Melrose City February 15, 2018

0
382

The Melrose City Council met in a Regular Meeting on Thursday, February 15, 2018 at 5:30 p.m. at the Melrose Fire and Ambulance Station pursuant to due notice being given thereof. Present were Council Members Dick Christenson, Tony Klasen, Josh Thieschafer, Justin Frieler, Mayor Joe Finken, City Administrator Mike Brethorst and City Clerk Patti Haase. Mayor Finken presided thereat.
The Council then recited the Pledge of Allegiance.
A motion was made by Mr. Frieler, seconded by Mr. Klasen and unanimously carried to approve the agenda as amended.
Mayor Finken then opened the floor to public comment. There were no comments.
The following items were considered for approval under the Consent Agenda:
a. the minutes from the Council’s January 18 Regular Meeting and the January 18 Special Joint Meeting with the Public Utilities Commission.
b. list of bills in the amount of $341,497.73
c. list of investments for the month of January
d. Ambulance Coordinator Jenn Tschida is requesting approval be given to the appointment of Sheila Poepping to the Ambulance Department contingent upon passing the pre-employment physical and drug test.
e. Gambling Resolution No. 2018-13, Resolution Approving Gambling License to the Melrose Area Chamber of Commerce for an exemption from lawful gambling license to conduct a bingo, hold a raffle and to sell pull tabs on June 29, 30 and July 1, 2018 at the Riverfest Celebration at 206 5th Ave NE in Melrose.
A motion was made by Mr. Klasen, seconded by Mr. Thieschafer and unanimously carried to approve the Consent Agenda items.
A motion was made Mr. Thieschafer, seconded by Mr. Klasen and unanimously carried to open the public hearing at 6:00 p.m. The Council held a Public Hearing on identifying community development and housing needs, including the needs of very low and low-income persons, as well as other needs of the community that might be addressed through the Community Development Block Grant (CDBG) program.
This public hearing will include a review of the proposed CDBG activities, their benefiting location(s), overall cost and proposed financing, and the implementation schedule. Citizens were provided the opportunity to comment upon the original Citizen Participation Plan or to the activities for which CDBG funds will be used.
The City Administrator presented the Affidavit of Publication of the Hearing Notice which was published.
Ed Zimney with Central Minnesota Housing Partnership, Inc. provided the Council with an overview of the Small Cities Development Program. Mr. Zimney noted that residential homeowners in the target area would be eligible for up to $21,000 per home project at 90/10 with 100% forgivable, at 0% interest, if the property is not sold during the seven-year loan period. Eligible rehab items would include roofing, siding, windows, doors, insulation, electrical, plumbing, health and safety, energy efficiency, and lead paint re mediation. Mr. Zimney stated that commercial property owners in the target area would be eligible for up to $40,000 with SCDP funding 80% of the project cost per property/project in forgivable and low interest loans – two loans.
i. 80% of SCDP funds in a 0% forgivable seven-year loan, if the property is not sold for the duration of the loan.
ii. 20% of SCDP funds in a 1% 10-year installment loan.
Eligible rehab items include exterior repairs and improvements, roofs, tuck pointing, signage, windows, energy improvements, and code compliance issues.
Central Minnesota Housing Partnership will administer the proposed grant. The administrative costs are included in the application amount and not paid by the City. Mr. Zimney provided a timeline of the application process.
There was no further comment.
A motion was made by Mr. Klasen, seconded by Mr. Frieler and unanimously carried to close the public hearing at 6:10 p.m.
Stearns County Attorney Janelle Kendall provided an update on services. Ms. Kendall noted that the City contract with Stearns County includes adult criminal and juvenile investigative legal advice for all members of the Melrose Police Department. Ms. Kendall stated that the City of Melrose had four juveniles who were admitted to the Diversion Program. Three of the juveniles that joined diversion successfully completed their programs. Ms. Kendall reported that in 2017, Stearns County prosecuted 21 felonies, 8 gross misdemeanors, and 61 misdemeanors for the City of Melrose.
Police Chief Craig Maus presented the Police Department’s January report. He noted there were 342 calls for service during that month, compared to 248 for January 2017. A total of three citations were written for the month of January. For the month of January 2017, the Department received 24 agency assist calls.
City Attorney Scott Dymoke reported on projects he has been working on for the City:
• Zoning Ordinance: Prepared amendments to CUP regulations in C-2 District and forwarded to city staff for consideration by Council.
• Zoning Ordinance: Prepared opinion interpreting zoning regulations as applied to manufactured homes in residential districts and forwarded to city staff.
