City of Waverly Minutes

Regular Session Pursuant to notice and call the Waverly City Council met in regular session at 7:30 p.m.on Tuesday, December 9, 2003. Those in attendance were Mayor Bush, Clerk Ryks, and Council Members Hausladen, Antil, Henry-Neaton, and Olson. Agenda The agenda was amended with the following additions: Waverly Lions Lease Agreement under MLS Report and 2004 Village Hall Rentals under New Business. The agenda was approved as amended by consensus of the council. Public Hearing-2004 Budget/Levy The public hearing was opened at 7:30 p.m. The 2004 budget proposed for adoption is $1,100,766 and the budget for enterprise funds if $300,884. The final tax levy proposed for adoption is $249,759 which reflects a 10% increase. There were no comments offered from members of the public or questions asked of the council regarding the 2004 budget/levy. The hearing was closed at 7:40 p.m. Resolution 03-12 adopting the 2004 budget/levy was presented to the council. Motion by Bush, seconded by Hausladen to pass Resolution 03-12 as presented. Carried 5-0. Sheldon Swenson-Waste Management Sheldon Swenson, Waste Management Company was present at the meeting to address the council regarding refuse services. Swenson informed the council that Waste Management could provide service that would enhance the city‚s current services. He informed the council that refuse service through Waste Management Company would include providing garbage carts to all city residents as well as a city wide recycling program that consists of a two sort program. Residents would separate cans, glass, and plastic in one bag and paper in a separate bag. They would provide new recycling bins to all residents. Waste Management would do the refuse billing and take the expense of billing away from city. Extras such as mattresses and furniture would be picked up at an extra charge but would be coordinated with the regular pick up schedule. A fee schedule would be provided to residents for the additional items. Special events such as city wide clean up and compost disposal days would be done at no charge to the city. Waverly Daze events would be taken care of as a donation. They would be willing to assist with grant and funding programs for the city. Swenson informed the council that Waste Management hires professional drivers that go through a one week safety orientation before they begin to operate the refuse equipment and vehicles on the street. The company is based in Winsted. They provide service to several communities to the west and east of Waverly such as Montrose. Waste Management employs Waverly residents and would very much like the opportunity to bid refuse service in the City of Waverly. Glen Mumford-Mumford Sanitation, Glen Mumford, Mumford Sanitation was present at the meeting. He presented new service options to the city. He informed the council that a cart system is available with no increase in fees. Mumford pointed out that recycling bins are already provided to residents. The city currently bills for water and sewer services along with refuse service so a cost savings would not be gained from another refuse company taking on the task of billing for refuse service. Mumford currently picks up extra items with the appropriate tags as well as additional residential garbage without the extra garbage tags. Mumford Sanitation is a small, family operated business. He informed the council that other companies offer different programs for different cities. He told the council members that the compost dumpster that is located at the Wastewater Treatment Plant is available 365 days/year but the city is only charged when it is taken to the compost site. Drivers are CDL and are required to be trained in accordance with state laws. The rates have not been changed since 1995. Council Member Antil reported that upon checking on rates for refuse service in other communities, he discovered that Mumford Sanitation‚s rates are higher than others servicing the Wright County area. Rockford and Buffalo‚s rates are lower than Waverly‚s. There has been a low number of complaints regarding the current refuse service. There have been compliments received regarding the city‚s current service as well. Overall, the City is presently satisfied with the service. Motion by Antil, seconded by Hausladen to put the refuse contract out for bid. Motion failed. 