The Melrose City Council met in a Regular Meeting on Thursday, October 16, 2014 at 6:00 p.m. at the Melrose City Center pursuant to due notice being given thereof. Present were Council Members Jenny Mayers, Joe Finken, Tony Klasen, Dick Christenson, 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. Klasen and unanimously carried to approve the agenda as amended. Mayor Vogel 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 September 11 Regular Meeting and the September 22 Special Joint Meeting with the Utilities Commission. b. List of bills in the amount of $468,351.25.
c. List of investments for the month of September.
d. Annually, the City enters into an agreement with Tri-Cap to provide busing services in the City of Melrose. The agreement states that we agree to purchase 20 hours of bus service per week from Tri-CAP at a cost of $410 per month for the period of January 1, 2014 to December 31, 2014. This is a $10 per month increase over the 2013 agreement. The total annual cost for 2013 is $4,800 and the 2014 agreement is $4,920, or a .02% increase. The 2015 contract request a 3% increase for a total of $5067.60.
e. The City currently works with MARCO for its IT services. There are no bonded contracts currently within the City that can provide this service. Annually, the City signs an agreement to allow them to access our service remotely to provide services. This software is required to do so. This is an annual renewal. SMARTnet provide consideration to renew one year agreement for Cisco SMARTnet.
f. The Council to give consideration to approving the 2014-15 Safety Management Program Contract between the City and the Minnesota Municipal Utilities Association (MMUA) in regards to their safety agreement. The agreement is in effect from October 1, 2014 through September 30, 2015.
g. The City has been in a long term agreement with ACS/Xerox for its accounting and billing services. The contract is an annual renewal and staff recommends renewing for one additional calendar year. During this year, staff will review the possibility in detail the transition to another software package that would nest with our automated metering and other finance-related and building-related software needs.
A motion was made by Mr. Christenson, seconded by Mr. Finken and unanimously carried to approve the Consent Agenda.
Police Chief Maus presented the Police Department’s September monthly report. He noted that a total of 20 citations were issued in the month of September. There were 69 verbal warnings and no written warning. Chief Maus noted there were 217 calls for service during this month, compared to 233 for September of 2013. The year-to-date number of calls is 2065 compared to 1984 in 2013. For the month of September 2014, the Department received 21 agency assist calls.
Police Chief Maus reported that he along with City Administrator Brethorst, Planning and Development Director Walz, and Council Member Mayers met with Steve Hammes and Kristen Beste from Stearns County regarding the storm shelters for the Melrose Mobile Home Park and Rose Park / Melrose Community LLC.
Melrose Mobile Home Park: This project has received preliminary approval from both the State of Minnesota as well as FEMA; however, the plans that were submitted to FEMA were not construction-ready documents. The County has worked with the State to shift money within the grant project from the construction budget to the design budget. This will allow the County to enlist a new architect to complete construction documents.
Once the completed plans are finished, the State will request a budget adjustment from FEMA if the expected cost of the project is greater than the current grant award. The owner of the mobile home park, Mr. Dufner, has agreed to continue participation in the grant program at 25% of the total project cost.
The County will release an RFP for architectural services this fall. After final sign-offs by the State and FEMA have been secured, the County will go out for bids on the construction phase of the project. The County expects that bids will be sought over winter with construction following in the spring of 2015.
Rose Park: This project has been court-ordered. The County has recently received notification from the State that FEMA has given preliminary approval to this project. The plans submitted for this project are also not construction-ready documents. The County is working with the architectural firm that prepared the documents to see if they are willing to continue their work and make the plans usable as construction documents.
Whereas, the first project has some aspects of it that are above the minimum standards required by FEMA; this project is closer to the federal minimums. The County is hopeful that because of this, budget adjustments will not be required for this project. Again, once construction-ready documents are completed, the final project budget can be established.
It is expected that final documents and budget will be established yet this year. The County will put out a call for construction bids over winter with actual construction beginning during spring of 2015.
The County is committed to moving both projects forward to completion during 2015. As this moves forward, the County will keep the City up to date on all communications from the State or federal government and will alert the City to any changes in project scope or status.
Planning and Development Director Walz reported on the Planning and Zoning Commission’s October 7 Regular Meeting. The Commission reviewed a section of the Zoning Ordinance update, and gave consideration to a request by Verizon for installation of an ornamental rod iron fence to protect the structures HVAC units from potential vandalism.
