply.
Motion by Deb Hausladen, seconded by Ken Antil to adopt Ordinance Amendment 08-03. Carried 5-0.
Budget Increase Request-Waverly Royalty
The Waverly Royalty Committee submitted a budget increase request. The request is based on increasing costs of participation in the Minneapolis Aquatennial. The annual contribution of $1,250 is requested for an increase to $1,500.
Motion by Ken Antil, seconded by Gary Olson to approve a budget increase of the annual contribution to the Waverly Royalty Committee as requested. MOTION FAILED. Opposed 5-0.
Discussion was held regarding the interest in reviewing the financial statement of the committee prior to consideration of the budget increase.
Motion by Pam Henry-Neaton, seconded by Ken Antil to reconsider the budget increase request of the Waverly Royalty Committee and review the financial statement and determine expense handling. Carried 5-0.
Clerk Ryks was directed to request one or two of the committee members to attend the August 27, 2008 budget meeting to present their financial statement.
Chamber of Commerce Community Expo
There is a cost of $50 for registration for one booth at the expo. There are additional fees for additional space and tables.
Motion by Ken Antil, seconded by Gary Olson to register for one booth at the Chamber of Commerce Community Expo on September 20, 2008. Carried 5-0.
The details of persons working the booth, materials for presentation, and participation of the EDA will be discussed at the September meeting.
T-Mobile Rental Income
Waverly resident John Sarkinen asked about the amount of the rental payments to be received from T-Mobile in connection with the tower lease. The council explained that the city will receive rental payments of $1,100 per month which is an average rental fee among other communities. The payments will be allocated to the general fund. This income will assist in the recovery of the general fund.
Adjournment
Motion by Ken Antil, seconded by Gary Olson to adjourn the meeting at 8:40 p.m.. Carried 5-0.
________________________ _______________________
Deborah Ryks, Clerk Ken Hausladen, Mayor
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