2-3. Opposed: Bush, Henry-Neaton, Olson. Discussion continued regarding the city‚s refuse contract. When asked how they can provide service at a lower cost, Sheldon Swenson, Waste Management explained that efficiencies are greater with new equipment. For instance, drivers don‚t have to get out of trucks at stops therefore, the cost of business has gone down. Swenson believes that Waste Management service could reduce the city costs. Council Members Antil and Hausladen expressed interest in letting the refuse contract out for the bidding process to obtain pricing comparisons. Council Member Olson stated that he does not want to see a small business such as Mumford Sanitation forced out by big business. It was noted that Mumford Sanitation could participate in the bidding process if proposals are requested. It was also suggested that the council consider an amendment to the refuse ordinance allowing for commercial accounts to contract with other haulers and to allow other haulers to provide dumpster rentals within the City of Waverly. City Engineer‚s Report Barry Glienke, Bolton & Menk was present at the meeting. Glienke informed the council that the bids were opened for the lift station construction in the Carrigan Meadows development. The bids varied between $155,116 and $290,000. The low bid was received from Arcon Construction in the amount of $155,116. Glienke has recommended that the council award the bid for lift station construction to Arcon Construction. Motion by Antil, seconded by Olson to award the bid for lift station construction in Carrigan Meadows to Arcon Construction for the amount of $155,116. Carried 5-0. Minutes The minutes of the November 7, 2003 Council Work Session were presented for approval. Motion by Antil, seconded by Henry-Neaton to approve the November 7, 2003 Council Work Session minutes as presented. Carried 5-0. The minutes of the November 10, 2003 Special Session were presented for approval. Motion by Henry-Neaton, seconded by Bush to approve the November 10, 2003 Special Session minutes as presented. Carried 5-0. The minutes of the November 12, 2003 Regular Session were presented for approval. Motion by Henry-Neaton, seconded by Bush to approve the November 12, 2003 Regular Session minutes as presented. Carried 5-0. The minutes of the November 28, 2003 Special Session were presented for approval. Motion by Bush, seconded by Henry-Neaton to approve the November 12, 2003 Special Session minutes as presented. Carried 5-0. Accounts Payable Motion by Olson, seconded by Henry-Neaton to approve the accounts payable in the amount of $104, 458.04. Carried 5-0. Maintenance Report Maintenance Supervisor Rassat reported that he obtained a price of $3,905 for impellers for the main lift station. This project will be coordinated with hook up to the new wastewater treatment facility. The work is needed because the weight will change once wastewater is pumped to the new facility. The funds are allocated in the 2004 sewer fund budget. Rassat ordered 50 additional water meters to replenish the stock as there were only 6 meters remaining on hand. $12,375 has been received in water meter fees collected with new construction building permits. Rassat reported that the new plow truck is working well for snow removal. Parks Superintendent Woitalla reported that there has been vandalism on a continual basis in the park. A picnic table was hauled out of the park and was found by the electronic sign. The restroom door was also kicked in. The police need to patrol the park regularly even though the park is closed for the season. Planning Commission Report Planning and Zoning Liaison Adrian Duske was present at the meeting to give the Planning Commission report. Duske reported that a variance application was submitted for the property located at 533 North Shore Drive. A public hearing was conducted on November 20, 2003 to consider the variance request. The variance, if granted would allow the property owner to construct a new home and remove the existing manufactured home from the property. A 7 foot side yard setback is needed to accommodate the new construction. The property owners reduced the original size of the proposed new home to allow for a 7 foot setback. There was one adjacent property owner present at the hearing to comment on the variance application. The comments were based on concerns that acceptable flood elevations are met during the construction of the new home. The property owners informed the Planning Commissioners that they attempted to purchase additional property in order to meet the required side yard setback of 10 feet and were unsuccessful. The property owner of the adjacent vacant lot would not consider selling it. The Planning Commission issued a recommendation for approval based on the hardship situation. The applicants informed the Planning Commission that the side yard setback may be 8 feet but they requested a variance for 7 feet in case they need additional room when placing the home on the lot. Motion by Bush, seconded by Hausladen to approve the variance application