City Attorney Scott Dymoke reported on the projects he has been working on for the City:
• Kraft Drive: Received Certificates of Title documenting City’s fee and easement interests in Kraft Drive. Reviewed for accuracy and forwarded to City staff.
• Zoning Ordinance: Reviewed proposed revisions to Zoning Ordinance. Prepared and forwarded opinion letter to City staff recommending additional changes and revisions.
• Ramirez Annexation: Reviewed annexation procedures with City staff and prepared revised annexation ordinance reflecting information presented to Council at public hearing on petition for annexation.
Mayor Vogel reported that the Council, at its September 11 meeting, tabled action on the request of Everardo Botello Ramirez and Maria Botello Ramirez for the annexation to the City of their residential Parcel No. 21.12551.0000 located in Melrose Township due to the lack of sufficient information especially the cost of the property’s connection to the City’s wastewater system in Daylight Court.
Since that time, City and Stearns County staff has continued to work to address the Council’s information needs. It has been determined that the estimated cost for the entire annexation and wastewater connection project should be approximately $10,852 which would be paid by Mr. and Mrs. Botello Ramirez and Stearns County. During a recent visit to the Botello Ramirez residence, staff observed that a general cleanup of the property had been initiated but not completed.
Both Mr. and Mrs. Botello Ramirez and Stearns County are in agreement with the estimated project cost and both believe annexation to the City and connection to the City’s wastewater system is the best resolution to the situation of this leaking and inadequate septic system. On October 6, Mr. and Mrs. Botello Ramirez presented the City with a signed County-prepared document requesting the City to complete the annexation of their property to the City and to connect the property to the City’s wastewater system at no cost to the City and agreeing to various City conditions and standards.
If the Council wishes to proceed with the annexation of the Ramirez property, it can be done through the completion and adoption of Ordinance No. 10-16-2014-1, An Ordinance Approving The Petition Of Everardo Botello Ramirez And Maria Botello Ramirez For The Annexation Of Unplatted Land Not Exceeding 120 Acres To The City Of Melrose, Under Minnesota Statutes Section 414.033, Subd. 2(3).
The Council to give consideration to Ordinance No. 10-16-2014-1, An Ordinance Approving The Petition Of Everardo Botello Ramirez And Maria Botello Ramirez For The Annexation Of Unplatted Land Not Exceeding 120 Acres To The City Of Melrose, Under Minnesota Statutes Section 414.033, Subd. 2(3).
Chief Maus noted that he has inspected the property and a majority of the nuisances have been addressed. Painting of accessory buildings remains to be addressed; however, this may need to wait until next spring depending on the weather. Chief Maus finds the property to be in satisfactory condition for annexation into the City limits. The County noted that, if approved, the estimated projection completion date is set for the mid to end of November 2014.
After further discussion, Mr. Finken introduced Ordinance No. 10-16-2014-1, An Ordinance Approving The Petition Of Everardo Botello Ramirez And Maria Botello Ramirez For The Annexation Of Unplatted Land Not Exceeding 120 Acres To The City Of Melrose, Under Minnesota Statutes Section 414.033, Subd. 2(3). The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: For: Council Members Finken, Klasen, Christenson, Mayers, and Mayor Vogel; Against: None.
City Administrator Brethorst also recommended the Council approve the Official Title and Summary for this Ordinance. Ordinance No. 10-16-2014-1 will be available at the Melrose City Center and posted at the Great River Regional Library – Melrose Branch.
A motion was made by Mr. Christenson and seconded by Mr. Finken to adopt Official Title and Summary, Ordinance No. 10-16-2014-1, An Ordinance Approving The Petition Of Everardo Botello Ramirez And Maria Botello Ramirez For The Annexation Of Unplatted Land Not Exceeding 120 Acres To The City Of Melrose, Under Minnesota Statutes Section 414.033, Subd. 2(3). A roll call vote was recorded as follows: For: Council Members Christenson, Finken, Klasen, Mayers, and Mayor Vogel; Against: None. A copy of the Ordinance is on file in the City Administration Office and the Official Title and Summary is also on file in the City Administration Office.
Finance Director Beuning noted that Star Claims handles our ambulance billing and insurance claims. This agreement does not require an end date and we are able to cancel this at any time.
