Melrose City October 24, 2013

Melrose City
October 24, 2013
The Melrose City Council met in a Regular Meeting on Thursday, October 24, 2013 at 6:20 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 Mr. Finken, seconded by Mr. Klasen and unanimously carried to approve the agenda as submitted.
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 August 13 Special Joint Meeting with the Utilities Commission, Melrose Area Development Authority/Community Opportunities Committee, and the Planning and Zoning Commission, the Council’s September 12 Regular Meeting, and the October 8 Special Joint Meeting with the Utilities Commission.
b. list of bills in the amount of $248,833.37. (See attached list) The list of bills includes the membership dues for the League of Minnesota (LMC) in the amount of $3,533 plus an additional $30 for Minnesota Mayors Membership Association dues. The LMC provides consulting, professionals training and insurance service to the City and the Utilities Commission. This is an increase of $112, or 3.3%, from the previous year. The cost share is 75% General Fund / 25% Utilities Fund.
c. list of investments for the month of September.
d. proposed Resolution No. 2013-45, Resolution Appointing Election Judges. The election judge appointments are for the Special Primary Election that will be held on Tuesday, November 19, 2013 and for the Special Election Day on Tuesday, January 28, 2014.
e. In cooperation with the Melrose Lake Improvement Association (MLIA), CURA, University of Minnesota, St. Cloud State University and the City of Melrose a research project was completed to address the initial conditions of Melrose Lake. As per Jeff Corn from CURA, the total cost for the project was $4,500. The original cost share for the project was $1,500 MLIA/City of Melrose, and $3,000 from CURA; however, CURA has requested the cost share be changed from $3,000 CURA to $1,500. This confusion is due to an error from CURA with their original agreement with MLIA and the City. City Administrator Brethorst and MLIA President George Traeger negotiated with CURA and recommend splitting the difference to $750 on top of the original $1,500, for a total City / MLIA cost of $2,250. The City will pay $375 and MLIA will pay $1,875. MLIA received a $1,500 grant through the Little Falls Initiative Foundation.
f. 1) Donation Resolution No. 2013-46, Donation from American Legion Post 101, Pat & Juliann Heller, Veterans of War Post 7050, Melrose Electric, Ervin & Bertha Bueckers, Stearns Electric Coop, Apollo Insurance Agency, Chis & Denise Moellentine, State Farm Insurance, Gilbert & Sally Klaphake, Melrose Pharmacy, James & Nancy Mohs, Mark & Barbara Meyer, Donald & Geraldine Meyer, Loren & Sharon Meyer, Donald & Kathryn Andersen, Mel & Ann Roehrl, Wif & Bernette Finken, Clyde & Virginia Tise, and Mark Uphus Attorney at Law toward the Tri-Cap bus service.
2) Donation Resolution No. 2013-47, Donation from the Melrose Lake Improvement Association in the amount of $1,875 towards the report prepared by CURA.
3) Donation Resolution No. 2013-48, Donation from the Melrose Lions towards the Melrose Chamber of Commerce Halloween Party.
g. Resolution No. 2013-49, Resolution Approving Gambling License to Chamber of Commerce for an exemption from lawful gambling license to hold a raffle on November 29, 2013 at 223 Main Street East, Melrose, Minnesota.
h. 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.
A motion was made by Ms. Mayers, seconded by Mr. Christenson and unanimously carried to approve the Consent Agenda.
Cyril Braegelmann, President of the Melrose Meadowlark Patio Home Association, addressed the Council regarding street sweeping and snowplowing of Emerald Avenue SW and Garnet Avenue SW. The Association consists of 16 homes each on ¼ acre. The Association is asking the City to sweep the streets and remove the snow for Emerald Avenue SW and Garnet Avenue SW. These streets are considered private roads and, therefore, not maintained by the City. The Association is requesting the City maintain the streets at no cost to the residents or consider contracting the snowplowing and street sweeping of the main streets. Staff will meet with Association members on Monday, October 28, and bring a recommendation before the Council at a special meeting to be held on Tuesday, October 29 at 6:00 p.m.
