The Melrose City Council met in a Regular Meeting on Thursday, October 15, 2015 at 6:00 p.m. at the Melrose City Center pursuant to due notice being given thereof. Present were Council Members Jenny Mayers, Tony Klasen, Josh Thieschafer, Mayor Joe Finken, City Administrator Michael Brethorst, and City Clerk Patti Haase. Council Member Dick Christenson was absent. Mayor Finken presided thereat.
The Council then recited the Pledge of Allegiance.
A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried to approve the agenda as amended.
Mayor Finken then opened the floor to public comment.
Ms. Connie Petermeier addressed the Council regarding her request to open a doggy day-care. The current City Code prohibits operating a kennel in City limits. Connie and Jay Petermeier reside at 304 12th Avenue NE in the City of Melrose. Ms. Petermeier noted that their property is approximately 34,000 sf and is adjacent to vacant township property. She has contacted Albany, Freeport and St. Cloud and according to Ms. Petermeier, these communities allow the operation of a doggy day-care. She is asking the Council to give consideration to her request and looks forward to working with the Planning Commission to address request.
The following items were considered for approval under the Consent Agenda:
a. the minutes from the Council’s September 17 Regular Meeting.
b. list of bills in the amount of $ 321,107.07.
c. list of investments for the month of September.
d. Ambulance Department uncollectible accounts in the amount of $389.40 have been submitted to Revenue Recapture, collections, or written off. A complete list of accounts is on file at the City Office. There was also a total of $1,323.60 collected from account holders during this quarter.
e. EMT Holly Berscheit has submitted her letter of resignation from the Ambulance Department effective September 26, 2015. She has served on the Department for six years.
f. Ambulance Coordinator Jenn Tschida is requesting Council approval to hire Jeff Birch contingent upon passing his EMT test, successful background and pre-employment physical.
A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried to approve the Consent Agenda items.
a. Ervin Bueckers, owner of Bueckers City Sanitation, was present to provide an update on services and to answer any questions or concerns regarding the services provided by Bueckers.
b. Police Chief Craig Maus presented the Police Department’s September report. He noted there were 264 calls for service during that month compared to 217 for September 2014. A total of nineteen citations were written for the month of September. The year-to-date number of calls is 2014 compared to 1847 in 2014. For the month of September 2015, the Department received 22 agency assist calls.
c. Planning and Development Director Walz noted that due to scheduling conflicts, the Planning and Zoning Commission has re-scheduled its October meeting to sometime later this month which will happen after the Council meets. At its September meeting, the Commission reviewed the following revised sections of the proposed updated zoning ordinance: 100, 200, 400, 800, 900, 1100, 1200, 1400, 1500, 1700 (Wind Energy), 1800, and 1900. These sections were subsequently submitted to the Council for review about September 22. Shortly thereafter these sections were submitted to City Attorney Scott Dymoke for his review as discussed at the Council’s September meeting. Mr. Dymoke’s responses resulting from his review are attached. [Note: Staff will not number or re-number definitions or ordinance sections until all of the definitions, sections and the like have been approved by the Commission, Mr. Dymoke and the Council.] Staff has submitted the remaining sections and a subsection to the Commission for their study. The Commission will review them at its meeting to be held later this month, the suggested changes will be made and those sections will be forwarded to the Council for its review.
It is expected that the Commission will complete its review of the remaining nine sections of the zoning ordinance update with proposed revisions later this month. Those sections will then be forwarded to the Council and Mr. Dymoke for review. It is anticipated that the Council’s input along with that of Mr. Dymoke will be presented to the Commission via staff at the Council’s November meeting. The public hearings on the updated zoning ordinance and several associated re-zonings required by proposed changes to the ordinance are anticipated to be held at the Commission’s December meeting followed by Council approval that same month.
Director Walz asked the Council if they had any changes or recommendations. The Council had no changes or recommendations to the sections that were reviewed.
d. City Attorney Scott Dymoke reported on projects he has been working on for the City.
• Utility Disconnection Policy: Reviewed disconnection policy for electric service accounts, in cases where the account has filed a certificate of medical necessity. Prepared and forwarded summary and recommendation to assistant city administrator.
• Zoning Ordinance Amendments: Reviewed drafts of proposed amendment to City zoning ordinance and forwarded comments and recommendations to city staff. Prepared summary of legal tools to enforce compliance with zoning ordinance and forwarded to city staff.
• Easement Vacation: Prepared draft of resolution approving vacation of easement and forwarded to city staff for consideration by Council. Prepared Certificate of Completion and forwarded to city staff for filing with Stearns County.
• Splash Pad: Prepared opinion letter to Assistant City Administrator recommending that design and plans and specifications for the Splash Pad he reviewed and approved by an engineer.
• Kennel Opinion: Prepared and forwarded opinion letter to city resident advising them that kennels are not permitted in the City of Melrose.
e. City Administrator Brethorst provided an update on the Blandin Community Leadership Program. Earlier in the year the City was notified that it had been accepted for participation in a 2016 Blandin Foundation Community Leadership Program. The Leadership Program is designed to develop and sustain healthy community by building on community strengths. Individuals are recruited as part of a 24 person community cohort. Currently the City has received five applicants. Administrator Brethorst has reached out to surrounding community Chamber organizations and City leaders seeking individuals who would be interested in participating in the program. Mr. Brethorst will be attending area civic organization meetings in the upcoming weeks to provide information on the program and look for volunteers. Anyone interested in participating in the program should contact Mr. Brethorst.
a. Mayor Finken stated that annually, the City hires Skating Rink Caretakers for seasonal part-time work. Historically, the Council has authorized staff to select and appoint the hire for this temporary seasonal employee. As per historical practice, staff is making contact with the 2014-2015 Skating Rink Caretakers for their interest in returning to this capacity for the 2015-2016 skating season.