• Economic Development: Prepared deferred loan agreement for Melrose 1 Stop project and forwarded to city staff instructions for execution and filing with County Recorder.
• Economic Development: Worked on annexation easement vacation and sign regulations in connection with proposed redevelopment of Casey’s site.
• Park & Recreation: Reviewed lender’s instruction and existing mortgage encumber Hoppe property. Prepared partial release of mortgage for use in connection with acquisition of property.
Mayor Finken stated that on December 18, 2017, the City of Melrose received notification from DEED regarding the preliminary application for the Small Cities Development Program Rehabilitation Grant. The City of Melrose received a marginally competitive rating and would plan to submit a full and final application to DEED. As part of the full application process, a resolution must be passed to identify Slum and Blighted areas.
Council Member Christenson introduced Resolution No. 2018-9, Resolution Declaring Slum and Blighted Area. The motion was seconded by Mr. Frieler with a roll call vote recorded as follows: For: Council Members Christenson, Frieler, Thieschafer, Klasen and Mayor Finken; Against: None.
Mayor Finken noted that pursuant to Section 104(a)(3) of the Housing and Community Development Act of 1974, as amended, a Citizen Participation Plan is required to ensure that the citizens Melrose, Minnesota particularly persons of low and moderate income residing in slum and blight areas and in areas in which CDBG funds are proposed to be used, are encouraged to participate in the planning and implementation of CDBG-funded activities. A motion was made by Mr. Thieschafer, seconded by Mr. Klasen and unanimously carried adopting the Citizen Participation Plan.
Mayor Finken stated that as of December 18, 2017, the City of Melrose received notification from DEED regarding the preliminary application for the Small Cities Development Program Rehabilitation Grant. The City of Melrose received a marginally competitive rating and would plan to submit a full and final application to DEED.
Council Member Frieler introduced Resolution No. 2018-10, Resolution Authorizing Submitting Small Cities Development Program Application. The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: For: Council Members Frieler, Klasen, Christenson, Thieschafer, and Mayor Finken; Against: None.
Mayor Finken noted that in 2003, the City of Melrose was awarded a CDBG grant. The award included guidelines that require payback of funds by the participants if they sell their homes within a 10-year time frame. The City of Melrose relinquished the management of these funds to the Stearns County HRA. As per DEED requirements, these funds would be part of the local match requirement. In total, including the funds managed by Stearns County is $29,352; therefore, the City of Melrose would request Stearns County HRA to return the funds to the City of Melrose and the City would pledge these funds to the 2017/2018 CDBG grant if awarded.
Council Member Frieler introduced Resolution No. 2018-11, Resolution Pledging Remaining Previous CDBG Grant Funds to Small Cities Development Program Rehabilitation Grant. The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: For: Council Members Frieler, Klasen, Christenson, Thieschafer, and Mayor Finken; Against: None.
Mayor Finken stated that Police Officer Stephanie Robak has submitted her letter of resignation. Chief Maus is requesting to backfill this position.
A motion was made by Mr. Christenson, seconded by Mr. Frieler and unanimously carried authorizing staff to begin the hiring process to backfill the full-time Police Officer position.
The Council next gave consideration approving the quote received from the League of Minnesota Cities Insurance Trust (LMCIT) for worker’s compensation insurance for the period of March 7, 2018 through March 7, 2019. The net premium costs for the upcoming period are $105,087. The quote in 2017 was $81,229, which is an increase of 29%. The experience modification increased to 1.26% for the 2018-2019 coverage period, up from 1.06% for the 2017-2018 coverage period. It is recommended that the City again approve the regular premium option.
The General Fund share of the premium is $72,656 and the Utilities’ share is $32,431 (compared to $56,161 and $25,068, respectively for the past year).
A motion was Mr. Frieler, seconded by Mr. Klasen and unanimously carried approving the quote from LMCIT for worker’s compensation insurance in the amount of $105,087 of which $72,656 is the general fund share of the premium. The Utilities Commission will take action on the worker’s compensation insurance renewal quote from LMCIT in the amount of $105,087 at its March 12 meeting.
Mayor Finken stated that the City of Melrose, Melrose Public Schools and CentraCare Health is interested in enhancing its current sidewalk, trail, and roadway network in order to support more pedestrian and bicycle activity and healthy lifestyles for its residents. As part of the City’s Comprehensive Plan, a Parks and Pathways Map was prepared that proposes new sidewalk and trail (pathway) improvements as the community develops. Additional effort is needed to evaluate the City’s existing facilities and identify improvements that will enhance safety and access for bicyclists and pedestrians to reach key community destinations including parks, schools, the Lake Wobegon Regional Trail, and commercial and employment areas.
