City of Waverly Minutes

CITY OF WAVERLY CITY COUNCIL MINUTES December 11, 2007 Regular Session Pursuant to notice and call the Waverly City Council met in regular session at 7:00 p.m. on Tuesday, December 11, 2007 in the council chambers of Waverly City Hall. Those in attendance were Mayor Ken Hausladen, Clerk Deb Ryks, and Council Members: Deb Hausladen, Ken Antil, and, Pam Henry-Neaton. Council Member Gary Olson was absent. Agenda Motion by Ken Antil, seconded by Deb Hausladen to approve the agenda as presented. Carried 4-0. Bob Winters Planning and Zoning Chairman Bob Winters passed away on Sunday, December 9, 2007. Winters was also a board member on the Waverly Economic Development Authority. Visitation is taking place on Wednesday, December 12, 2007 at Petersen Chapel, Buffalo during the hours of 4pm-8pm. The funeral service is being held at St. Pauls Lutheran Church in Montrose on Thursday, December 13, 2007 at 2pm. A moment of silence was observed in memory of Bob Winters. Noel LaBine-Economic Development Partnership of Wright County Noel LaBine, Economic Development Partnership of Wright County was present at the meeting. LaBine gave a presentation of county wide activities conducted by the organization. It was also noted that the group provided assistance to Waverly of promoting the Industrial Park. Waverly did not renew its membership in the organization in 2007. LaBine is asking Waverly to become a member of the organization in 2008. Waverly’s annual membership dues are $222.50. There were 8000 hits on the web site. LaBine informed the council that a 2 page ad in the county brochure is included in the membership dues. LaBine informed the council that the group has provided assistance to Vitaldyne, a Waverly business. LaBine stated that he does not perform grant writing service but is a resource for information. He told the council that he is an experienced grant writer but the county does not want him to conduct grant writing services. Council Member Pam Henry-Neaton asked about specific information contained in his proposal referencing Waverly. She stated that this was misleading as funding was county wide and not specific to Waverly. Motion by Ken Antil, seconded by Pam Henry-Neaton to table action on this matter until the January council meeting for discussion with the entire council. Carried 4-0. Building Inspection Report-Rob Beckfeld The total number of building permits have increased due to reroof projects. New construction is down from 2006. Building Inspector Beckfeld gave a report on unfinished home projects. 8 homes were left unfinished by CMC Homes. Rob has attempted to reach the contractor and he has not returned his calls. Rob Beckfeld will attempt to contact the contractor’s bank and inquire about the status of the building company. There are 3 uncovered dumpsters. Construction debris is present at all sites. Silt fencing is down. 7 of the 8 homes are weather tight. 1 has not been sided. A Chase Michael Home is unfinished. A message was left for the owner and he has not returned the call. PAC Homes has 3 homes left unfinished. The contractor informed Beckfeld that he hopes to finish the projects this coming spring. A message was left for K Brothers who have 1 unfinished project in Waverly. Office phone is disconnected. A follow up letter was sent allowing 15 days for a final inspection or the permit will be expired. A NTC home was left unfinished. He spoke with the builder and a letter was filed requesting an extension. The buyer was unable to complete the sale because of the contingency of the sale of his current home. This may close this spring if the buyer sells his home. The council asked Beckfeld to provide copies of the list of unfinished homes to the council. Beckfeld will send letters to property owners with uncovered dumpsters. Beckfeld is willing to call dumpster companies for removal but the council decided against this. This would make the city liable for the payment and collection would need to be pursued from the property owners. Other cities have experienced the same type of situation in which the banks repossess the homes and finishing the construction for resale. Public Hearing-Budget/Levy-2008 The levy adoption hearing was opened at 7:20 p.m. There were no members of the public wishing to speak on the proposed levy/budget for 2008. The hearing was left open pending public comment. The hearing was closed at 7:45 p.m. The proposed levy is $800,414. The proposed budget for 2008 is $1,586,212. Resolution 07-12 adopting the levy and budget for 2008 services was presented. Motion by Deb Hausladen, seconded by Pam Henry-Neaton