Police Chief John Jensen presented the Police Department’s September report. Chief Jensen noted that 14 citations were written for the month of September 2013. He stated there were 233 calls for service during this month compared to 231 for August of 2012. The year-to-date number of calls is 1984, compared to 2077 in 2012.
Director Walz reported that on Friday, October 11, Stearns County Emergency Management Director Erin Hausauer and Hazard Mitigation Planner Matti Gurney with the Minnesota Department of Public Safety – Division of Homeland Security and Emergency Management along with City Administrator Brethorst, Police Chief Jensen and Planning and Development Director Walz met separately with Melrose Mobile Home Park owner Randy Dufner and Melrose Community LLC/Rose Park owner John (Jeff) Bonner. The purpose of the meetings was to review the current status of each park owner’s progress to construct approved storm shelters of adequate capacity for their respective mobile home parks. Director Hausauer noted and Mr. Gurney concurred that there have been unusual delays with the storm shelter project for Melrose Mobile Home Park which were beyond Mr. Dufner’s control. It is the belief of Mr. Gurney and Director Hausauer that with Mr. Dufner’s continued cooperation and no negative impact resulting from the federal government’s current shutdown, the storm shelter project for Melrose Mobile Home Park should be completed by Fall 2014 and possibly much sooner. Previously, Mr. Bonner had chosen to pursue construction of a storm shelter for Rose Park without using assistance from the Stearns County Emergency Management Department or applying for matching grant funding from the Minnesota Department of Public Safety – Division of Homeland Security and Emergency Management as Mr. Dufner is doing. At the October 11 meeting, Mr. Bonner requested the assistance of Stearns County Emergency Management Department in submitting a grant request for Minnesota Department of Public Safety – Division of Homeland Security and Emergency Management matching grant funding for a storm shelter for Rose Park. Director Hausauer stated her willingness to provide such assistance to Mr. Bonner and she, along with Mr. Gurney, believe with everyone’s cooperation, a six month application approval timeline is realistic – depending on any negative impacts of the federal government’s current shutdown.
Previously, the Council inquired about the possibility of a Stearns County representative familiar with the City’s two mobile parks appearing before it to address the status of storm shelter progress for the two parks and other issues related to the parks. Although staff was unable to arrange such a presentation by the Stearns County Attorney’s Office and/or the Stearns County Environmental Services Department, which licenses mobile home parks, on Monday, October 14, a meeting was held at Stearns County attended by representatives from the Stearns County Attorney’s Office, the Emergency Management Department and the Environmental Services Department with City representatives Administrator Brethorst, Chief Jensen and Director Walz present. Unfortunately, Council Member Mayers was unable to attend as she had intended. A follow-up summary and anticipated schedule from that meeting is being prepared by Stearns County and will be presented by memorandum or in person by a County representative at the Council’s November meeting.
City Attorney Scott Dymoke reported on projects he has been working on for the City:
• Park Shelter: worked with City staff to prepare bidding and sale documents for Lions/Jaycee Park Shelter.
• CentraCare Expansion: worked with City staff and attorney Tom Mathews on preparation of Development Agreement for CentraCare expansion.
• Tower Lease: received and reviewed draft of proposed terms for lease of space on north tower from Verizon.
Electrical Supervisor Lyon has made contact with the property owner at 108 1st St NW regarding the owners desire to sell the property to the City/Utilities. The property owner indicated a desire to sell the property to the City/Utilities at this time and indicated that he would like to proceed with the sale. The purchase is in the Five Year Capital Improvement Plan as a 50/50 split between the City and Electric Fund.
The Council may wish to consider closing the meeting to develop or consider offers or counteroffers for the purchase of real or personal property.
