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HomeMy WebLinkAbout2018-06-13 CC Minutes - Approved CITY OF CENTERVILLE CITY COUNCIL MEETING MINUTES June 13, 2018 6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled City Council meeting of June 13, 2018 at City Hall, 1880 Main Street. PRESENT: Mayor Jeff Paar Council Member Steve King Council Member Russ Koski Council Member D. Love Council Member Matt Montain I—i P P I V C 1.1 ABSENT: None STAFF: City Attorney Kurt Glaser City Administrator/Engineer Mark Statz L CALL TO ORDER Mayor Paar called to order 6:31 p.m. II. PLEDGE OF ALLEGIANCE III. APPROVAL OF AGENDA Mayor Paar noted the following amendments to the Agenda: Check #31894-31905 and Replacement Page 20 under Consent. The addition of Item #4, Old Business — Conditional Employment Offer (P-T Finance Director); the removal of Item #2, New Business; addition of Pages 186a-186d under Item #3, New Business and addition of Garage Sale Days Information Item#2 under Council/Administrator Announcements. Motion by Council Member Love, Seconded by Council Member Montain to Approve the Agenda as noted. All in favor. Motion carried. IV. APPOINTMENTS/PRESENTATIONS 1. Recognition of Service—Ms. Ellen Paulseth (Res. #18-007) Mayor Paar stated on behalf of Council Ms. Paulseth has been a huge asset to the City and the City appreciates all of her dedication and hard work. Mayor Paar read the resolution as submitted. Ms. Paulseth stated that it has been her pleasure serving the community for 16 years and is committed to assisting a P-T Finance Director with the transition. Council concurred that Ms. Paulseth has been a strong asset to the City and thanked her for her service. City of Centerville Council Meeting Minutes June 13,2018 Motion by Council Member Love, seconded by Council Member Koski to Adopt Res. #18- 007 — Recognition of Service — Ms. Ellen Paulseth as presented. All in favor. Motion carried. 2. Life Saving Award Presentation (Centennial Fire)—Ms. Kari Letourneau Centennial Fire District Chief Harlan Lundstrom thanked Council for the opportunity to provide Ms. Kari Letourneau, Director of Apple Academy, with a Life Saving Award for providing the Heimlich maneuver to a child who was choking on a meatball. Chief Lundstrom read the award presented. Council thanked Ms. Letourneau for her training and swift action. V. PUBLIC HEARING 1. None. VI. APPROVAL OF THE MINUTES 1. December 13, 2018 City Council Closed Exec. Session Meeting Minutes 2. January 14, 2018 City Council Closed Exec. Session Meeting Minutes 3. February 14, 2018 City Council Closed Executive Session Meeting Minutes 4. May 23, 2018 City Council Meeting Minutes Mayor Paar provided Council Members with an opportunity for modifications to the submitted minutes. 1. December 13, 2018 City Council Closed Executive Session Meeting Minutes Motion by Council Member Koski, seconded by Council Member Montain to Approve the minutes as presented. All in favor. Motion carried. 2. January 14, 2018 City Council Closed Executive Session Meeting Minutes Motion by Council Member Love, seconded by Council Member King to Approve the minutes as presented. All in favor. Motion carried. 3. February 14, 2018 City Council Closed Executive Session Meeting Minutes Motion by Council Member Montain, seconded by Council Member King to Approve the minutes as presented. All in favor. Motion carried. 4. May 23, 2018 City Council Meeting Minutes Motion by Council Member King, seconded by Council Member Love to Approve the minutes as presented. All in favor. Motion carried. Page 2 of 9 City of Centerville Council Meeting Minutes June 13,2018 VII. CONSENT AGENDA 1. City of Centerville May 24, 2018 through June 13, 2018 Claims (Check#31856- 31893 W/Voided Check#31857) & (Check#31894-31905) 2. Centennial Lakes Police Claims through June 13, 2018 (Check#12013-12055) W/Voided (Check#12004-12010) & Payroll (Check#12011-12012 & 12021)WEFT US Bank& Optum W/Voided EFT (Transactions #201808-201824) 3. Trailside Park Final Pay Request 4. Res. #18-008—Interfund Loan Repayment - $100K Loan from Sewer Fund to Street Fund 5. Alexandra House Request for Sponsorship, 2019 6. Centennial Youth Hockey Association—Wiseguys Pizza & Pub Premises Permit Application 7. Request for Encroachment Agreement, 7130 Mill Road - Fence Mayor Paar provided Council with an opportunity to discuss any item(s). Council Member Love requested that Item#6 be pulled for discussion. Mayor Paar requested that Item#5 be pulled for discussion. Motion by Council Member Montain, seconded by Council Member King to Approve Item #14 & #7 of the Consent Agenda. All in favor. Motion carried. Item #5, Consent Agenda - Mayor Paar stated that Alexandra House provides benefits to the City's resident's, are an important facet for individuals in need of their services and offer many programs. City Attorney Glaser stated that their function is instrumental, support victims, obtain funding through fundraising, grants and request very little for their services. Mayor Paar requested that Council consider a $2,000 level of support for 2019 rather than their requested $1,383. Motion by Mayor Paar, seconded by Council Member Love to Approve Item #5 of the Consent Agenda with Sponsorship for 2019 for Alexandra House in the amount of$2,000. Council Member Love requested that the Council not call this a sponsorship. All in favor. Motion carried. Item #6, Consent Agenda - Discussion ensued regarding the