The Melrose City Council met in a Regular Meeting on Thursday, January 19, 2012 at 6:00 p.m. at the Melrose City Center pursuant to due notice being given thereof. Present were Council Members Joe Finken, Dick Christenson, Jenny Mayers and Tony Klasen, Mayor Tim Vogel, City Administrator/Treasurer Michael Brethorst and City Clerk Patti Haase. Mayor Vogel presided thereat. Also in attendance were several American Government students from the Melrose Area Public High School. The Council then recited the Pledge of Allegiance.
A motion was made by Ms. Mayers, seconded by Mr. Finken and unanimously carried to approve the agenda as amended.
There was no one requesting to speak at the open forum.
The following items were considered for approval under the Consent Agenda:
a. the minutes from the Council’s January 5 Regular Meeting.
b. list of bills in the amount of $812,920.96.
c. list of investments for the month of December 2011.
d. Payroll Yearend 2011 Report which includes bi-weekly (employees), monthly (Ambulance Department), and quarterly (Council, Utilities Commission, and Police Reserves), and annual (Fire Dept, Boards & Commissions).
e. Bailey Vogel’s one year leave of absence from the Ambulance Department ends on March 1, 2012. Ms. Vogel has submitted a letter of resignation effective January 4, 2012. She has served on the Department from January 1, 2009 through March 1, 2011. There are currently 17 members on the Department which Ambulance Coordinator Jenn Tschida feels is adequate.
f. Dave Vogel has submitted a letter of resignation from the Fire Department effective January 5, 2012. He has served on the Department since October 1, 1995. With Mr. Vogel’s resignation, the Fire Department roster is at 27 of a 30-member Department. A notice is posted on the City’s website. Fire Chief Jeremy Kraemer and other members of the Department are also working on recruitment.
g. consideration to approval of the following renewal liquor license applications:
1) Intoxicating Liquor: (a) License #1: Scott Wiehoff DBA Scooter’s Tavern, On and Off Sale, License #5: Sunday On Sale; (b) License #2: LKMTA Inc. DBA Melrose Place Pub, On and Off Sale; (c) License #3: Melrose Bowl Inc. DBA Melrose Bowl, On Sale, and License #3: Sunday On Sale; (d) License #4: The Dam, Inc. DBA The Dam Bar, On Sale, License #3: Off Sale, and License #4: Sunday On Sale; (e) License #5: Jason Brix Properties LLC DBA Sudz Bar, Inc., On Sale, and License #4: Off Sale; (f) License #5: LQR, Inc. DBA SPIRITZ Off Sale Liquor, Off Sale; (g) License #6: Meadowlark Country Club, On Sale, and License #2: Sunday On Sale; (h) License #7: Ana Hernandez DBA El Portal, On Sale, License #6: Sunday On Sale; (i) License #6: Coborn’s Inc. DBA Coborn’s Liquor, Off Sale
2) Club and Sunday On Sale: (a) License #1: American Legion Post #101, Club On Sale License, and License #1: Sunday On Sale.
3) Wine License: (a) License #1: John Dough’s Pizza, Wine License & 3.2% On Sale Malt Liquor.
4) 3.2% Off Sale Malt Liquor License: (a) License #1: Martinez Meat & Grocery 3.2% Off Sale Malt Liquor.
All applications must be executed, fees paid, and certificates of insurance as to liquor liability coverage obtained for Council approval. Minnesota law requires cities to obtain proof that all licensees provide workers’ compensation insurance for their employees. The City must also obtain licensees’ social security numbers, and Minnesota and federal tax identification numbers for the Department of Revenue’s use.
All of the Off Sale Intoxicating Liquor License applications must be signed by the Police Chief. There are no delinquent taxes on any of the properties as verified on the Minnesota Alcohol licensing website, and Stearns County website.
The licenses to be effective March 1, 2012 to February 28, 2013.
Due to the revised Council meeting schedule and the insurance renewal process all necessary documentation was not available at the time of the meeting. Therefore, staff recommended that Council approval be contingent upon the City receiving the necessary documents.
Resolution No. 2012-2, Resolution Approving Gambling License to St. Mary’s Church for an exemption from lawful gambling license to hold bingo on March 25, 2012 at St. Mary’s Church. A motion was made by Mr. Christenson, seconded by Mr. Klasen and unanimously carried to approve the consent agenda.
The Council recognized Dave Rodahl for his sixteen years of service on the Planning and Zoning Commission. The Council also recognized Tim Gillet for his six years of service on the Commission. Mr. Gillet resigned his position on the Commission due to his relocating to St. Cloud. Mr. Gillet’s term would have expired in January of 2014. The Council will make an appointment to the Planning and Zoning Commission filling the vacancy later in the meeting.
