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HomeMy WebLinkAboutCC 05-26-1992 r � • MINUTES CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING May 26, 1992 7 : 30 F.M. - City Hall CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof , Councilmember Mahowald called to order the regular City Council meeting at 7 : 30 p .m. Present : Councilmembers JoAnn Growe , Dale Hicks , Thomas Mahowald, Paul Malone . Mayor Sather arrived at 7 : 50 p .m. Also present were: City Attorney , Jerry Filla ; City Engineer , Mark Graham; Public Works Superintendent , Dan Winkel ; Acting Clerk Administrator , Catherine Iago . Minutes transcribed from tape by Recording Secretary , Foster . ADOPT AGENDA MOTION : Malone moved, seconded by Growe , to adopt the May 26 , 1992 agenda as presented. Motion carried unanimously ( 4- 0 ) . APPROVAL OF COUNCIL MINUTES • MOTION : Hicks moved, seconded by Malone , to approve the minutes of May 11 , 1992 Regular Council Meeting as prepared. Motion carried unanimously ( 4-0 ) . CONSENT CALENDAR MOTION : Malone moved, seconded by Growe to approve the Consent Calendar and authorize execution of all necessary documents contained therein. Motion carried unanimously ( 4-0 ) . a . Acknowledgement of Resolution No . 92-36 Accepting Bid and Authorizing Execution of Contract in the Matter of the 1992 Keithson Area Storm Sewer Improvements . b. Approve List of Claims/Payroll . PUBLIC COMMENTS There were no public comments . UNFINISHED AND NEW BUSINESS CRDINANCE NOS . 286 & 287- RESIDENTIAL RECYCLING Attorney Filla advised that per Council direction given at the May ii , 1992 Council meeting , he drafted proposed Ordinance 287 relating to imposition of a residential recycling fee for • Arden Hills Council 2 May 26 , 1992 multi-family units and manufactured home parks . He added that the proposed ordinance imposes a fee unless proof is provided by July 15 , 1992 of contracting with an alternative recycling service . Filla stated that based upon recommendations by the City ' s recycling hauler , he also drafted proposed Ordinance 286 which prohibits scavenging of recyclable materials . MOTION : Malone moved , seconded by Hicks , to adopt Ordinance No . 286 Relating to the Scavenging of Recyclable Materials . Motion carried unanimously ( 4-0 ) . MOTION : Malone moved, seconded by Growe, to adopt Ordinance No . 287 Imposing a Residential Recycling Fee . Motion carried unanimously (4-0 ) . RESULTS OF 1991 AUDIT Gary Groen , of Abdo , Abdo & Eick , appeared before Council for the purpose of reviewing the City' s 1991 audit report . Groen highlighted specific accounts comparing budget to actual • figures . Groen reported that the City is realizing a 94% tax collection rate . With regard to the negative variance in the general fund budget , Groen explained the primary reason is delinquent taxes . He also noted that the positive variance in Fire Services is due to reimbursements from 1989 and 1990 which were applied in 1991 . Groen explained account transfers in and out and reviewed special funds , debt service funds , capital improvement funds , and enterprise funds giving some comparisons to previous years . In response to Councilmember Malone' s inquiry , Groen provided clarification as to how interest is managed on special assessment bonds . Councilmember Mahowald asked Groen to describe the overall financial picture of all funds . Groen compared the major funds to previous years and stated the overall picture is "close to or better than a year ago" . Councilmember Malone drew attention to some notable cost overruns in the Public Works and Recreation Program areas . • Council directed the Public Works Superintendent and Parks Director to work with Groen to address those overruns and provide Council with an analysis report at the next Council meeting . 