presented request and who was making the request, Wiseguys, Centennial Youth Hockey or Dead Broke. It was stated that Wiseguys has authorized Centennial Youth Hockey to sign an agreement for their services and the Hockey Association is submitting application to the City as it is needed by the state to issue their premises permit. Page 3 of 9 City of Centerville Council Meeting Minutes June 13,2018 It was stated that Dead Broke Saddle Club has been a very generous contributor to the City and City Attorney Glaser stated that it is a free market, the City determines whether they are qualified to operate at the location and patrons will determine their livelihood. Motion by Council Member Love, seconded by Council Member Montain to Approve Item #6, Consent Agenda as presented. All in favor. Motion carried. VIII. OLD BUSINESS 1. Approve Draft Comprehensive Plan for Distribution to Surrounding Jurisdictions Mayor Paar stated that Mr. Eric Maass from WSB was on hand, that both the Planning & Zoning Commission and Council have had several opportunities for review of all of the chapters of the document. Mayor Paar stated that Mr. Maass would answer questions or add clarification to any item that Council desired to discuss. Mr. Maass was questioned whether the photos that were added to the document were Centerville related. Mr. Maass stated no and that they would be happy to modify them to Centerville specific. Mr. Maass stated that following Council approval of the draft, it would be forwarded to neighboring jurisdictions, other state agencies and the Met. Council for review and comment. He stated that the deadline has been met for submittal to the aforementioned entities. He also stated that they have a review period and comment submittal, once that is completed, the final version will be forward to City Council for adoption and Met. Council for their approval by the December deadline date. Administrator Statz stated that many of the changes were made to the Land Use sections which involved the Planning and Zoning Commission. He stated that rezoning of property along Main Street and St. Genevieve's property allowing for Mixed Use providing opportunities for both residential and commercial uses. He also stated that the future land use map was modified accordingly. Administrator Statz noted that one of the larger modifications is Met. Council's population and new home forecasts decreasing to 100 new homes and a population of 4,500 individuals. He also reported that adjustments have also been made regarding high density and diversity housing opportunities. He stated that he and Mr. Maass believe the city will exceed Met. Council's goals. Council Member Koski stated that he is the Planning & Zoning Commission liaison and he believes that the Commission completed their due diligence while reviewing and planning the draft document. He thanked the Commission for their dedication. Mayor Paar concurred and added that Staff and Mr. Maass were also instrumental in the drafting. Motion by Council Member Montain, Seconded by Council Member Love to Adopt the Submitted Draft 2040 Comprehensive Plan and Authorize its Forwarding to All Agencies Required. All in favor. Motion carried. Page 4 of 9 City of Centerville Council Meeting Minutes June 13,2018 Mayor Paar moved New Business Item #1 to this portion of the meeting due to the attendance of Ms. Ellen Paulseth, Finance Director and Ms. Bonnie Schwieger, ABDO, Eick & Meyers Audit Manager. IX. NEW BUSINESS 1. Review of Audit Ms. Bonnie Schwieger appeared before Council and provided a brief review of the Management Letter noting that they did not find any deficiencies in internal control to be considered to be material weaknesses, General Fund balances including Revenue and Expenditures, Special Revenue and Capital project funds along with Debt Service Funds. She reported that the General Fund was healthy and was 63.4% of the budget which is above the regulatory requirements and General Finance Officers Association Best Practices of 30-50%, is an increase from last year (56%) and these figures are utilized to achieve the City's bond rating along with consistencies of meeting these standards. Ms. Schwieger stated that revenues experienced a positive budget variance of$169,225 with the most significant variances being building permits ($226,195) over budget, State Fire Aid ($109,800) under budget and refund and reimbursements ($27,960) over budget. She reported that total expenditures had a variance under budget of $10,417 with the most significant variances being fire protection services ($108,800) under budget due to less than expected fire aid, capital outlay ($41,749) over budget due to the purchase of the reader board and culture and recreation ($38,416) due to higher lawn maintenance services. She stated that public safety is the largest expense of the city over the past three years equating to $335/resident but overall $652/resident which is comparable to peer groups of$616/resident. She stated that the increase was due to the reader board purchase, transfer to the Street Fund ($200,000) and Capital Outlay Fund ($50,000). Ms. Schwieger also discussed Enterprise Funds (Water, Sewer and Storm Fund) stating that they are covering operating costs with amounts well over the minimum target balance (50% of operating costs). Ms. Schwieger stated that new accounting standards have been issued and may impact the City's future financial statements accordingly (GASB75, 83, 84, 85, 86, and 87). Discussion ensued regarding transfers out of $250,000, (Street Fund & Capital Outlay), peer groups, public safety budget and the effects of the City of Lino Lakes leaving the Fire District. Additional discussion took place regarding having the ability to pay cash for expenditures, Centerville Road expenditures, the consideration of depreciation on infrastructure, downtown watermain project, Public Works salaries, a percentage, expended through Enterprise Funds, WAC and SAC fees, pond maintenance, special assessments and property tax write off capabilities. Internal controls were discussed by both Ms. Paulseth and Ms. Schwieger along with the removal of language contained in previous audits regarding lack of segregation of duties. Administrator Statz stated that administrative staff is very aware of the segregation requirements. Page 5 of 9 City of Centerville Council Meeting Minutes June 13,2018 Mayor Paar thanked ABDO, Eick & Meyers for the continued service and visual reports. He also thanked staff for their work and the entire Council for their efforts keeping in mind budget, expenses, etc. Ms. Paulseth stated that the reader board was approved in 2016 and included in the 2017 levy and paid for from general funds and is not technically considered a transfer out. Motion by Council Member Montain, seconded by Council Member King to Approve the 2017 Audit as presented. All in favor. Motion carried. Mayor Paar suggested completing Old Business and Council concurred. VIII. OLD BUSINESS (Cont'd) 2. Waste and Recycling Hauler Billing Responsibilities City Administrator Statz stated that discussion was not had regarding language contained in the Request for Proposals for two (2) separate fees; one (1) in which the contractor billed and one (1) in which the city billed. Administrator Statz reported that residents would receive slightly less than $17,000 savings over the contracted five (5) year period if the billing was completed internally. He explained that it equates to approximately $3,200 a year. He reported that staff estimates approximately 60 hours of dedicated setup time costing approximately $2,100 to provide the services. Discussion ensued regarding possibilities of certification of unpaid garbage fees if left unpaid by residents, the city' current process of certification of unpaid garbage fees, new resident services, worthiness of savings for residents, smooth transition, streamlining billing process, previous billing internally, language contained in the contract to allow the city to take on responsibility and have the ability to return billing responsibilities to the contractor, processes for changing receptacles, applying for services, missed trash service, additional duties of staff and ownership of current receptacles. Additional discussion took place regarding whether the initial estimated setup fee was annually or one time, staff s recommendation to complete billing internally in an attempt to save residents money, one billing for sewer, water, drain, garbage and recycling, the ability of language contained in the contract allowing the city to relinquish billing responsibilities if it becomes too time consuming or cumbersome. Motion by Council Member Love, seconded by Mayor Paar to Approve Staff Recommendation to Bill In House for Garbage and Recycling Services of Republic Services over the Contracted Period of Five (5) Years With Lan2ua2e Contained in the Contract Allowing for the City to Relinquish Said Services Back to Republic Services Upon Request. Council Members King and Montain voted Nay. Motion carried. 3. One Month Extension to Waste and Recycling Hauler Contract with Waste Management Legal Counsel Glaser stated that the extension document is a very simple document with few word modifications. Administrator Statz stated that Waste Management is extremely Page 6 of 9 City of Centerville Council Meeting Minutes June 13,2018 professional and very cooperative in allowing the City to work through an agreement with Republic Services. Legal Counsel Glaser stated that Waste Management is very eager to submit an additional Request for Proposal when Republic's contract has ended. He also stated that Waste Management is willing to complete the city's cleanup day event but unwilling to complete providing services for Fete des Lacs. Motion by Council Member Montain, seconded by Council Member Love to the Submitted One Month Extension to Waste and Recycling Hauler Contract with Waste Management. All in favor. Motion carried. 4. Conditional Employment Offer (P-T Finance Director) Administrator Statz stated that interviews have been completed, staff has identified two (2) candidates, would be contacting references, complete a background check and with his planned vacation would like to commence the process of offering the position. He stated that he would offer the position for 20 hrs/week and within the parameters of the agreed upon salary. He also stated that he would have a contract for Council's next meeting. Discussion ensued regarding Item #2 of the original Agenda and the removal of that item (Proposal for Budget Preparation Assistance - Abdo, Eick& Meyers), Administrator Statz stated that dependent upon Ms. Paulseth's schedule and the selected candidate's start date he would still like to entertain their services if needed. Motion by Council Member Koski, seconded by Council Member Love to Approve A Conditional Offer of Employment by City Administrator Statz for the P-T Finance Director Position for 20/wk at $33.86/hr. - $49.84/hr. to A Candidate that Successfully Completes the Above Stated Requirements and a Contract to be Approved by Council Prior to Employment. All in favor. Motion carried. IX. NEW BUSINESS 1. Review of Audit Previously discussed. 