According to State Statutes, there are certain exceptions to the Open Meeting Law, which allow councils to close meetings. The City Council may, by majority vote in a public meeting, decide to hold a closed meeting to determine the asking price for real property to be sold by the public body, review confidential or non-public appraisal data; develop or consider offers or counteroffers for the purchase or sale of real or personal property. Prior to closing a meeting under any of the following exceptions, the public body must state on the record, the specific grounds that permit the meeting to be closed and describe the subject to be discussed, and identify the particular property that is the subject of the meeting. The meeting must be tape-recorded and the property must be identified on the tape. The recording must be preserved for eight years and must be available to the public after all property discussed at the meeting has been purchased or sold or after the public body has abandoned the purchase or sale. A list of council members and all other person present at the closed meeting must be made available to the public after the closed meeting. The actual purchase or sale of the property must be approved at an open meeting, and the purchase or sale price is public data.
The Utilities Commission, at its October 14 meeting, authorized staff to proceed with the purchase agreement upon Council concurrence. The Commission authorized negotiations and recommended price parameters.
A motion was made by Mr. Finken, seconded by Ms. Mayers and unanimously carried authorizing the Property Acquisition/Disposition Committee to begin negations with the property owner at 108 1st St NW for the purchase of the real property.
Mayor Vogel noted that according to the Fire Department Policies, Officers’ terms expire every two years. The terms will expire on January 1, 2014; therefore, applications for Chief, 1st Assistant Chief, 2nd Assistant Chief, and Training Officer were accepted through October 15. One application was received for the Fire Chief position, which is from current Chief Jeremy Kraemer. Because he is the only applicant and currently serving in this capacity, no interview was necessary. It is the consensus of the Ad Hoc Labor & Personnel Committee, City Administrator Brethorst, and HR Coordinator Gruber to appoint Mr. Kraemer as Fire Chief for 2014-2015.
To date, three applications have been received for the two Assistant Chief positions and two applications have been received for the Training Officer position. The applications will be reviewed by HR Coordinator Gruber to ensure they meet minimum qualifications. Interviews for the Assistant Chiefs and Training Officer will be conducted by the Fire Chief and Executive Fire Relief Association Executive Committee Members. A recommendation on these appointments will be made at the Council’s November meeting.
A motion was made by Ms. Mayers appointing Jeremy Kraemer as the Fire Chief for 2014- 2015. The motion was seconded by Mr. Christenson with a roll call vote recorded as follows: For: Council Members Mayers, Christenson, Klasen, and Mayor Vogel; Against: None; Abstain: Council Member Finken due to a potential conflict of interest.
Mayor Vogel noted that the Council and Utilities Commission authorized staff to seek bids for the replacement of the 2000 Dodge Dakota during their September 2013 meetings. The 2013 State Bids have expired and the 2014 State Bids will be available in early November. Once the State Bid has been published, local quotes will also be sought.
Mayor Vogel stated that at the August 15 meeting, the Council authorized staff to negotiate the trade of the 2008 International Ambulance in exchange for one new ambulance.
Ambulance Coordinator Jenn Tschida is working through the North Central EMS Cooperative Purchase Program to acquire the vehicle and the vendor whom is providing the sale is Road Rescue. As this purchase is through the Cooperative, the City does not have to receive alternate bids as this vehicle has already been bid out. The quote for the trade-in of the 2008 International Ambulance is $70,000. A new 2013 Ford Ambulance will cost $150,000 less the ($70,000) trade-in for a grand total cost to the City of $80,000. This purchase will come out the Ambulance set-asides. A motion was made by Mr. Finken, seconded by Mr. Christenson and unanimously carried authorizing staff to enter into a purchase agreement with Everest Emergency Vehicle for a 2013 Ford Ambulance.
Mayor Vogel noted that at the August 15 meeting, the Council authorized staff to negotiate the trade of the 1996 Ford Ambulance in exchange for one used ambulance.