A motion was made by Mr. Klasen, seconded by Ms. Mayers and unanimously carried authorizing staff to enter into the agreement with Star Claims for ambulance billing service.
Mayor Vogel stated that the Parks and Recreation Board has been created to enhance and develop the parks and recreation system within the City limits. Annually, the City has contributed $20,000 to Parks Capital Funds. Historically, and throughout most of the state, the Parks and Recreation Board has been allowed to allocate funds for necessary capital projects. This would include items such as swing sets, slides, zip lines, etc. In order to maximize the Board’s role in parks and recreation development, the Board would like to continue with this authority to spend capital funds as they deem appropriate. This does not include land acquisition, easements and the like; only capital equipment would be included in this authority. This would not include trail or sidewalks outside of existing parks.
Mr. Klasen stated that in his opinion the Parks and Recreation Board should be a recommending board and all purchases should be brought before the Council for approval. Ms. Mayers concurred stating that the allocation of funds should be brought before the Council and in doing so, also makes the community aware of potential enhancements to the parks and trails.
Mr. Finken noted that Council sets the Parks and Recreation budget and believes they should be allowed to allocate funds for necessary capital projects such as park equipment or beautification projects as long as it does not exceed budget.
After further discussion, a motion was made by Mr. Finken authorizing the Parks and Recreation Board to expend up to $5,000 without Council approval. The motion was seconded by Mr. Christenson with a roll call vote recorded as follows: For: Council Members Finken, Christenson, and Mayor Vogel; Against: Council Members Klasen and Mayers. Motion carried.
The Council next gave consideration on a conditional job offer to Kyle Hartigan for a part-time Police Officer position. Mr. Hartigan was the top candidate in our hiring process from the part-time officer interviews that were conducted in late September. The City will be sharing Mr. Hartigan with the Sauk Centre Police Department. The Albany Police Department has expressed interest in sharing Mr. Hartigan as well, but needs to train other part-time officers prior to considering or putting Mr. Hartigan on their roster.
Mr. Hartigan’s background shows that he is an active duty National Guard member, a Sauk Centre resident, and a graduate from Moorhead State University. This is his first law enforcement job.
HR Coordinator Diane Gruber and Police Chief Craig Maus have discussed some cost-sharing that could result from work sharing with the Sauk Centre Police Department as they will be carrying Mr. Hartigan’s license along with setting up the psychological and physical testing.
A motion was made by Mr. Christenson, seconded by Mr. Finken and unanimously carried approving the hiring of Mr. Hartigan contingent on successful psychological, background, and pre-employment physical and drug test.
Council Member Mayers, at the Special Meeting held earlier in the evening, requested that the Misdemeanor Prosecution Attorney Contract be brought back before the Council for further consideration. The Council, at its August 21 meeting, approved the contract with Stearns County; however, since that time, Mr. Pottratz has asked that the Council reconsider retaining his services at his previous contract rate.
Ms. Mayers made a motion to rescind the vote to contract with Stearns County for legal services for City Criminal Prosecuting Attorney. There was no second; therefore, the motion failed. The contract will remain with Stearns County.
Mayor Vogel stated that the Parks and Recreation Board has endorsed the Boy Scouts of Melrose’s plan for disc golf proposal. The total cost is estimated to be no greater than $7,500 and be located in the Sauk River Park. The Boys Scouts have been asked to partner with the City during instillation and assist with a cash contribution to assist in funding the project.
A motion was made by Mr. Klasen, seconded by Ms. Mayers and unanimously carried approving the allocation of funds for disc golf.
City Administrator Brethorst reported that at the Council’s first meeting in January 2015, consideration will be given to making appointments to the various boards and commissions. Residents who are interested in seeking appointment should submit their application to the City Clerk by no later than Friday, November 14. 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: Melvin Roehrl.
• Planning and Zoning Commission: one member four-year term; Term expiring: Jeanne Kraemer .
• Melrose Area Development Authority: one member, six-year term; Term expiring: George Jensen.
Mayor Vogel stated that in 2014, two laws were passed with a combined $54.356 million appropriated for the LRIP established in Minnesota Statute 174.52. Approximately, $14-$15 million will be available for new LRIP projects to be constructed in 2015 or 2016. The City is eligible to apply for the funds under the guideline. The project that is most likely to score highest of our City projects is Kraft Drive which is scheduled for 2015. The project was planned for a mill and overlay as well as improving the turn lanes. If additional funding is available through the state, it is recommended that curb and gutter be added from the former Tesoro building to the funeral home on both sides of the street. WSB has submitted a proposal in the amount of $1,200 to write the grant application for the Kraft Drive Improvements.