to adopt Resolution 07-12. Carried 4-0. Municipal Liquor Store Report The November 2007 Financial Report was presented for review by the council. The month of November reflected a net income of $4645.60. Manager Wanda Tussing and Clerk Ryks will review the repayment schedule to the general fund for advanced monies for inventory. An annual payment is due in December 2007. Motion by Deb Hausladen, seconded by Ken Antil to accept the Nov MLS Report. Carried 4-0. Parks Department-Ryan DeMars Chairman Ryan DeMars was present at the meeting to give the monthly Park Commission report. He reported that the Park Commissioners discussed implementation of the memorial bench dedication program. Engraving is being discussed currently. Maintenance Supervisor John Rassat is checking on options for engraving. A memorial block program is in the planning stages as well. A City wide map will be used to determine preferred bench locations. Rassat is discussing having a map developed with trail locations with the City Engineer to use with the bench program. The proposed tree purchase was reviewed by the Park Commissioners. The parks budget for 2008 was reviewed. $40,000 is levied for park projects for 2008. These funds are dedicated for park projects, not general maintenance. General park maintenance is allocated in the general fund budget. Planning Commission Report The Planning Commission Minutes of Nov 15, 2007 were reviewed. Motion by Ken Antil, seconded by Deb Hausladen to accept the Planning Commission minutes. Carried 4-0. Council Member Pam Henry-Neaton asked about the approval of the minutes by the Planning Commission. Clerk Ryks informed the council that the minutes are presented to the council as a summary of meeting activities. The approval of the minutes by the Planning Commission is done at their monthly meeting. EDA Report Shelly Eldridge, Ehlers & Associates was present at the meeting to present the Lease documents for refinancing the 2.7 acre parcel in the Waverly Industrial Park. The city is acquiring the land from the Economic Development Authority through lease financing with the Citizens State Bank of Waverly. Payments will be twice per year. A balloon payment will be due in 10 years. Payments are calculated on a 20 year schedule. The balloon payment will be considered in 10 years or refinanced. Interest rates increased last week. The interest rate applied to the lease is 4.8%. A Resolution was presented for consideration by the council authorizing the lease financing project. A quit claim deed needs to be signed by the EDA to transfer the land to the city. The closing date is January 10, 2007. Motion by Ken Antil, seconded by Deb Hausladen to adopt Resolution 07-12-1 authorizing the lease financing project as proposed. Carried 4-0. Economic Development Authority President John Konrath spoke of Bob Winters and his service to the EDA Committee. John Konrath summarized the EDA minutes. Escrow has been released to Stevens West 2 due to the street and utilities being near completion. He reported that a market study analysis will be considered in the near future. Todd Boelter’s term of office will expire at year end. John Konrath will contact him about his interest in renewal of his term. City Engineer’s Report-Barry Glienke City Engineer Barry Glienke presented a request for a letter of credit reduction for Summerfields 3rd Addition. Some items are remaining to be resolved. Glienke submitted a letter of recommendation to reduce the letter of credit to $50,000 to cover the remaining work. Motion by Ken Antil, seconded by Deb Hausladen to reduce the letter of credit to $50,000 for Summerfields 3rd Addition. Carried 4-0. A request for a letter of credit reduction for grading work in Summerfields 4th Addition was presented by Engineer Glienke. Glienke recommended that the council allow the letter of credit to expire as all the work has been done. Motion by Deb Hausladen, seconded by Pam Henry-Neaton to allow the letter of credit for grading work in the Summerfields 4th Addition to expire as recommended. Carried 4-0. Payment Application #1/Final was received from Pearson Brothers for the 2007 Seal Coat Project in the amount of $21,135.00. Motion by Ken Antil, seconded by Deb Hausladen to approve the final payment for the seal coat project. Carried 4-0. Glienke presented a request for a letter of credit reduction for the Spring Meadows subdivision to $200,000. Motion by Deb Hausladen, seconded by Pam Henry-Neaton to reduce the letter of credit to $200,000 for Spring Meadows. Carried 4-0. Glienke presented options for the council to consider along with the fee schedule