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HomeMy WebLinkAbout2017-06-28 CC Minutes - Approved CITY OF CENTERVILLE CITY COUNCIL MEETING MINUTES June 28, 2017 6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled meeting of June 28, 2017 at City Hall, 1880 Main Street. PRESENT: Mayor Jeff Paar Council Member Russ Koski Council Member D. Love Council Member Matt Montain Council Member Steve King ABSENT: Administrator Mike Ericson STAFF: City Attorney Kurt Glaser Intern Charles Roberts Finance Director Paulseth COUNCIL MEETING I.CALL TO ORDER Mayor Paar called to order 6:30 p.m. Mayor Paar called a moment of silence for the Ericson family due to the recent loss of his father and his mother passing away earlier in the day. II.PLEDGE OF ALLEGIANCE III. SET AGENDA Mayor Paar added Check #31128-31135 under Consent and Closing City Hall July 3, 2017 as Item #3 under New Business. Mayor Paar cancelled the scheduled Work Session following the meeting due to the absence of Administrator Ericson and City Engineer Statz. Motion by Council Member Love, seconded by Council Member Montain to Approve the Agenda with the Above Noted Additions. All in favor. Motion carried. IV. APPOINTMENTS/PRESENTATIONS 1.Abdo, Eick & Meyers, Mr. Steve McDonald, Accept Report – 2016 Audit City of Centerville Council Meeting Minutes June 28, 2017 Mr. McDonald reviewed the Management Letter, General Fund Balances including Revenue and Expenditures over a three (3) year comparison, Special Revenue and Capital Project Funds along with Debt Service Funds. Mr. McDonald stated that new accounting practices have been implemented per regulatory agencies. Mr. McDonald stated that on an annual basis, ABDO Eick & Meyers notes that the City has minimal Staff which allows for minimal segregation of duties, however, is well within the guidelines, is in the forefront of their auditing procedures and is focused on while providing their services. He stated that the General Fund balance was healthy and was 56% of the budget for 2016 which is within regulatory requirements and General Finance Officers Association Best Practices of 30-50%. He also stated that these figures are utilized to achieve the City’s bond rating along with consistencies of meeting these standards. Mr. McDonald reported that revenues experienced a $170,981 variance with the final budget primarily due to licenses and permits and expenditures experienced a deficit of $29,738 primarily due to parks and recreation being over budget. He reviewed Special Revenue Funds and Capital Projects Funds stating that the Cable Fund increased by $7,502 over 2015 and Capital Project Funds also increased by $129,597 over 2015. Mr. McDonald advised Council to annually evaluate projects within this category to determine whether the fund should be closed or if additional funding sources would be needed for deficits. He reviewed the City’s bonds, Enterprise Fund Balances: $1,643,503 Water, $1,528,554 Sewer, and $162,713 Storm Water. He stated that the City is in line with peer groups of similar sizes communities. He concluded that overall all major operating funds had healthy cash reserves and trending in a good direction. Mr. McDonald thanked Finance Director Paulseth for her diligence and oversight of the City’s accounting affairs along with all preparations for the audit. Brief discussion took place regarding depreciation, useful life of infrastructure (waterlines, sewer mains, streets, buildings and equipment), the City being within range of expenditures being 30-50% of fund balance and within acceptable range. Mayor Paar thanked staff and the Public Works Department for their due diligence in spending and accounting responsibilities. III.PUBLIC HEARING 1. Reorganization of EDA a. Res. #17-010 – Resolution Enabling the Establishment of the Economic Development Authority of the City of Centerville, Minnesota, Pursuant to Minnesota Statutes, Sections 469.090 Through 469.1082, as Amended Attorney Glaser stated that the City is considering forming a board that would enable the City to have new tools to assist businesses with an array of products such as low interest Page 2 of 6 City of Centerville Council Meeting Minutes June 28, 2017 loans, reduced sale prices on available City owned property to produce interest in relocation of businesses, etc. He stated that the scheduled public hearing is the first process in establishing an Economic Development Authority with board authority, funding, by-laws and composition following. Discussion ensued regarding Council oversight and control, funding, budgeting or taxing authority and the ability to modify all of these issues through the by-laws. Mr. Tim Rehbine, 7062 Dupre Road, stated that he served on this City’s Economic Development Committee for years, the Hamline University EDA study of a year ago was informative and helpful and he believed that marketing of the City was needed along Council granting only specific authority to the EDA. Mayor Paar felt that funding would need to be discussed with the Finance Director and included in the 2018 budget, stated that he believed funds could be raised through events such as Taste of Centerville similar to Taste of White Bear Lake and other communities which brings individuals and businesses into the community providing exposure, funding, and marketing. Attorney Glaser stated that for the process to continue, Council needs to Adopt the resolution establishing the EDA and proceed with structure, by-laws and funding for the future. Motion by Council Member Montain, seconded by Council Member Koski to Close the Public Hearing at 7:22 p.m. All in favor. Motion carried. Motion by Council Member Love, seconded by Council Member King to Table this Item. All in favor. Motion carried. IV.APPROVAL OF THE MINUTES 1.May 24, 2017 City Council Meeting Minutes Mayor Paar provided Council with an opportunity to make modifications. Council Member Montain requested that on page 6, Council Member Montain be replaced with Council Member Koski in the sentence “Council Member Montain questioned establishing a Personnel Committee prior to contracting services with the Committee making recommendations to the full Council”. Mayor Paar requested that he be note in the minutes as Mayor rather than Council Member. Motion by Council Member Montain, seconded by Council Member Koski with the above referenced modifications. Council Member King Abstained. Motion carried. V. CONSENT AGENDA Page 3 of 6 City of Centerville