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, Maintenance Supervisor John Rassat, Senior Maintenance Worker Jim Woitalla, and Council Members Gary Olson, Connie Holmes, Keith Harris, and John Konrath.

Agenda

            Motion by Holmes, seconded by Olson to accept the agenda as presented.  Carried 5-0.

Joe Kaul, Kaul Design Group, Web Site Presentation

            Joe Kaul, Kaul Design Group was present at the meeting to give a presentation on providing services connected with redesign of the City of Waverly web site.

            The company is based in Hanover.  Kaul explained that some benefits of an upgraded web site include opportunities for online communication, providing  city information to the public, and business retention and promotion.  The quotation for services would Include the Municipal Liquor Store for promoting events.   The estimated cost for web hosting is $75-$200.  Hosting would need to be provided by an outside source. Email addresses could be supplied for the council and accessed from upgraded web page  A subdomain could be included on the web site for each City Department.  Funds would need to be allocated for future domain renewals and hosting fees.  Staff training would need to be done or a maintenance contract to update the web site.  Kaul Design Group does not do web hosting.  Their services would be retained for design and development services. 

            Their experience includes web development for the Hanover EDA.  Some similar city web sites include Howard Lake and Montrose. Kaul Design Group did not design these sites but they are good examples of the proposed web design. The proposed cost estimate depending upon specific services requested is $3,000-$7,500 which includes site development and programming.  The high end would include video presentations, higher technology.  It is recommended that passwords are used for access and to delegate one administrator for web site updates due to security concerns.   Council Member John Konrath asked about web maintenance for monthly updates ,council agendas, etc. It is estimated that 1-4 hours of staff time would need to be spent on web site maintenance.

            Council Member John Konrath thanked Joe Kaul for his presentation and explained that the city will be obtaining more prices from other web design companies.  The time frame for this project is to make a selection and begin work in March 2010. 

Building Inspection Report

         There were 3 building permits issued in November.  The permits were for plumbing work, garage constructions, and deck construction. 

Wright County Sheriff

            There was no one present to give a report for the Wright County Sheriff’s Department.

Waverly Fire Department

            There was no report given.

MLS Report

            Manager Wanda Tussing reported that light was repaired on the building sign and it is in need of additional repair.  Since the original repair was a $2,000 expense last month, management decided to forego additional repairs to the lighted sign at this time.           

            The net profit for November was $2,903.87.

            It was decided that the council will meet with Municipal Liquor Store management following the 2009 Audit Report for a budget discussion for 2010. 

Requests from the Public

            There were no requests from the public.

Parks Commission

            There has been no activity in the Parks Commission or Parks Department due to the fall/winter season and the lack of new developments.

Planning Commission

            The November 19, 2009 Minutes were reviewed.  A variance was granted for garage construction at 305 Elm Avenue.  A Public hearing was conducted on the draft Comprehensive Plan and Park Facilities Plan. Members of the public attended the hearing.  There were  no questions asked at the hearing.  The comment period is open until January 18, 2010.  Council Member Connie Holmes stated that a response was received from the Wright County Transportation Committee.  The Committee approved the plan as written. 

Economic Development Authority

         There was no regular  meeting held in November due to the joint meeting with Planning and Zoning for the public hearing regarding the Comprehensive Plan.

            The Waverly business/community directory project is complete.  The directories will be in the mail this week.

Public Hearing-Budget/Levy adoption

            The public hearing to consider the adoption of the 2010 budget and property tax levy was opened at 7:30 p.m.

            Resolution 09-12 was presented with a proposed 3% levy increase.  The proposed 2010 budget is $895,140, and the budget for enterprise funds is $909,148.  The proposed levy is $970,005. 

            Council Member Keith Harris asked whether the budget could be reduced by cutting some services.  Clerk Ryks and Council Member Holmes stated that many cuts had already been made and the Council reviewed and amended the proposed budget in August/September during a budget workshop meeting.

            Mr. and Mrs. Richard Storms were present at the meeting to object to their proposed tax increase which increased substantially.  Council Member Connie Holmes explained that the limited market value on lake properties was removed by the State of Minnesota.  For many years, properties that increased greatly in valuation were taxed on the limited market value of the property rather than the total valuation.  Mayor Ken Antil explained that property valuation is set in April of each year.  A Board of Review Assessment Hearing is held with the Wright County Assessor to hear objections to property values. The 2010 market value on the proposed property tax statement was set in April 2009.  The council members informed them of the Board of Review process and agreed to send notice to them prior to the 2011 Board of Review Assessment hearing which will be scheduled in April 2010.   Lake properties and cabins were affected due to the elimination of the limited market value and that taxes are being calculated on the total valuation of the property.  This may cause a large increase now due to the gap between the limited market valuation and the total property valuation.

            Mike Stevens and Kevin Buresch were present at the meeting to object to a proposed property tax increase on their land in the Waverly industrial park.  Valuation increased considerably, with a 22% increase in taxes.  The council informed them that the tax classification was probably changed from unimproved lot status to improved lot status due to the installation of utilities, road completion. The improvements may have caused a substantial increase in property valuation.              Mike Stevens and Kevin Buresch object to this increase due to the market conditions and the limited sale possibilities in the economic market.  The Council informed them that the valuation increase should be addressed at the Board of Review hearing in April.  The retention pond was dedicated to the city and Stevens thought the taxes would decrease because of dedicating the retention pond area of the property to the public.  This matter should be addressed to Greg Kramber, Wright County Assessor.  Clerk Ryks also explained that industrial classified property is taxed at a greater rate than residential.  This probably made the difference in the tax amount due to the improvement of the property. 