Police Sergeant Craig Maus presented the Police Reserve Department Semi Annual Report. He noted that the Police Reserve unit is currently at one member. In the second half of 2011, the Police Reserves provided assistance with the parade for Riverfest. The reserves also provided security at the home football games. The Police Reserves continue ride along with the officers on a regular basis to maintain their required hours.
Ambulance Coordinator Jenn Tschida presented the Ambulance Department Semi Annual/Year-End Report and the 2013 proposed budget. She noted that there were 636 runs in 2011, 611 runs in 2010, and 578 in 2009. At year-end 2011, there was a net income of $36,589.43 compared to $60,274.17. The accounts receivable balance at year-end 2011 was $131,029.61 compared to $108,939.72 at year-end 2010 which is an increase of $22,089.89.
The proposed budgeted expenses for 2013 total $465,466, which includes $17,454 for building rent. The rental amount is based on total square footage of the lower level plus the upstairs living quarters for Ambulance Members on call, resulting in a 33% Ambulance/67% Fire Department share of the annual rental costs of $52,257. The projected revenues are $459,000, resulting in a deficit of $6,466, which would be taken from reserve funds. However, ambulance charges are continually monitored to meet operating costs.
Fire Chief Jeremy Kraemer next presented the Fire Department Semi Annual/Year-End Report and the 2013 proposed budget. He stated there were 102 runs in 2011, compared to 74 runs in 2010, and 86 in 2009. Fire charge revenue totaled $19,200 compared to $16,920 in 2010. There was a total net income of $33,437; of which $17,000 is recommended to be added to clothing & equipment set-aside, and the remaining $16,437 be applied against the 2013 contract charges. There were also excess funds in the amount of $14,679.62 remaining at year-end 2010 which are being applied against the 2012 charges.
Fire #2 also includes the information on set-aside funds. A balance of $358,119.47 is available for vehicle equipment replacement set-aside at year-end 2011. For 2012, $35,100 is budgeted which would result in available funds of $393,219.47. (This includes the $134,505 in donations received for the purchase of the ladder truck in 2008 which the Fire Department stated was to be financed solely from donations and contributions.) The Department is in the process of purchasing a 2007 Sutphen pumper truck at a cost of $322,000. It is anticipated that the 1977 Luverne pumper will be placed for sale. This will leave about $71,219 remaining in vehicle set-asides.
There are protective gear/clothing/equipment set-aside funds of ($17,681.98); however, the Department will be receiving grant funding of $65,075 to offset this deficit. For 2012, $9,310 is being budgeted, which would result in $56,700 available for equipment/clothing purchases.
Police Chief John Jensen presented the Police Department’s December monthly report. He stated there were 239 calls for services during this period, compared to 231 in December 2010. The yearly total of calls was 3149 in 2011 compared to 2538 in 2010. The Department issued 236 traffic tickets in 2011. On January 20, 2011, a search warrant was issued which resulted in an arrest on possession of stolen property. On April 13, 2011 a search warrant was issued which resulted in an arrest on first degree controlled substance charge. Melrose residents are encouraged to contact the Melrose Department to report any suspicious activity.
City Attorney Scott Dymoke reported that he has worked on the following items for the City:
• Worked with City staff preparing summary of Flood Plain Regulation amendments to City Zoning Ordinances for publication.
• Worked with City staff preparing resolutions approving plat, vacating easements, and amending lease agreement for the CentraCare Plat.
• Worked with City Administrator reviewing terms of the new collective bargaining agreement regarding calculations of hours worked for determining overtime.
Planning and Development Director Gary Walz and Council/Commission Member Klasen reported on the Commission’s January 12, 2012 organizational meeting. At the Commission’s meeting, Henry Ahrens and Jeanne Kraemer were reappointed as the Chair and Vice-Chair respectively. The meeting focused on a review of potential projects, actions and requests which the Commission may be expected to address in 2012. Also held was a preliminary discussion on updating the Zoning and Subdivision Ordinances.
Mayor Vogel noted that bid opening for the City of Melrose Street Signs was held on Wednesday, January 4, 2012 at 2:00 p.m. at the Melrose City Center. The lowest bid was received from Gopher Sign Company in the amount $9,054.07 which includes tax and freight. The funds have been set aside and the project was included in the Five Year Capital Improvement Plan. The sign replacement will bring the City into compliance with the 2012 traffic sign requirements. A motion was made by Mr. Klasen seconded by Ms. Mayers and unanimously carried accepting the low bid from Gopher Sign Company in the amount of $9,054.07.