411 Arden Hills Council 3 May 26 , 1992 ARDEN PLACE DRAINAGE Mayor Sather arrived at 7 : 55 p .m. Engineer Graham provided background on this issue . He reported that a public hearing was held in October , 1991 where plans were presented to extend a 12" pipe from the rear of 1553 Arden Place to the south toward Lake Johanna to correct drainage problems in the Arden Place area . Graham stated that further review of the situation was then delayed due to the extreme snowfall which began the end of October , 1991 . Referring to his May 18 , 1992 report , Graham explained the proposed layout of two drainage options and compared them as follows : Option 1 would be the most direct route, however it would require extensive removal of existing trees , would present construction difficulties , and would require easement acquisition . The cost of Option 1 would be about $17 ,000 plus easement acquisition. • Option 2 would be more favorable in that construction would take place in City owned right-of-way and would minimally affect existing trees . The cost of Option 2 would be about $24 , 000 . Graham recommended Option 2 and advised that Option 1 has received some opposition from affected residents . He added that either option would provide an adequate solution to the drainage problem. Councilmember Growe asked to compare Option 1 and Option 2 relative to impact on existing trees . Graham said Option 1 would require the removal of possible 15 - 18 trees , while he would hope that Option 2 could avoid any tree removal . Councilmember Hicks inquired as to why the drainage and easement problem was not addressed when the house at 1553 was built . Graham stated there was a drainage pipe in place at that time and the placement of that pipe has not changed, but the pipe has been plugged for some time , therefore ineffective as a drainage system. Wally Bauer , 1553 Arden Place, stated that when he bought his lot , he assumed the existing drainage pipe was adequate, then the City issued a building permit , the house was built , the S drainage problem was identified, and the City has tried to no avail to unplug the existing pipe. • Arden Hills Council 4 May 26 , 1992 Public Works Superintendent Winkel reported that different methods have been used three or four times to unplug the existing 6" - 8" pipe , but have been unsuccessful . Councilmember Malone commented that information and options have become available since the October , 1991 public hearing, therefore it would be appropriate to hold another public hearing to help Council choose the least expensive , most appropriate solution . Councilmember Mahowald asked how many homes in the area contribute to the existing drainage problem. Graham said there are eight homes involved. The question of cost for easement acquisition was raised. Attorney Filla advised that the City may have easement rights or may be able to negotiate for easement , and the cost of doing so may range from quite small to very significant . He added that if condemnation procedures were required, the cost of such procedures would exceed the difference in cost between Option 1 and Option 2 . Councilmember Hicks commented that easement acquisition estimates are essential in comparing the • two options . Dale Noyed, 3505 Ridgewood Road reported that he attended a meeting at Johanna Beach Club regarding a solution to this problem and there was no overwhelming support or opposition for any particular method to solve the problem. MOTION : Malone moved, seconded by Mahowald, to order a public hearing on the issue of Arden Place drainage to be held at 7 : 30 p .m. , June 29 , 1992 ; and direct the Engineer to prepare comparisons of Options 1 and 2 for consideration. Motion carried unanimously ( 5-0 ) . CHARITABLE GAMBLING REGULATIONS Temporary City Accountant , Terry Post , reported that the City is tracking very well against budget in the area of charitable gambling operations . However , in reviewing the method of licensing , Post , noticed that most charitable gambling organizations are not complying with ordinance as it defines "gross profits" and this has created a disparity between what the City expects to be paid and what it is actually being paid by licensees . Post and Attorney Filla advised that the ordinance is • consistent with State law and clearly defines the formula by which charitable gambling licensees are to calculate their obligation to the City . That formula is "Total gambling receipts , less prizes and awards , less allowable expenses , multiplied by 10% payable quarterly to the City . " • Arden Hills Council 5 May 26 , 1992 Post said his concern is that the majority of licensees are including taxes as an "allowable expense" . The result is that most licensees are paying the City 10% after taxes rather than before taxes , and the City is collecting about $60 , 000 less than it should be . Attorney Filla explained that it is a "lawful purpose" for charitable gambling licensees to pay taxes , but taxes are not included as an "allowable expense" as defined by the State Gambling Control Board . Post identified three alternative actions to address this issue : 1) Amend the ordinance to redefine licensees ' obligation to the City; 2 ) Collect retroactively from the licensees ; 3 ) Clarify with licensees their obligations per current ordinance . MOTION: Hicks moved, seconded by Growe , to notify charitable gambling licensees that effective July 1 , 1992 : 1 ) The method of calculating their gross profits will be per ordinance , i . e . , gambling receipts less prizes and awards , less allowable expenses , equal • gross profits ; 2 ) The City expects to receive 10% of gross profits ; 3) Allowable expenses does not include any level of taxes . Councilmembers Mahowald and Malone commented that is seems reasonable to include certain expenses as "allowable expenses" , but perhaps computing the City ' s 10o based upon pre-tax figures could be construed as imposing a sort of double jeopardy . Mayor Sather commented that he would be inclined to support Councilmember Hick' s motion because the City must be responsible to collect from every appropriate legal revenue source; in this case the City is missing a revenue opportunity . Councilmember Malone commented that it has become much more difficult and time-consuming to administer and enforce charitable gambling operations than the City originally anticipated . Councilmember Mahowald suggested further thought and review of this item before taking action. • Councilmember Hicks withdrew his motion, Growe withdrew her second. • Arden Hills Council 6 May 26 , 1992 Councilmember Hicks stated that licensees are not being treated equally and fairly , that most licensees are not all following the rules . He raised the possibility of amending the ordinance to continue the 10% pre-tax obligation to the City, but slightly reduce the extent to which licensees must contribute to the trade area . Council agreed to revisit this issue administratively . HIRING OF TEMPORARY PUBLIC WORKS EMPLOYEE Public Works Superintendent Winkel had provided Council with a request for authority to hire a full -time employee on a temporary basis to assist the Public Works crew during the summer in light of the absence and uncertain return of employee Fred Reed. Winkel ' s recommendation was to extend employment to Philip Perron who has twenty years of sewer and water experience. MOTION : Mahowald moved, seconded by Growe , to authorize the hiring of Philip Perron as a full -time, temporary Public • Works employee , effective June 1 through September 1 , 1992 , at a rate of $11 . 35 per hour . Motion carried unanimously ( 5-0 ) . EXTENSION OF SICK LEAVE FOR PUBLIC WORKS EMPLOYEE Public Works Superintendent Winkel updated Council as to Public Works employee , Fred Reed' s condition . Winkel reported that when he wrote his May 22 , 1992 memo requesting Council consider extending additional sick leave for Reed he did so with the understanding that Reed would be returning to work prior to the end of June ; however , since that memo was written, Winkel has met with Reed and questions Reed' s ability to return to work and perform the duties of his job in the near future . Winkel stated that he has talked with Reed who understands that sick leave cannot be extended indefinitely . Winkel explained since Reed' s condition is not related to a work injury , Reed is ineligible for workers ' compensation benefits , but is collecting some disability from his insurance company , and has used his accrued vacation, sick leave , and extended sick leave to supplement his income. • • Arden Hills Council 7 May 26 , 1992 Mayor Sather commented that it is unrealistic to think that Reed could ever "pay back" the sick leave already extended, and he was concerned about extending additional sick leave since there is the chance Reed will be unable to return to his job, and the City has already extended benefits beyond what Reed had accrued. The question was raised how other cities typically handle such a situation. Winkel said that a poll of other cities indicated that granting medical leave of absence without pay is a common practice , however , the employee would need to request that himself . Mayor Sather said he would support such leave for a finite period of time . MOTION : Hicks moved, seconded by Malone , to : 1) Ask Fred Reed to use the balance of his accrued vacation time , 2 ) Deny additional extended sick leave, and 3 ) Request an opinion from Reed' s doctor regarding an anticipated return to work date . Motion carried unanimously ( 5-0 ) . APPROVAL TO PURCHASE TRACTOR • Winkel referred to his May 21 , 1992 memo on this agenda item which reported that the City has the opportunity to purchase a used 1988 Case 580-K Tractor/Backhoe , which appears to be in excellent condition, having been well maintained on a routine basis , for $25 , 000 from Perron Sewer and Water Construction Company . Winkel said the purchase price of the tractor was $42 ,000 in 1988 , it would sell for about $30 ,000 now from a dealer , and a new comparable tractor would be over $50 ,000 . Winkel stated that the budget has $25 , 000 allocated for the purchase of a Bobcat , but that he would prefer to take advantage of the opportunity to purchase the tractor at this time with hopes of also purchasing a Bobcat (perhaps used) using funds saved during the year from capital expenditures . Councilmember Hicks asked if the City currently has a backhoe and tractor . Winkel said the City currently does not have a backhoe , and plans are to use the City ' s current tractor as a trade in when a Bobcat is purchased. Councilmember Malone encouraged Winkel to look for a used Bobcat when the appropriate time comes to make the purchase . Councilmember Hicks asked if Winkel could negotiate a price less than $25 , 000 for the Case tractor . Winkel stated that • $25 ,000 is already a very good price given the condition and maintenance record. Council was reminded that the purchase would not be subject to sales tax if transacted before June 1 , 1992 . • Arden Hills Council 8 May 26 , 1992 MOTION : Hicks moved, seconded by Mahowald, to authorize the expenditure of $25 , 000 for the purchase of a 1988 Case tractor/backhoe from Perron Sewer and Water . Motion carried unanimously (5-0 ) . AMEND JOB DESCRIPTION FOR ADMINISTRATIVE SECRETARY Council referred to Acting Clerk Administrator Iago' s May 22 , 1992 memo wherein Iago suggested amending the job description of the Administrative Secretary to include serving as secretary to the Planning Commission, attending Planning Commission meetings and preparing minutes . MOTION : Malone moved, seconded by Hicks , to approve the use of Administrative Secretary Tery Shield ' s time as Recording Secretary for the Planning Commission and authorize the Acting Clerk Administrator to make the appropriate revisions to the current job description. Motion carried unanimously (5-0 ) . COUNCIL COMMENTS • HISTORY OF KEITHSON POND Councilmember Hicks reported that the former City Engineering firm of SEH has promised to forward background material regarding the history of Keithson Pond . He said he would keep Council updated on this issue . Councilmember Mahowald , having been absent from the May 11 , 1992 Council meeting , asked if Council determined an assessment amount for Keithson Pond. Attorney Filla said that a range was identified, but no definite amount has yet been determined. FIRE DEPARTMENT UPDATE Councilmember Malone updated Council regarding the recent Lake Johanna Volunteer Fire Department Pension Fund meeting . NEW CITY HALL INITIAL MEETING Mahowald asked if a date has yet been scheduled for a meeting amongst staff and architects for the new City Hall . Acting Clerk Iago stated that arrangements have not been finalized yet , but that a morning meeting on June 10 is a possibility . • • Arden Hills Council 9 May 26 , 1992 SCHEDULE JUNE WORKSESSION MOTION : Malone moved, seconded by Hicks , to schedule a Council worksession to be held 4 : 30 p .m. on June 15 , 1992 . Motion carried unanimously ( 5-0 ) . ADJOURN MOTION : Malone moved, seconded by Hicks , to adjourn the meeting at 20 p .m. Motion c rried unanimously ( 5-0) . Tho as R. Sather , Mayor Catherine Ia , Deputy Clerk NOTICE OF MEETINGS : The next regular Council meeting will be held June 8 , 1992 at 7 : " p .m. at City Hall . The next Council worksession will be held June 15 , 1992 at 4 : 30 p .m. • . . . . TNUTEE :ITY OF ARDEN RILLS, MINNESOTA ;,~E{;U:L.ol;r. "J.. 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