The Stearns County Public Health SHIP program has allocated grant funds for the City of Melrose to develop the Pedestrian and Bicycle Master Plan as a strategy to support active transportation and improve the overall health of the community. The Bicycle and Pedestrian Master Plan will serve as a tool to guide the long-term programs, policies and physical projects that will support walking and bicycling in the City of Melrose. The intent of this plan is to transform Melrose into a community where choosing to walk or bicycle is a safe, convenient and enjoyable recreation and transportation option for users of all ages. The cost for the plan is $13,902. There are two ala carte options that could be added that are social pinpoint interactive mapping ($1,244) and a Public Open House Meeting ($2,772). In lieu of the Public Open Houses, we could simply pose the questions to the various Boards and Commissions and get their feedback. The grand total for the all items would be $17,918. The SHIP program would fund up to $10,000 and remaining would be paid for local partners.
The development of plan will allow parties to then apply for capital grants to offset the cost for future public pathways. These may include Safe Routes to School funding, Legacy Funding, CentraCare Foundation, etc.
Council Members Tony Klasen and Josh Thieschafer recommend that this be brought before the Parks and Recreation Board to get their opinion if it is beneficial and in line with their sidewalk and trails plan.
A motion was made by Mr. Frieler, seconded by Mr. Finken and unanimously carried authorizing staff to apply for grant funding from the Initiative Foundation.
Mayor Finken noted that the City of Melrose has entered in to a 20-year lease with the Melrose Area Historical Society. The lease will expire December 2018. The cost for the lease is zero dollars. The agreement states, the Historical Society will cover all expenses and maintenance for the facility and grounds. The Deed states, that the building must be used as a Historical Society building or a municipal building. If it were to sit vacant for one calendar year, the building would revert to St. Mary’s.
The Historical Society would like to extend the lease for an additional 20-year period to renew upon expiration of the existing agreement. The new term would expire December 31, 2038. The agreements states that a six-month notice can be given by either party to terminate the agreement. The agreement and all other terms would remain the same with the only exception of increase insurance amounts to reflect current insurance standards.
Roger Paschke, President of the Historical Society, stated that the museum is run completely by volunteers. Under the current lease agreement, the Historical Society pays for all expenses and maintenance for the facility and grounds. Mr. Paschke noted that the facility had a new roof put on two years ago. Funding was provided through a legacy grant. He stated that they will be looking to replace or covering up some of the windows, as light is bad for the artifacts. All improvements must be presented to the Council for consideration.
A motion was made by Mr. Frieler, seconded by Mr. Klasen and unanimously carried to renew the lease with the Melrose Area Historical Society as outlined.
The Council, at its January 4, 2018 meeting, authorized staff to post for a replacement of the Community Development Director position that was voluntarily vacated. Multiple applications were received, and interviews were conducted by City Administrator Brethorst, Finance Director Beuning, Planning Zoning Commission Chair Seanger and Council Member Klasen. It is the Committee’s recommendation to hire Lisa Atkinson at Step 2 of 7 with the standard benefit package. She has also requested ten days of unpaid leave allowed the first year.
A motion was made by Christenson, seconded by Mr. Frieler and unanimously carried approving the hire of Lisa Atkinson at Step 2 with the standard benefit package, and allowing ten days of unpaid leave the first year.
City Engineer Mike Nielson provided an update on the 1st Street NE project. Mr. Nielson stated that the project includes the reconstruction of 1st Street NE from 2nd Avenue NE to 50’ east of 4th Avenue NE and 4th Avenue NE from Main Street to 1st Street NE. The project will include B618 curb and gutter and 7’ concrete sidewalks on both sides of the road, which will be constructed directedly adjacent to the curb. 1st Street NE will be constructed within the existing right-of-way from 2nd Street to the west edge of the Kraft lot. The existing sanitary sewer and watermain will be replaced as part of this project with the watermain being increased in size from a 6” pipe to a 12” pipe to increase the fire flow protection in the area and provide a redundant source of water to the downtown area. After reviewing with staff, Mr. Nielson is recommending that all sidewalks including the area between the driveways be six inches of concrete rather than four inches.
The Council, by consensus, approved all sidewalks be six inches of concrete.
Due to time constraints, Mr. Nielson is requesting Council authorization to let out for bids upon 100% plan completion.