Mayor Vogel noted that Streets/Parks Supervisor Mark Maus and his staff have done an extensive amount of research on different snow plow options. After researching all the different truck and equipment options staff has come to the conclusion that the 2011 demo from Nuss Truck & Equipment meets the City’s needs and would be the best value. The truck and equipment will cost $177,978.91 with a $6,000 allowance for the 1973 International. A comparable new unit would be $16,463 more or $194,441.99. Depreciation per year on a 30-year schedule would be $5,932.63. The purchase is identified in the Five Year Capital Improvement Plan as a 2011 purchase. The equipment fund has adequate funds available.
Staff had researched the purchase of a used vehicle. A used truck in excellent condition that is 10 years old with approximately 80,000 miles would cost approximately $90,000. If the City is able to retain such a vehicle for an additional 15 years, the depreciation would be $6,000 per year plus the additional repairs due to the high miles.
Nuss Truck & Equipment had brought the snowplow truck to the Melrose Public Works building prior to the Council meeting for viewing and to answer questions. All members of the Council had an opportunity to inspect the vehicle. A motion was made by Mr. Finken, seconded by Mr. Christenson and unanimously carried to approve the purchase of the snow plow vehicle from Nuss & Equipment in the amount of $177,978.91, less the $6,000 allowance for the 1973 International.
Mayor Vogel noted that the Planning and Zoning Commission has a vacancy created by the resignation of Commission Member Gillet. Mr. Gillet’s term would have expired in January of 2014. On Thursday, January 5, Mike Klaphake submitted his letter of interest followed by an application. An application has also been received from Josh Thieschafer. A motion was made by Mr. Klasen, seconded by Ms. Mayers appointing Mike Klaphake to the Planning and Zoning Commission.
Mayor Vogel reported that the GAPP German Students from Bühl, Germany will be arriving in Melrose on February 15 and will be attending the Council’s February 16 meeting. Visiting students and teachers will be hosted by teachers and families of students attending the Melrose Area Public Schools. Students will be integrated into classrooms, participate in community activities, and partake in field trips in Central Minnesota and the Twin Cities. A request has been made that a proclamation be adopted proclaiming February 19-25 as Bühl Week. A motion was made by Mr. Christenson, seconded by Mr. Finken and unanimously carried to adopt a proclamation proclaiming February 19-25 as Bühl Week.
Mayor Vogel reported that Ambulance Coordinator Jenn Tschida and Human Resources Technician Diane Gruber have reviewed the Volunteer Ambulance Department Policies and Procedures. The Policies and Procedures have been updated with only minor changes. A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried adopting the 2012 Volunteer Ambulance Department Policies and Procedures.
Mayor Vogel next reported that Fire Chief Jeremy Kraemer and Human Resources Technician Gruber have reviewed the Volunteer Fire Department Policies and Procedures. A motion was made by Mr. Klasen, seconded by Mr. Christenson and unanimously carried adopting the revised 2012 Fire Department Policies and Procedures.
Mayor Vogel noted that the Council, at its August 25 meeting, approved continuing the publication of the Council agenda and recommended that this matter be reviewed again in January of 2012. Ms. Mayers stated that she believes it is an affordable public service to the community and a means in which to keep the residents informed. A motion was made by Ms. Mayers to continue publication of the agenda. The motion was seconded by Mr. Christenson with a roll call vote recorded as follows: For: Council Members Mayers, Christenson, Finken, and Mayor Vogel; Against: Council Member Klasen.
Mayor Vogel noted that the Council, at its December 15, 2011 meeting, authorized staff to seek proposals for the Sauk River Park – Splash Pad/Skate Park Study. Proposals were due on Thursday, January 10, 2012 no later than 2:00 p.m. Two proposals were received. One proposal from EAPC Architects from Bemidji and another from Stantec.
WSB has contacted the City and is interested in submitting a proposal. Staff obtained consent from the engineering firms allowing the City to consider allowing WSB to submit a proposal. It was the consensus of the Council to table this item until February 16 meeting allowing WSB to submit a proposal.