for proposed 2008 water/sewer rate increases. There are two proposed scenarios with proposed rates with transfers from the water fund to the sewer fund and without annual transfers from the water fund. Montrose increased sewer rates in October. Without transfers from the water fund, monthly bills would double. Transfers from the water fund would be necessary through 2014 to keep rates affordable. Montrose water and sewer rates are $3.50/1000 and $2.50/1000. Home permits have not decreased in Montrose. Waverly needs to adjust due to lack of new home construction. The council decided to review the proposal and consider options for action at the January meeting. A grant program calendar will be submitted by City Engineer Glienke as a result of a staff meeting with Ken Hausladen. The SRTS grant program may be a possibility for Waverly in the future. The program allows funding for safe trails to schools. Montrose and Buffalo have submitted a grant application. The grant program is very competitive. Bolton & Menk has been involved in the grant application process in other communities but has not received a grant award with this program. There is an intensive application process such as defining the number of children in the community that walk to school. Support letters are needed from county police, school district officals, and the local fire department. Mayor Ken Hausladen asked Barry Glienke to provide information on the legality of crosswalk locations and the requirement of installing sidewalks for the crosswalks to connect to. Glienke informed the council that the sidewalks on each side of the crosswalk are not required by law. Maintenance Supervisor John Rassat stated that it would be a costly project to install crosswalks at all city intersections. Mayor Ken Hausladen stated that the council is not considering a crosswalk installation project at all intersections but are considering the requested crosswalk location at Douglas Drive/Waverland Lane/Waverland Court. Council Member Ken Antil stated that he would like to continue this discussion at a later time. Motion by Ken Antil, seconded by Deb Hausladen to table the crosswalk discussion for a future meeting. Carried 4-0. Mayor Ken Hausladen asked the council for approval for Bolton & Menk to do the engineering for the retention pond in the Waverly Industrial Park with the cost being reimbursed by Stevens West 2. Engineer Glienke informed the council that Kevin Buresch contacted him and Stevens West 2 has decided to build the retention pond per Arcon Development’s specifications as approved by the City Engineer with the Carrigan Meadows plat. There is no need for council authorization for engineering services for the pond project. John Rassat-Maintenance Report Maintenance Supervisor John Rassat reported that the drive through of the Summerfields development has been completed. He reported that he contacted developers and they agreed to clean up the debris located in vacant lots but felt weed elimination had been addressed. Some residents asked about the existence of green flags in the Summerfields park area. Rassat stated that the flags are for tree planting in the spring. Rassat informed the council that the timing between the Park Commission and council meetings is out of sync. Park Commission recommendations will be put on hold for one month. Items will be reviewed by the Park Commission first and then they will be submitted to the council. For informational purposes, Rassat informed the council that there are 108 city street intersections in the city and if crosswalks are planned for installation at all intersections, it will be a costly project. He reported that he reviewed the installation of stop signs at intersections as requested by residents appearing in May. All stop signs have been installed and the crosswalk will be done in the spring. The City of Howard Lake was contracted for the painting of the crosswalks and material ran short before the crosswalk at this location could be completed. Requests from the Public Complaints about on street parking by patrons and employees of All American Grill were received by the City Clerk via email. Brandon Carlson, 108 Summerfield Drive and Amy Nieaber, 103 Summerfield Drive were present at the meeting to request that parking be restricted to one side of the street due to traffic access problems. Signage for “Residential Parking Only” was suggested. Council Member Ken Antil stated that citations could be issued if parking is totally restricted in the area. This would also be restrictive to the residential property owners and their guests. Residential Parking Only signs would not be able to be enforced by the Sheriff’s Department. Discussion was held about the posting of “No Parking at any Time” signs on the east side of the street from highway 12 to Douglas Drive. Motion by Ken Antil, seconded by Deb Hausladen to post the east side of Summerfield Drive as no parking at any time from highway 12 to Douglas Drive. Carried 4-0. 