Council Meeting Minutes June 28, 2017 1. City of Centerville June 9, 2017 through June 28, 2017 Claims (Check #31105-#31127 & (Check #31089) & (Check #31128-31135) 2. Centennial Fire District Claims through June 19, 2017 (Check #7882-7893) 3. Centennial Lakes Police Claims through June 20, 2017 (Check #11487-11508) 4. Valley Paving, Inc. – Pay Estimate #1 ($22,295.74) 5. Centerville Lions Request – Fete des Lacs, July 21 – July 23, 2017 a. Noise b. Temporary Liquor Mayor Paar provided an opportunity for Council Members to add additional items or remove items for further discussion. Motion by Council Member Love, seconded by Council Member Montain to approve the Consent Agenda as Presented. All in favor. Motion carried. VI. OLD BUSINESS 1.Council Tablets - Demonstration Mayor Paar stated that Council requested that Staff research purchasing inexpensive tablets for Council Members similar to the City of Circle Pines and the item was tabled from the previous meeting. Council Member Kings stated that he is looking forward to a demonstration of the tablet and Council Member Montain stated that he received a demonstration from the City of Circle Pines and everything is loaded and simple to use. He also stated that there would be a cost savings on paper and copying time which will pay for the tablets. Council Member King had concern that everything would be electronic and if an individual requested a copy of minutes, agendas, etc. would the City be able to provide it. City Attorney Glaser concurred. Council Member Love suggested that the Planning & Zoning Commission and Parks & Recreation Committee also be provided tablets as that would be cost effective. Mayor Paar stated that he was only requesting for Council; however, it would make sense to include the committee/commissions and the cost would be approximately $2,000. Lengthy discussion ensued regarding copier and paper costs, life expectance of the tablets versus purchasing something of higher quality for additional money and amount of space being sufficient. Motion made by Mayor Paar to purchase twenty (20) RCA 11 Galileo Pro 11.5 (2 in 1 Tablets) with folios not to Exceed $2,300, seconded by Council Member King. Discussion ensued regarding the purchase of an additional tablet be made to house at City Hall, the Administrator’s authority to purchase for Staff as deemed necessary and that Council/Commission/Committee members will be given one free replacement should it become broken. Page 4 of 6 City of Centerville Council Meeting Minutes June 28, 2017 Mayor Paar requested that a friendly amendment be made allowing the purchase of one (1) additional RCA 11 Galieo Pro 11.5 (2 in 1 tablets) and allowing one (1) free replacement. Council Member King accepted the friendly amendment. All in favor. Motion carried. 2. Teambuilding Conflict Resolution – League of MN Cities City Attorney Glaser stated that he would recommend tabling the item due to the Administrators absence. Motion by Council Member Love, seconded by Council Member King to Table This Item. All in Favor. Motion carried. IX. NEW BUSINESS 1.Mr. & Mrs. Jake Rude, 1828 Prairie Drive – Special Event Permit Application, Block Part (July 22, 2017 from 2:00 – 7:00 p.m.) Discussion ensued regarding the need for obtaining liability insurance naming the City as additionally insured. Motion by Council Member Montain, seconded by Council Member Love to Approve the Submitted Request Subject to Submission of Liability Insurance being Provided Naming the City as Additionally Insured. All in favor. Motion carried. 2. Downtown Light Pole & Flags **VIA EMAIL PRIOR TO WEDNESDAY** Mayor Paar stated that he had requested information regarding adding banners/flags to the City’s downtown light poles. He stated that to minimize cost it would be every other or every two (2) poles. City Attorney Glaser stated that proposals were received and the lowest cost was for approximately $3,000. He stated that he was unsure whether the estimates included banners/flags. Council Member Montain stated that American flags need to be illuminated so there would be additional costs that would be associated with this. Council Member Love stated that he liked the idea and further discussion should take place during the 2018 budget preparation. Motion by Council Member Koski, seconded by Council Member King to Table this Item. All in favor. Motion carried. 3. Consider Closing City Hall Monday, July 3, 2017 Page 5 of 6 City of Centerville Council Meeting Minutes June 28, 2017 Motion by Council Member Koski, seconded by Council Member Love to Close City Hall and Employees that Exercise Day Off They will Utilize Their Personal Time Off (PTO). All in favor. Motion carried. X. COUNCIL & ADMINISTRATION ANNOUNCEMENT 1.Administrator Ericson A. MNDOT Small Cities Assistance Program Attorney Glaser stated that this program is for cities who have a population of 5,000 and informational. Attorney Glaser stated that he would like to inform residents that contractors need to have a solicitor’s permit through the City to appear on doorsteps attempting to secure work with the recent storms. He also stated that hiring a contractor who is either not licensed through the State of Minnesota or acting as your own General Contractor will not allow you the ability to recover damages if poor workmanship is exhibited or if the contractor never shows up or returns after being paid. He discussed that the Contractor should also be willing to display the building permit for your home to you. Mayor Paar thanked Mr. Charles Roberts, Intern for his attendance. Council Member King reported that North Metro Telecommunications Commission approved their 2018 Budget with a slight increase. Council Member Montain desire to wish everyone a safe and happy Independence Day. Mayor Paar also desired to wish everyone a safe and happy Independence Day and reminded individuals that they could register for the 5/8K runs, parade, softball/kickball tournaments. He also reviewed upcoming events such as Night to Unite, Bald Eagle Waterski Shows and Music in the Park. Mayor Paar reminded residents that the Centennial Lakes Police Department and the Centennial Fire District both have Facebook pages, please like them and follow them. XII. ADJOURNMENT Motion by Council Member Montain, seconded by Council Member Koski to Adjourn the Regularly Scheduled Meeting of June 28, 2017 at 8:28 p.m. All in favor. Motion carried. Respectfully submitted by Teresa Bender, City Clerk Page 6 of 6