Mayor Vogel reported that the Council, at its October 20, 2011 meeting, authorized the Police Department to obtain quotes for a 2012 vehicle. It was noted at the meeting that the Department would be trading in the 2006 Crown Victoria for a 2012 all-wheel drive vehicle that would be the Chief’s vehicle, but would be used by the Officers during inclement weather. Administrator Brethorst stated that the Department is starting a 5.3 year per vehicle average replacement schedule, with the Police Chief’s vehicle being kept for eight years, and the squad cars being replaced after four years. Quotes have been obtained from John Weiss Ford for a 2013 Ford Taurus and 2013 Ford Explorer. The Ford Explorer vehicle equipment transfer expenses are listed and, with the exception of the rear cage, should be comparable to the sedan model. Gas mileage is not estimated for the Ford Explorer; however, Ford estimates the mileage to be approximately 20% above the Crown Victoria currently in use. The Police Department averages approximately 12 mpg with the current vehicles. The Explorer comes equipped with AWD/FWD which is a feature that the current squad cars do not have. The ability to operate efficiently in adverse weather conditions would be a welcome addition in a normal winter weather scenario. Gas mileage is estimated at 17 mpg. It was staff’s recommendation to purchase the 2013 Ford Explorer. A motion was made by Mr. Finken, seconded by Mr. Klasen and unanimously authorizing Police Chief Jensen to purchase the 2013 Ford Explorer in the amount of $27,497 plus tax and license.
Ms. Mayers reported that the Melrose Community Park is still in disrepair, i.e. road repair as well as storm water rain water issues and dilapidated trailers. The streets are in violation of the City Code nuisance ordinance due to the water collection on the road. There are also numerous pot holes. The Police Department has been informed that the FEMA storm shelter grant for the mobile home parks in Melrose has been denied. This provision had not been included in the Stearns County Hazardous Mitigation Plan; therefore the grant applications were denied. The County will be updating the plan to include provisions for storm shelters. Stearns County will be hosting a meeting on Tuesday, February 28 at 5:00 p.m. to discuss the Stearns County Hazardous Mitigation Plan. Staff has been asked to continue monitoring the park and receive updates from the park owner on these conditions and request that these issues be resolved in a timely manner.
Mayor Vogel noted that according to the Ambulance Department Policies and Procedures, the Assistant Ambulance Coordinator term expires every two years. The current term will expire on February 1, 2012.
Minimum qualifications require that applicants have a minimum of one year as an Emergency Medical Technician on the Melrose Ambulance Department; therefore, this position has been posted internally at the Fire and Ambulance Station. Applications are being accepted through January 26, 2012. A recommendation on the Assistant Coordinator appointment will be made at the Council’s February meeting. Staff recommended that in the future, this position have a January 1 start date versus February 1. A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried to approve changing the start date of the Assistant Ambulance Coordinator position to January 1.
The following informational items were then discussed:
a. The Police Department has renewed the Patrol Subscription Agreement with the League of Minnesota Cities Insurance Trust (LMCIT). This Agreement allows the named law enforcement officers to participate in PATROL training. This is an accredited online training program offered by the LMCIT.
b. Planning and Zoning Commission’s December 1, 2011 Regular Meeting minutes.
c. The following are schools and/or conferences where registrations were made: 1) Defensive Tactics Training: Nov. 28 – Dec. 2, 2011 in Waite Park. Registration fee: $200 per person. Attending: Police Chief Jensen; 2) Supervision & Management: Supervisor Survival For Public Safety Managers, January 30-31 at the BCA in St. Paul. Registration fee: $175 per person. Attending: Police Sergeant Craig Maus; 3) Supervision & Management Miens and Morals in Public Safety Management, February 1-2 at the BCA in St. Paul. Registration fee: $175 per person. Attending: Police Sergeant Maus; 4) Supervision & Management: Project Pathways for Public Safety Managers, February 15 at the BCA in St. Paul. Registration fee: $90 per person. Attending: Police Sergeant Maus; 5) Supervision & Management: Strategies for Stress, A Manger’s Guide, February 16-17 at the BCA in St. Paul. Registration fee: $175 per person. Attending: Police Sergeant Maus.
d. The total number/value of building permits issued in the fourth quarter for the past five years were:
2011 * 2010 * 2009 * 2008 2007
25 24 25 24 40
$790,908 $350,501 $481,136 $780,887 $918,000
The total number/value of building permits issued for each of the past five years were:
2011 * 2010 * 2009 * 2008 2007
150 105 135 148 136
$3,724,081 $9,402,060 $10,688,848 $11,314,433 $2,391,084
e. Correspondence has been received from Stantec stating their 2012 rates. Stantec will hold their rates at their 2009 level. Rate schedules are on file at the City Offices.
f. The Public Utilities Commission January 9 Regular Meeting minutes.
A motion was made by Mr. Finken, seconded by Mr. Klasen and unanimously carried that the meeting be adjourned at 7:40 p.m.
Patricia Haase, City Clerk