as submitted for the property located at 533 North Shore Drive. Carried 5-0. The terms of office of Planning Commissioners Bob Winters, Scott Painschab, Mary Johnson, and Roger Kloss will expire on December 31, 2003. All of the members holding the expiring positions have expressed interest in renewing their terms. The new terms of office will expire on December 31, 2006. Motion by Olson, seconded by Antil to renew the Planning Commission terms of office for Bob Winters, Mary Johnson, Roger Kloss, and Scott Painschab. Carried 5-0. Planning Commissioners Barb Wendel and Mary Johnson will do a drive through holiday light inspection so letters of appreciation can be sent out. The inspection will take place this week. Lee Eby, the developer for the Woodland Shores proposed development spoke with Adrian Duske by telephone regarding the concept plan submitted for park areas. Duske informed Eby that the Planning Commission and Park Commission have determined a 10% parkland dedication that could be dedicated in three equal sized areas. The Planning Commission has discussed the issue of Eby and Lachermeiers working together to locate the parkland adjacent to one another in their plans to create a larger park area. Council Member Henry-Neaton requested that Adrian Duske keep track of his time spent in the Planning and Zoning Liaison position so the council can re-evaluate the wage paid for the position. This is due to an additional amount of requests and duties involved with development occurring at a rapid rate. Duske will be attending a seminar on January 20, 2004 on behalf of the Planning Commission. Duske will have to be absent from work on this date and asked for compensation of lost wages. Motion by Bush, seconded by Antil to compensate Adrian for lost wages for his attendance at the January 20 seminar. Carried 5-0. Economic Development Authority Ken Hausladen reported that the Economic Development Authority has recommended that the council make two new member appointments. Tim Stasson has been recommended to fulfill the term vacated by Becky Halvorson. The term of office will expire on December 31, 2006. Stasson is an owner of Waverly Flooring and Design and is interested in participating in the community to enhance economic development. Todd Bolter has been recommended to fulfill the term vacated by the resignation of Brian Matzke. The term of office will expire on December 31, 2007. Bolter is a new resident of Waverly. He is a policeman by occupation. He is interested in becoming involved in the community. Motion by Hausladen, seconded by Antil to appoint Todd Bolter and Tim Stasson to the Economic Development Authority as recommended. Carried 5-0. Clerk Ryks will send a letter to the candidate that was not selected and notify the selected members by letter. The Economic Development Authority members are interested in looking at properties located on the Village Hall Block and other properties that may be available in the city. Park Commission Parks Superintendent Woitalla reported that the Park Commission held a work session on December 8, 2003 to establish their 2004 goals. The Commission‚s priorities for 2004 are to focus on Waverly Legion Waterfront Park. The Carrigan Meadows park is contingent upon whether 1st Street S. will be extended. The Commission would like to resolve the parkland concerns in the Summerfields Development. Council Member Antil reported that the dispute with Rick Packer, Arcon Development, Inc. regarding park development fees has been resolved. Packer agreed to the council‚s proposal to collect park fees at the time building permits are issued and to inform buyers of the fee prior to the sale closing. Woitalla is currently polling other cities regarding park fees charged and land dedication requirements. The park development fee will be included in the 2004 fee schedule. The council will be receiving 10% of net profits from charitable gambling organizations. It was determined that the funds will be allocated to the parks department for park equipment purchase and for expenses for park maintenance. It was decided that prior to submission of a conceptual plan, developers will be asked to meet with city staff members and the City Engineer. A joint meeting will be held with the Park Commission and Planning Commission as well so that the developers are aware of the expectations for park land dedication and subdivision requirements. Vacation Request-Debbie Ryks Clerk Ryks requested to take vacation from January 26, 2004 through February 2, 2004. Mary Johnson will be available to work in the office with the exception of Thursday, January 29, 2004. Motion by Bush, seconded by Hausladen to accept the vacation request as submitted by Debbie