Ambulance Coordinator Tschida is working through the North Central EMS Cooperative Purchase Program to acquire the vehicle and the vendor whom is providing the sale is Road Rescue. Coordinator Tschida, in cooperation with Road Rescue, has found a 2003 used Ford Ambulance for a cost of $25,000, which includes all setup. Trade-in value of the 1996 Ford is $3,000. As per Coordinator Tschida, the 1996 Ford Ambulance will not be easy to sell on our own, plus we would not have room to store the 1996 rig if we purchased the used 2003 Ford Ambulance. This purchase will come out the Ambulance set-asides. A motion was made by Mr. Klasen, seconded by Mr. Finken and unanimously carried approving the purchase of the 2003 Ford Ambulance and authorizing trade-in of the 1996 Ford Ambulance contingent upon the vehicle passing inspection.
Mayor Vogel next noted that the Ambulance Department is in need of replacing the manual cot from the 1996 Ford Ambulance and purchasing an additional power cot for the new 2013 Ambulance. Additionally, the Department would like to purchase a power chair to assist in moving patients via chair up and down stairs versus using a cot. The Ambulance industry is shift away from using cots to move patients up and down stairs if medically possible for the patient. The Department is requesting permission to seek quotes for one stair chair and three power cots. The estimated cost for a power cot is $15,000 per cot and $6,000 per stair chair for a possible total cost of $51,000 for three power cots and one stair chair. However, we would like to trade-in the two power cots and one manual cot. The power cots are eight years old and the manual cot is estimated at 20 years.
We do not know how much the trade-in would yield, plus fundraising letters will be sent out to help offset the cost for the new chair and power cots. An acceptance to policy in the awarding the bids is requested due to the timing of the arrival of the 2003 Ambulance and 2013 Ambulance. Arrival is anticipated prior to the December Council meeting. Approval is requested to be granted to the City Administrator upon consultation with the Ambulance Coordinator. A motion was made by Mr. Finken, seconded by Mr. Christenson and unanimously carried directing staff to seek bids, trade in necessary old equipment as per policy, and allow staff to award bid to lowest bidder, with a cap of $46,000 for the purchase of the power cots and stair chair.
City Administrator Brethorst reported that at the Council’s first meeting in January 2014, consideration will be given to making appointments to the various boards and commissions. Residents that those interested in seeking appointment should submit their application to the City Clerk by no later than Friday, November 15. 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: Marlene Klasen; Planning and Zoning Commission: two members (four-year term), term expiring: Henry Ahrens, and Mike Klaphake; Public Utilities Commission: one member, (three-year term), term expiring: Eric Seanger; Melrose Area Development Authority: one member, (six-year term), Term expiring: Jim Carstens.
Mayor Vogel reported that the Melrose Lake Association has requested the City of Melrose explore additional best practices for its Storm Water Management efforts in an attempt to be a leader in the community. One such action would be to request a review of the City Center property by the Stearns County Soil and Water Conservation District. This would be no cost for the review; however, the implementation phase would be a roughly 75% cost share with the County with the City funding 25%. The local match of 25% can be in-kind. The Utilities Commission, at its October 14 meeting, authorized the review only from Stearns County Soil and Water Conservation relating to Storm Water Management. A motion was made by Mr. Klasen, seconded by Ms. Mayers and unanimously carried concurring with the Commission authorizing the review only from Stearns County Soil and Water Conservation relating to Storm Water Management.
Mayor Vogel noted that staff has received a quote from Marco for the purchase of an additional $5,000 of services at a discounted cost of $4,750. Staff has contacted Arvig as to whether they provide these network services. At this point, they are beginning to provide services; however, staff recommends that we renew the agreement with Marco and continue to keep in touch with Arvig as to whether they are expanding in these services. The City has been purchasing blocks of service time for the past several years and this has worked well. A motion was made by Mr. Klasen, seconded by Mr. Finken and unanimously carried concurring with the Utilities Commission approving entering into the service agreement.
Fire Chief Jeremy Kraemer stated that the Melrose Fire Department historically utilized the Vehicle 507 as their command and control vehicle; however, the vehicle age and condition does not allow for it to be use without significant overhaul costs. The command vehicle does not currently run and is out of service. The Department is looking into options to replace the vehicle; however, this is a slow process due to funds available.
