Melrose City – July 19, 2012

Melrose City
July 19, 2012
The Melrose City Council met in a Regular Meeting on Thursday, July 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, Tony Klasen, Dick Christenson, Mayor Tim Vogel, City Administrator Michael Brethorst, and City Clerk Patti Haase. Council Member Jenny Mayers was absent. Also present was City of Melrose Intern Jenny Linning from Germany. Mayor Vogel presided thereat.
A motion was made by Mr. Finken, seconded by Mr. Klasen 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 under the consent agenda: Approval of the following:
a. The minutes from June 28 Regular Meeting.
b. list of bills in the amount of $741,047.69.
c. list of investments for the month of June.
d. Fire Chief Jeremy Kraemer is requesting Council approval to hire Andrew Wirtz and Chris Schneider as volunteer firefighters. Chief Kraemer and other officers of the Department have conducted the oral interview and physical agility tests. Hiring of these two individuals is contingent upon them passing a background check and a pre-employment physical. The hiring of these individuals would bring the Fire Department membership to 29 members; they are able to have up to 30 members. Mr. Wirtz is also a member of the Melrose Ambulance Department. The Council to give consideration to approving the hire of Mr. Wirtz and Mr. Schneider as volunteer firefighters contingent upon successful background checks and pre-employment physicals.
e. Ambulance Department Semiannual Report.
f. Police Reserve Department Semiannual Report.
g. Fire Department Semiannual Report.
h. The Council to give consideration to approval of a Community Festival License – Public Property to The Dam, Inc. for Saturday, September 8, 2012. The event will be held outdoors and a portion of 4th Avenue NE from Main Street to 1st Avenue NE will be closed. This event must comply with City Code Chapter 113.23(D) which deals with Community Festivals – Public Property. Police Chief Jensen and Public Works Director Harren have reviewed the Community License Application and recommend approving the application.
A motion was made by Mr. Finken, seconded by Mr. Christenson and unanimously carried to approve the Consent Agenda items.
Police Chief John Jensen presented the Police Department’s June report. Chief Jensen noted that there were 244 calls for service during the month of June 2012 compared to 268 calls for June of 2011. He stated there were a total of 13 citations issued in the month of June. The year-to-date number of calls is 1378, compared to 1644 in 2011.
During the period from June 20, 2012 through July 12, 2012, the City Attorney has not given significant attention to any projects on behalf of the City of Melrose.
A motion was made by Mr. Finken, seconded by Mr. Klasen and unanimously carried to adopt a proclamation proclaiming Tuesday, August 7, 2012 as “Night to Unite.” The residents of Melrose are invited to attend Night to Unite on Tuesday, August 7 from 5:30 – 8:00 p.m. at the Sauk River Park.
Staff and Committee Members have prepared the Request for Qualification (RFQ) for City Engineer. It is the intent to use the City Engineer/Consulting Engineer for a minimum of five years dependent on performance. Staff is recommending soliciting RFQs from three or four engineering firms. The City would allow for a 20-minute presentation outlining the company’s qualification.
A motion was made by Mr. Christenson, seconded by Mr. Finken and unanimously carried approving the RFQ for City Engineering as prepared. The preliminary engineering meeting is scheduled for Thursday, August 30 at 5:00 p.m. at the Melrose City Center.
Community Development Director Walz noted that, at its April 19 meeting, the Council concurred with the recommendation of MADA to give favorable consideration to the concept of vacating part of the Kraft Drive SE road right-of-way easement to accommodate the parking and drainage needs for the Danzl restaurant project if such a request were presented in the future.
A preliminary plat along with site, grading and landscaping plans has been received for the Danzl restaurant area and the adjacent commercial property. The preliminary plat includes the vacation of part of the Kraft Drive SE road right-of-way easement. It is expected that the Planning and Zoning Commission will hold a public hearing on the proposed plat on August 16 for presentation to the Council on August 23. It is expected that the petition for the vacation of part of the Kraft Drive SE road right-of-way easement will be received within the next week requesting Council consideration at its August 23 meeting. In expectation of this anticipated vacation petition, the Council to consider setting the public hearing for the road right-of-way easement vacation for 6:00 p.m. at its August 23 meeting.