A motion was made by Ms. Mayers seconded by Mr. Thieschafer and unanimously carried authorizing the hiring and posting, if necessary, for Seasonal Rink Caretakers, and await complete application of candidates for consideration at a future Council Meeting.
b. Administrator Brethorst stated that this past August 2015, WSB prepared their final design of the 5th Ave NE Bridge and processed the City Pay Request for its share of the final design of the Bridge. The Original Contract for the bridge was with Stearns County. However, the County’s Contract which is dated 2012, was not amended to cover the modifications that occurred through the public process to design this bridge. Melrose Staff, County Staff and Council Member Josh Thieschafer have discussed this with WSB. Due to various issues, WSB is proposing to write down some of the cost for the Engineering of the project, however still have an amount they would like to be paid for.
A motion was made by Ms. Mayers, seconded by Mr. Finken and unanimously carried appointing Council Members Thieschafer and Klasen along with Melrose Staff to negotiate with WSB and Stearns County to determine a pay amount for Engineering Services.
a. Mayor Finken noted that the Council at its September 17 meeting tabled action on Change Order No. 1 from Central Specialties for the 2015 Kraft Drive Resurfacing Improvements. As noted several factors were involved that led to the delay in resurfacing of Kraft Drive SE. The project was scheduled to have a completion date of August 15, 2015. The contract included a liquidated damage clause; however, the contractor is requesting the substantial completion date be moved to September 12, 2015, and that the final completion date be moved to September 19 without incurring penalties. After review by staff and the City engineer it is their recommendation to approve Change Order No. 1.
A motion was made by Mr. Thieschafer seconded by Ms. Mayers and unanimously carried approving Change Order No. 1 for the 2015 Kraft Drive Resurfacing Improvements from Central Specialties.
b. The Council next gave consideration to Pay Voucher No. 1 from Central Specialties for the 2015 Kraft Drive Resurfacing Improvements. The total to date is $211,899.93, however there are a few punch items remaining therefore 2.5% retainage in the amount of $5,297.50 is being held until the work has been completed. The total due on Pay Voucher No. 1 is $206,602.43.
A motion was made by Mr. Klasen, seconded by Mr. Thieschafer and unanimously carried approving Central Specialties Pay Voucher No. 1 in the amount of $206,602.43 along with approving the final payout after final punch list items and striping is completed.
a. Mayor Finken reported that at the Council’s first meeting in January 2016, consideration will be given to making appointments to the various boards and commissions A notice regarding same was published informing residents that those interested in seeking appointment should submit their application to the City Clerk by no later than Friday, November 13. Applications are available at the Melrose City Center. Terms are expiring on the following boards and commissions:
• Housing and Redevelopment Authority: One member (five-year term). Term expiring: Nancy Roering.
• Planning and Zoning Commission: Two members (four-year term). Term expiring: Jason Seanger and Kevin Thomes.
• Melrose Area Development Authority: One member, (six-year term). Term expiring: Bob Mayers.
• Melrose Public Utilities Commission: One member, (three-year term). Term expiring: Lyle Olmscheid.
• Parks and Recreation Board: Two members, (three-year term). Terms expiring: George Jensen (MADA Representative) and Kevin Thomes (Planning & Zoning Representative).
b. Mayor Finken stated that Streets/Parks and Water/Wastewater Maintenance Worker Ron Tieman has submitted his letter of retirement effective December 18, 2015. Mr. Tieman began his employment with the City on May 2, 2005 and will have served the City for 7.5 FTE years.
As recommended by the 2010 Staffing Study and as directed by the Council and Utilities Commission, staff consisting of City Administrator Mike Brethorst, HR Coordinator Diane Gruber, Street/Parks Supervisor Gary Middendorf, Water/Wastewater Coordinator Tim Vogel and Electrical Supervisor Dale Lyon conducted a full review of the full-time Streets/Parks and Water/Wastewater Maintenance Worker position and are recommending that the full-time position be replaced with a ¾ time position up to 1,600 hours per year. This position would work close to 40 hours per week during the months of May – October mostly with maintenance of parks and lawn mowing and then on an as-needed basis during the winter months for snow removal and building maintenance.
A motion was made by Mr. Klasen seconded by Ms. Mayers and unanimously carried approving staff to move forward with the hiring process of a ¾ time Streets/Parks and Water/Wastewater Maintenance Worker and to post internally for the position.
The following informational items were discussed:
a. The following are schools and/or conferences where registrations were made:
1) Region III MCFOA Meeting – Wednesday, October 14 in Osakis. Registration Fee: $20.00 Attending: City Clerk Patti Haase
b. Utilities Commission’s September 14 Regular Meeting
c. Planning and Zoning Commission Minutes from September 14 Meeting
d. Current Water/Wastewater Coordinator Tim Vogel was the only applicant for the Water/Wastewater (W/WW) Supervisor position. City Administrator Brethorst and HR Coordinator Diane Gruber met with Mr. Vogel on Thursday, October 8 to discuss his application and to present a proposal to Mr. Vogel. Due to his experience at the W/WW Facilities and his being the W/WW Coordinator for the past 2 years in the absence of a Supervisor, it was recommended that Mr. Vogel start at Step 5 on the wage scale which is $65,272.00 with an increase to Step 6 which is $68,109.91 after a favorable six-month favorable probationary period. This Supervisory position is required to take on-call with an additional annual salary of $4,015.61.
The Commission at their October 12 meeting approved the hiring of Mr. Vogel as the Water/Wastewater Supervisor.
A motion was made Ms. Mayers, seconded by Mr. Thieschafer and unanimously carried that the meeting be adjourned at 6:35 p.m.
Patricia Haase, City Clerk