4 signs will be installed on the east side of Summerfield Drive to Douglas Drive. The Wright County Sheriff’s office will be notified to issue warnings during the first week or so that signs are posted. Maintenance Supervisor Rassat will advise the restaurant owner that the signs will be erected. There were also complaints about the lighting on the exterior of the restaurant. It is causing a nuisance to neighboring property owners. Rassat will ask the owner about redirecting lights to point toward the parking lot, not the building. City Attorney’s Report The City Clerk received a letter from the City Attorney Rhonda Pagel regarding options for the collection of engineering and legal fees paid for Trailhead Development for the Carrigan Trails project. Motion by Pam Henry-Neaton, seconded by Ken Antil to have the City Attorney forward a letter to Trailhead to collect engineering fees. Carried 4-0. Include staff time and attorneys fees, late fees. Include copies of engineering bills with the correspondence. Waverly Fire Department Waverly Fire Department member Keith Harris reported that they are looking for new members. Harris has just completed his first year on the department. He stated that it has been a good experience. The department currently has 15 members. If interested parties inquire about membership, advise them to contact Fire Chief Mark Karels at Mark’s Service station for a membership application. They are currently handing out flyers to recruit members. Minutes The minutes of the November 13, 2007 Regular Session were presented for approval. Motion by Ken Antil, seconded by Deb Hausladen to approve the November 13, 2007 Regular Session minutes as presented. Carried 4-0. Accounts Payable The accounts payable was presented for approval in the amount of $56,021.04. Council Members asked about the telephone bill. Clerk Ryks informed the council that the monthly billing covers all city buildings, water tower, and lift station service. The monthly city engineering bill was also questioned as no utility projects are pending. Clerk Ryks and Barry Glienke pulled the invoice and noted that all the monthly charges are for developers except for $180 for the seal coat project administration. The building inspection bill was discussed. Clerk Ryks stated that the billing is done when final inspections are completed and the permits being invoiced may date back one year. Welcome Packet Report Deb Hausladen reported that there were no new resident visits conducted this month. She is up to date with new resident visits. Montrose-Waverly Chamber Clerk Ryks informed the council that the membership dues for the Montrose-Waverly Chamber of Commerce are due for renewal. The annual dues are $75.00. Motion by Ken Antil, seconded by Pam Henry-Neaton to approve the membership renewal in the Montrose-Waverly Chamber of Commerce. Carried 4-0. Work Session for Appointments A Work Session will be held to discuss annual appointments. This will be held with the Year End Accounts Payable meeting on Friday, December 28, 2007 at 5pm. Vacation Request Clerk Debbie Ryks requested to take vacation January 7-18. She will be absent from the January 8, 2008 council meeting. Office Assistant Lori Jones will attend the council meeting to take the minutes. Motion by Deb Hausladen, seconded by Ken Antil to approve Deb Ryks’ vacation request. Carried 4-0. City Newsletter A newsletter draft will be presented at the January 8, 2008 council meeting. Items to be included in the newsletter should be forwarded to Deb Ryks. Joint Meeting A joint meeting with city committees will be held on December 20, 2007 at 7pm. Other Business It was suggested that an email communication be sent to Wright County Commissioner Jack Russek to inquire about the status of the speed study on CSAH 8. Acknow/Rec/Announcements Pam Henry-Neaton informed the council that the MEADA organization has decals. One decal was presented to the City of Waverly. The decals will be handed out to sponsors of the National Night out event as well. Adjournment Motion by Ken Antil, seconded by Deb Hausladen to adjourn the meeting at 9:05 p.m. Carried 4-0. __________________________ ___________________________ Deborah Ryks, Clerk

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