A motion was made by Mr. Finken, seconded by Mr. Klasen and unanimously carried to schedule the public hearing for the road right-of-way easement vacation for Thursday, August 23 at 6:00 p.m.
Fire Chief Jeremy Kramer and Fire Relief Treasurer Wayne Senst presented the Schedule Form for Lump Sum Pension Plans for 2012 (Schedules I & II). This form includes the accrued liability for active and deferred members, and projection of assets. Chief Kramer stated that an additional City contribution of $553 beyond the budget amount of $4,700 is required. The schedules must be submitted to the Council prior to August 1, and to the Office of the State Auditor after the Council action. The Fire Relief Association is requesting an increase in pension benefit levels of $250 from $1,250 to $1,500. This is due to the Fire Relief Association joining the statewide volunteer firefighter plan administered by PERA. In doing so, the Relief Association will save the cost of yearly audits as well as many of the various financial reports and statements currently required under the law. According to the cost analysis provided by Dave DeJonge, Assistant Director – PERA, based on the Form SC-11 that was submitted to the State Auditor by the FRAB, it indicated that the City would have an estimated $0 contribution at a benefit level not exceeding $1,500. This benefit level is locked in for five years due to vesting requirements.
After further discussion, a motion was made by Mr. Klasen and seconded by Mr. Christenson to approve Schedules I & II for 2012. A roll call vote was recorded as follows: For: Council Members Christenson, Klasen and Mayor Vogel; Against: None; Abstain: Council Member Finken due to conflict of interest; Absent: Council Member Mayers.
Mayor Vogel noted that the biennial City election will be held on Tuesday, November 6, 2012. Two Council Members’ terms expire at yearend 2012. Filings open on Tuesday, July 31 and close on Tuesday, August 14 at 5:00 p.m.
Mayor Vogel noted that according to City Administrator Brethorst’s letter of employment, he is eligible for an 18-month step increase upon a favorable performance evaluation; this would be September 1, 2012. According to the Personnel Policy regarding Performance Evaluations of the City Administrator, the City Council and Public Utilities Commission shall conduct the performance evaluation. The City Administrator has the right to decide if the evaluation should be an open or closed meeting. Step increases shall be an action item at a regular scheduled meeting of the Council and PUC.
A motion was made by Mr. Christenson, seconded by Mr. Klasen and unanimously carried scheduling a special joint meeting with the PUC for Thursday, August 23 at 5:00 p.m.
Mayor Vogel noted that the City of Melrose wishes to inform the residents that any petitions requesting public improvements for the year of 2013 must be filed with the City Clerk no later than August 8, 2012. The petitions for improvements such as sanitary sewer, water mains, street, and curb and gutter will be given consideration for improvement in 2013.
Mayor Vogel commented that he has been contacted by a resident regarding the possibility of the City providing a public place to dispose of yard waste as was provided in the past. The compost site was closed effective June 15, 2005 due to it being located near a wellhead protection area, individuals dumping non-compliant items, and the cost associated with disposing of these items. The Council asked staff to research this issue for further discussion at the August 23 meeting.
The following informational items were discussed:
a. The following is a list of upcoming schools and conferences: 1) New Website Option for MN Prospector Communities – Minnesota Department of Employment and Economic Development Webinar on July 12. Registration fee: N/A Attending: Community Development Director Gary Walz and Human Resource Technician Gruber.
b. MADA/COC’s April 12 Regular Meeting minutes and May 21 Regular Meeting minutes.
c. Planning and Zoning Commission’s June 14 Regular Meeting minutes.
d. The County Road 13/5th Avenue NE Bridge will be surveyed for potential reconstruction in 2014. The current bridge does not meet current width requirements.
e. Staff has received a request from a resident to use City property for an archery club.
f. The Splash Pad/Skate Park Funding Committee has met and will continue to brainstorm on fundraising activities.
A motion was made by Mr. Finken, seconded by Mr. Klasen and unanimously carried that the meeting be adjourned at 6:50 p.m.
Patricia Haase, City Clerk