Ryks .Carried 5-0. Certificate of Deposit Renewal-7166 Certificate of Deposit 7166 is due for renewal on December 12, 2003. The investment balance is $263,506.80 and is currently invested with Citizens State Bank of Waverly. The council discussed investing locally and allowing for a variance in interest rates for Citizens State Bank in comparison to interest rates offered from other banks. Council Member Hausladen would like Clerk Ryks to check with banks in the Wright County area to obtain interest rates and to require that Citizens State Bank of Waverly matches the best rate offered. Motion by Antil to request interest rate quotes from Howard Lake, Winsted, and Delano and keep the investment with the Citizens State Bank of Waverly if they match the highest rate and if not, accept the interest lowest quote. Motion failed 2-3 Opposed: Henry-Neaton, Olson, and Bush. Discussion was held regarding the creation of a policy to invest locally when the interest difference is calculated at π%. Motion by Bush, seconded by Olson to request interest quotes from the banks in Howard Lake, Winsted, and Citizens State Bank of Waverly and if Citizens State Bank of Waverly is within π% of the best rate offered to keep the investment with Citizens State Bank of Waverly. Carried 3-2. Opposed Antil and Hausladen. Montrose-Waverly Chamber of Commerce The membership is due for renewal in the Montrose-Waverly Chamber of Commerce. The annual membership fee is $75.00. Motion by Bush, seconded by Henry-Neaton to renew the City of Waverly‚s membership in the Chamber of Commerce. Carried 5-0. Upcoming Meetings December 11, 2003, 7:00 p.m.-Meeting with Marysville and Woodland township representatives to finalize annexation agreements. December 30, 2003 7:00 p.m.-2003 Year End Accounts Payable and 2004 Goal Setting session. January 7, 2004 7:00 p.m.-Joint Meeting with committees to discuss 2004 committee goals. Municipal Liquor Store Report Motion by Olson, seconded by Antil to approve the November 2003 Municipal Liquor Store Report. Carried 5-0. Lease Agreement-Waverly Lions The council met with Waverly Lions representatives and discussed the renewal of the Lease Agreement at the Municipal Liquor Store for charitable gambling. The amount of rent previously discussed was based on 11% of the revenues. It was brought to the attention of the Clerk that the State of Minnesota has a limitation on rental fees paid for charitable gambling for booth operations. The maximum level of rent for a booth operation is 10%. Motion by Antil, seconded by Henry-Neaton to approve the lease agreement with the Waverly Lions for charitable gambling operations at the Municipal Liquor Store at the rental rate of 10%. Carried 5-0. Architectural Services Agreement-Off Sale Addition An agreement was received from Haugen Architects for architectural services connected with the Municipal Liquor Store off sale building addition. The council reviewed the agreement. Motion by Antil, seconded by Bush to accept the agreement for architectural services for the Municipal Liquor Store off sale addition with Haugen Architects. Carried 5-0. Village Hall Rentals 2004 Clerk Ryks asked the council whether to accept rental reservations for the Waverly Village Hall in 2004. The council decided that if remodeling or renovation plans were developed in 2004, work would not take place until 2005 so the building may be rented in 2004. The council discussed informing renters about the Atlantic Avenue construction project next summer as access will be limited in 2004. The issue of reserving the building for renters for set up the day prior to an event was discussed. It was decided that in order to reserve the building for set up, renters would be responsible to pay the regular rental fee for event set up. Local organizations have one free rental per year. It was decided that the policy would be set that organizations would be required to pay additional rent for set up but could approach the council to ask for relief if needed. These items will be written into the Village Hall Agreement. Motion by Bush, seconded by Antil to amend the Village Hall Rental Agreement to include additional daily rent being charged for set up and to include wording about the access being limited to the building in 2004. Carried 5-0. Acknow/Recognition Maintenance Supervisor John Rassat was acknowledged for conducting snow plowing operations today alone without additional staff and for constructing an easel for use in the council chambers. Adjournment Motion by Bush, seconded by Hausladen to adjourn the meeting at 9:10 p.m. Carried 5-0. _______________________ __________________________ Deborah Ryks, Clerk

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