As a temporary solution, the 2000 Dodge Dakota could be used by the Department as a command vehicle if needed. The Dodge Dakota is in need of a new transmission and scheduled to be replaced in late 2013/early 2014; however, if it is stored in a climate-controlled environment, it would serve the Department until a long-term solution is found. The estimated trade-in value of the Dodge Dakota is $1,500 due to the need to replace the transmission. It is not recommended to use the Dodge Dakota as the long-term solution due to the small size of the truck. A motion was made by Mr. Christenson, seconded by Ms. Mayers and unanimously carried directing the Department to salvage or sell Vehicle 507 outright and seek options to replace the command vehicle and authorization granted to Fire Chief on best financial value for Department as to sell or salvage the vehicle.
City Administrator Brethorst stated that from 2015-2019, there are considerations for nearly $4 million dollars in capital projects. As of today, there is not enough funding to pay cash for the projects. The City will run out of funds in 2015 to pay for all currently planned street projects. The Council has options available to consider helping fund these projects. Administrator Brethorst noted several options: Levy; Assessment Policy; Allocated Funks from 203 Unrestricted; Allocate portions of CentraCare funds; Operation Round Up; Sales and Use Tax
It was the consensus of the Council to allocated $300,000 of the loan principle monies from the CentraCare funds to offset the costs of the bridge project. Mr. Klasen recommended a special workshop meeting to review the Five Year Capital Improvement Plan line item by line item to see what expenditures could be pushed back or eliminated altogether. It was by consensus of the Council to have WSB & Associates submit a model Pavement Management Program for their review to determine if it is a tool the City would like to utilize to assist with street project planning.
Planning and Development Director Walz reported that two 35 foot tall posts which will support the 14’W x 35’H sign for the Melrose I-94 Industrial Park have been installed. In addition, the Utilities Department has completed the installation of the electrical service to the sign location so the sign can be lighted upon completion. The cost for the electrical service installation has been included in the lease fee for the sign panels. The sign will have six 3.5’H x 14’W two-sided panels. The City will use two panels and Warrior Boats will use two panels. Jim Fuchs Trucking Inc. and Genex Farm Systems will each have a two sided-panel. The City will use its two panels to note the Park’s name and the availability of vacant industrial lots for development. The final version of the agreement was presented to the Council for approval. A motion was made by Ms. Mayers, seconded by Mr. Klasen and unanimously carried approving the Melrose I-94 Industrial Park sign lease agreement.
The following informational items were then reviewed:
a. Correspondence from CenterPoint Energy.
b. Utilities Commission’s September 9 Regular Meeting and September 20 Special Meeting minutes.
c. Planning and Zoning Commission’s August 1 Regular Meeting minutes.
d. GRRL (Melrose Public Library) system will discontinue providing preprinted income tax forms. Patrons can continue to use library computers to print forms they need for 10 cents per page.
e. On October 17, Police Chief John Jensen received his 30-year recognition award of $150 as outlined in City Personnel Policy – Employee Recognition Program. Chief Jensen is to be commended for his years of service.
f. CenterPoint Energy has provided notice that they will automatically adjust the franchise fee for the City of Melrose from 3% to 4% on gross revenues in 2014. The revenues received from this is dedicated to street and road repairs.
g. The following is a list of upcoming schools and conferences: 1) Rebalancing Local Government held Thursday, November 21 in St. Paul. Attending: City Administrator Michael Brethorst. Registration fee: $125 per person.
h. Kari Frieler has submitted her resignation from the Ambulance Department effective November 1, 2013. Ms. Frieler has served on the Department since December, 2006. There are still 17 active members on the Department and Coordinator Tschida feels they are adequately staffed.
A motion was made by Mr. Finken, seconded by Ms. Mayers and unanimously carried that the meeting be adjourned at 8:05 p.m.
Patricia Haase, City Clerk