2. Item Removed During Approval of Agenda 3. Fete des Lacs Budget Administrator Statz stated that he provided Council with expenditures/revenues over the last three years and discussed the approved budget ($7,700). He stated that the run is typically self- sufficient/sustaining. Administrator Statz stated that it is anticipated that the Lions will receive approximately $5,000 + in sponsorships similar to last year. He stated that he has concerns regarding the possibility of exceeding the budgeted amount and sponsorship revenue as Page 7 of 9 City of Centerville Council Meeting Minutes June 13,2018 expenditures associated with bands which will be contracted to play throughout the day and evening on Saturday of the festival. He also discussed paying for"Crunch", bands and etc. which add a nice touch to a parade, posters, flyers and advertising and the possibility of exceeding the budgeted amount as in years past. Discussion ensued regarding whether a motion needed to be made, removing possible events anticipating saying within the budgeted amount, if exceeding budget as the events becomes closer does Administrator Statz have the authority to approve expenditures, Legal Counsel's opinion that Administrator Statz has authority to expend $1,000 without Council approval but it would be best if he kept Council abreast of expenditures/revenues, Council's previous action to assume budget overages as it relates to the festival, and continue to work with the Lions regarding shared expenditures as they are receiving all the sponsorships. Administrator Statz stated that there still is time to register for the parade and there is no fee associated with it. He also stated that if anyone desired to sponsor the Festival, please dropoff a check at the City made out to the Centerville Lions and staff will see to it that their sponsorship gets them the promised promotional return for the value of sponsorship on t-shirts, flyers and callouts. Mayor Paar stated that it is anticipated that it will be a GREAT festival again this year as staff, the Centerville Lions and all volunteers/sponsor have worked hard to ensure it. X. COUNCIL/ADMINISTRATOR ANNOUNCEMENTS Administrator Statz stated that the packet contained his Administrator/Engineer's Report and he would be happy to answer any questions Council may have. Administrator Statz stated that all Council Members received an email from a resident who provided comments and promotional questions regarding the City's recent Annual Garage Sale Days. He stated that staff providing background information for discussion. Council consensus was that the information provided would be reviewed and that the item would be discussed early next year prior to the event. Council Member Koski stated that he attended the Planning & Zoning Commission meeting where the draft 2040 Comprehensive Plan was discussed and a public hearing was held regarding Bay View Villas (7265 & 7281 Main Street). He discussed the proposal stating that nine (9) single-family townhomes would be constructed along the lake side of the property valued at ($700,000) and nine (9) single-family townhomes would be constructed along Main Street valued at $450,000. He stated that seven (7) residents spoke and it appeared that all were in favor of the development. He also stated that Mr. Phil Carlson, Stantec, was available at the meeting and recommended ten (10) conditions but the Commission solved one (1) the evening of the meeting. He reported that some residents are in disagreement with municipal water connection at their expense due to the development along with expenses associated with the extension of their driveways and land encompassing their driveways. Page 8 of 9 City of Centerville Council Meeting Minutes June 13,2018 Council Member King questioned whether the above stated it would/should be paid by the city or the developer. Council Member Koski stated that there is some contention regarding financial responsibility associated with these items. Council Member Montain stated that he attended the Parks & Recreation Committee meeting where discussion took place regarding the status of Fete des Lacs, park dedication fees and paying back the city a previous loan. Mayor Paar updated the audience regarding Fete des Lacs and associated web sites and Facebook pages. Discussion ensued regarding the cancellation of the Regularly Scheduled Work Session for the next meeting due to Administrator Statz's absence and the Planning & Zoning Commission's review of several code modifications (small cell towers, tiny homes, tobacco sales, recreation fires and driveway language clarification). Mayor Paar stated that Midwest One would be holding their annual Customer Appreciation lunch on June 15, 2018 from 11:00 a.m. — 1:30 p.m. He also stated that a rash of vehicles had been broken into and advised residents to lock their vehicle doors. XIII. ADJOURNMENT Motion by Council Montain, seconded by Council Member Koski to Adiourned their Regularly Scheduled Meeting of June 13, 2018 at 9:00 p.m. All in favor. Motion carried. Respectfully submitted by City Clerk, Teresa Bender Page 9 of 9