A motion was made by Mr. Klasen, seconded by Mr. Finken and unanimously carried authorizing the application for funds and contract with WSB to submit the application.
City Administrator Brethorst noted that in 2012, the Council and Commission gave approval to the City’s participation in Resource Training & Solutions (RTS) Wellness Incentive Program. This pilot program expires on December 31, 2014.
The Program is again being offered for 2014 and 2015 with a sunset date of December 31, 2016. Participation in the program by employees is completely voluntary and is limited to employees enrolled in employer-sponsored group health plans made available through RTS. Incentives apply, first to reduce the employEE’s share of health insurance premiums. If any incentives remain, they are then contributed to an employee’s HSA, VEBA, or HRA account. The incentive for 2015 for completing all required steps is up to $390/employee.
The Council to give consideration to concur with the Utilities Commission authorizing participation in the Wellness Program, authorizing City staff to enter into the agreement with RTS, and to work with the union groups during upcoming negotiations.
A motion was made by Mr. Christenson authorizing participation in the Wellness Program, authorizing City staff to enter the agreement with RTS and to work with the LELS and AFSCME union groups on Memorandums of Understanding (MOUs). The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: For: Council Members Christenson, Klasen, Finken, and Mayers; Against: None; Abstain: Mayor Vogel due to a conflict of interest. The following informational items were discussed:
a. CentraCare will be paving the north/south entrance in to the rear of CentraCare / Park View Center. A portion of the parking will be gravel. CentraCare has agreed to allow the City to use the excess parking / gravel is for use by the park users.
b. Utilities Commission’s September 8 Regular Meeting minutes and the September 15 Special Meeting minutes. c. Planning and Zoning Commission’s September 9 Regular Meeting minutes.
d. The Parks and Recreation Board has reviewed the alternate plan for the Wobegon Trail to the Sauk River Park. It was the direction of the Board to keep the concept of the trail connection in the Five Year Capital Improvement Plan; however, they are not able to support the current alternate plan at this time. The Board will continue to review trail options throughout the City in order to develop the trail connection.
e. The Parks and Recreation Board has reviewed the Meadowlark Park loop at their October 1 meeting. The Board felt that the existing trail network within Meadowlark meets the current needs of the Park. The trail network within the Park has both an exit and an egress. The Board will keep the loop in the master plan and work to completing the loop as resources come available or the pedestrian traffic increases.
f. The City partnered with Melrose Little Guy Football to acquire seating from the Minnesota Metro Dome. Four of the seats have been installed adjacent to the Melrose Dam overlooking Melrose Lake. It is planned to place four more seats in the Meadowlark Park. The City has purchased additional seats for parts as they age and weather over the coming years. The City thanks Melrose Little Guy Football for its dedication and support to the Melrose community.
g Director Walz will present the Building Permit Summary Log for Third Quarter 2014.
The total number/value of building permits issued in the third quarter for each of the past five years were: 2014 2013 2012 2011 2010
37 55 43 54 29
$1,786,464 $714,764 $1,440,607 $866,650 $697,878
The total number/value of building permits issued year-to-date for the first three quarters for each of the past five years were: 2014 2013 2012 2011 2010
78 104 118 125 81
$2,310,341 $1,886,024 $3,165,967 $2,066,523 $9,051,559
In an effort to honor both former Council Member Herman Carstens and former City Clerk Al Westendorf, a monument / plaque was placed in front of the Melrose City Center. However, over the years, the Al Westendorf monument has been over grown by the pine tree and the Herman Carstens monument has caused snow removal concerns. Staff has contacted Howard Carstens, son of Herman Carstens, and Julia Westendorf, sister of Al Westendorf, about allowing the City to relocate the monuments. Both stated that they would not contest the moving of the monuments, but would like to see them remain on City property. With their concurrence, the monuments for Al Westendorf and Herman Carstens have been relocated. The tree and curbing have been removed creating two additional parking stalls.
A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried that the meeting be adjourned at 7:10 p.m. Patricia Haase, City Clerk