A motion was then made by Mr. Thieschafer, seconded by Mr. Christenson and unanimously carried authorizing advertising for bids upon 100% plan completion.
Mayor Finken noted that the Council, at its October 19, 2017 meeting, authorized the hiring of a part-time police officer to back fill the position vacated by Ms. Robak hired as a full-time officer. Police Chief Craig Maus is recommending the hire of Chance Kostreba as a part-time police officer. Pay would be at Start on the pay scale pending successful psychological exam and pre- employment. The City of Sauk Centre will maintain the license for Mr. Kostreba as this will be a shared position.
A motion was made by Mr. Frieler, seconded by Mr. Christenson and unanimously carried approving the hiring of Mr. Kostreba as a part-time police officer contingent on a successful psychological exam and pre-employment physical.
Mayor Finken stated that the Melrose Police Department (MPD) is seeking a resolution to enter into an agreement with the Office of State Court Administration for access to additional Court records that are not otherwise available to the public. The Court offers governmental entities the access to this information to help in the efficiency of its duties required by law or court rule relating to any criminal, civil, or administrative proceedings. This access provides MPD with access to additional data, not otherwise available to the public, which helps in the efficiency of the MPD not only with criminal investigations and closing out old files but also aiding in the handling civil matters and administration.
A motion was made by Mr. Christenson, seconded by Mr. Klasen and unanimously carried to enter into the Master Subscriber Agreement with the Office of State Court Administration.
A motion was then made by Mr. Frieler, seconded by Mr. Frieler and unanimously carried adopting Resolution No. 2018-12, Resolution Approving State of Minnesota Court Data Services with the City of Melrose on Behalf of its Police Department.
Finance Director Beuning noted that due to the increased reliance and complexities of technology, City staff began discussions on our IT needs. Currently, the City has prepaid for professional services with Marco for a break/fix solution. This does not provide for any monitoring or maintenance of our computers, servers or system networks. Staff reached out to both Marco and Arvig for discussions on managed IT services. Proposals to include: patches, antivirus, monitoring space, memory usages and malware. Also included is 24-7/365 help desk support. This monitoring would also help to detect an issue of a pending device failure before it actually occurs (as what happened with our network server and computers).
If repairs are needed, this would then be a billable cost, similar to how we are paying now. However, if the City contracted with Marco, these rates would be discounted.
The quote from Arvig was $1,038.90 per month and Marco was estimated at $1,371 per month, with a one-time implementation cost of $1,371. The Marco agreement is for 36 months, and the Arvig contract is a five-year agreement (with a six-month “risk free” period for the first six months). Arvig’s contract covers two servers and roughly 20 desktop computers. Marco’s contract only allows to push out the patches and updates to the nine computers connected to the City’s network server. For all off-site computers, a technician would need to come out and manually provide this at additional costs. They are estimating approximately three hours per month.
The cost share of these services would be 40% General and 60% Utility and would be allocated to the associated department’s office equipment maintenance accounts. The City would save on costs relating to the purchase of antivirus and malware software, as they would now be included. During this process, staff also reviewed internet pricing, and the City/Utilities could save roughly $100/month by switching our service to Arvig.
A motion was made by Mr. Thieschafer approving the managed IT service agreement with Arvig for the six-month trial period. The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: For: Council Members Thieschafer, Klasen, and Christenson; Against: None; Abstain: Council Member Frieler and Mayor Finken due to a potential conflict of interest.
A motion was then made by Mr. Klasen approving contracting internet service with Arvig Communications. The motion was seconded by Mr. Thieschafer with a roll call vote recorded as follows: For: Council Members Klasen, Thieschafer, and Christenson; Against: None; Abstain: Council Member Frieler and Mayor Finken due to a potential conflict of interest.
The following informational items were discussed:
a. Thank You Letter from the Initiative Foundation.
b. Waste Management – Yard Waste.
c. Utilities Commission’s January 8 Regular Meeting minutes.
d. The 2017 Annual Performance Review of City Administrator Brethorst was completed on January 18, 2018 by the City Council and Public Utilities Commission. His performance meets expectations and has a satisfactory review.
e. The following are schools and/or conferences where registrations were made:
1. Legislative Action Day, March 14, 2018. Attending: Mike Brethorst
2. Rediscovering Cities February 1-2, 2018. Attending: Mike Brethorst
3. Extending Pavement Life February 15, 2018. Attending: Gary Middendorf
A motion was made by Mr. Klasen, seconded by Mr. Frieler and unanimously carried that the meeting be adjourned at 7:10 p.m.
Patricia Haase, City Clerk

Comments

comments