            Todd Parks was present at the meeting but did not address the council regarding tax concerns.  He mentioned that the increase in property taxes for 2010 is tolerable.

            The public hearing was closed at 8:30 p.m.

            Motion by Olson, seconded by Holmes to adopt Resolution 09-12 approving the 2010 final budget/levy as proposed.   Carried 4-1.  Opposed: Keith Harris. 

Maintenance Report

            Maintenance Supervisor John Rassat reported that upon a survey of the residences in Waverly, vacancies were reduced from 77 one year ago to 25 presently.  The city has noted that there has been a reduction of 4,000,000 gallons of water used compared to last year.  This is due to residents being more conservative and due to the higher rates are using less water. 

            Rassat asked about water meter reading procedures.  He is proposing that Maintenance Staff read the meters every other month now that yearly averages are available in the utility billing computer system.  This will save staff time as meter reading takes approximately 2-3 days. The office staff will use computer monthly average estimates for the off month.  If there is a discrepancy, it will be fixed the following month when the reading is taken.  The billing process will not take longer because the computer can be set to estimate all non read accounts.  The reading list will be reviewed for inaccuracies prior to calculating bills.  The Maintenance Department is proposing to start the new reading process in February.  The council agreed to the new procedure with a trial period of 6 months with review of whether the new system is working appropriately.

            Rassat reported that the Charles Claessens Memorial was removed from Legion park.  The Maintenance Department was not advised of the removal and is not aware of relocation plans for the memorial.

2010 Maintenance Agreement with Wright County

            The 2010 Maintenance Agreement with Wright County for snow removal on CSAH 9 was presented for consideration by the council.  The city would be paid $2,354.43 for snow removal on CSAH 9.  The payment amount is based on the average snow removal cost over the last 3 years. 

            Motion by Harris, seconded by Konrath to approve the Wright County Maintenance agreement as presented.  Carried 5-0.

City Engineer’s Report

            City Engineer Barry Glienke reported that he will be doing a water and sewer rate study in January when year end balances are available to determine a possible reduction in water rates for 2011.

            There has been no new activity in city engineering.

            Clerk Ryks spoke with City Attorney Rhonda Pagel about alternatives for the collection of unpaid development fees such as legal and engineering services.  Most development companies are struggling financially or have gone out of business.  Pagel suggested to review development agreements and if a clause is included regarding the holding back of building permits based on non-payment of development fees, this would be the only recourse.  The development fees may not be assessed on property taxes.  The city should ask the city auditing firm about writing off old balances.  The city could transfer unpaid balances to new development owners.  The procedure for new development agreements should include requiring a $5000 deposit and additional $5000 deposits once the bills reach $1000 so balances don’t need to be carried by the city.

            City Engineer Glienke will review past development agreements to determine whether the city will have recourse with existing developers.

Minutes

         The minutes of the November 10, 2009 Regular Council Meeting were presented for approval.

            Motion by Holmes, seconded by Konrath to adopt the November 10, 2009 Regular Session minutes as presented.   Carried 5-0.

Accounts Payable

            Motion by Olson, seconded by Harris to approve the accounts payable in the amount of $52,538.17.  Carried 5-0.

Welcome Packets

            There was no activity last month.  Clerk Ryks will advise Connie Holmes of any new resident welcome packets that need to be delivered.

Chamber Membership

            The Montrose Waverly Chamber of Commerce membership renewal was discussed.  It was determined by City Attorney Rhonda Pagel that the city cannot be a member but the Economic Development Authority can pursue membership.  Holmes will bring the renewal of membership in the Chamber to the Economic Development Authority for consideration.

M100 Maintenance Agreement

            Clerk Ryks informed the council that at an election meeting held at the Wright County Courthouse, Clerks were informed that the M100 ballot counters that were purchased cooperatively through a grant agreement in 2006 are no longer under warranty.  The city clerks and township clerks were advised of the option to participate in a group plan for maintenance.  The Gold plan would cost $195 annually for yearly service checks and the Silver plan would cost $135 per year for bi-annual service.  Most of the communities have opted for the silver plan for maintenance.  The machines would need to be transported to Wright County for annual service checks.  The agreement would be through Wright County sponsorship.

            Motion by Konrath, seconded by Holmes to approve the silver plan for maintenance.  Carried 5-0.

Accounts Payable Procedure

            Clerk Ryks asked the council to adopt the procedure for year end accounts payable similar to that of last year.  Two accounts payable lists would be approved in January.  One December 31, 2009 Accounts Payable to include all invoices received in December 2009 and one Accounts Payable for January which would include January bills.  The council agreed to this procedure rather than holding a year end accounts payable meeting because all invoices dated in December may not be received by the last week in December.  The December payables will be allocated to the 2009 budget and the January payables will be allocated to the 2010 budget.

Other Business

            Council Member Connie Holmes asked that a meeting be scheduled with the council/city staff to discuss and consider wage adjustments for 2009.  The adjustments would be effective January 1, 2010.  The meeting was set for December 16, 2009 at 5:30 p.m.  The City Clerk was asked to bring a list of current wage rates and budgeted amounts for salaries to be reviewed at the meeting.

Acknowledgements/Recognition

            John Konrath was recognized for his time devoted to researching city web site options.

Adjournment

            Motion by Holmes, seconded by Olson to adjourn the meeting at 8:45 p.m.  Carried 5-0.

Deborah Ryks, Clerk                                                            Ken Antil, Mayor