Minutes of the August 13, 2012 City Council Meeting

Date: 
August 13, 2012

Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Saint Peter was conducted in the Governors' Room of the Community Center on August 13, 2012.

A quorum present, Mayor Strand called the meeting to order at 7:08 p.m.  The following members were present:  Councilmembers Pfeifer, Kvamme, Eichmann, Zieman, Brand, and Mayor Strand.  Absent was Councilmember Carlin.  The following officials were present: City Administrator Prafke and City Attorney Brandt.

Approval of Agenda – A motion was made by Pfeifer, seconded by Eichmann, to approve the agenda.  With all in favor, the motion carried. 

Approval of Minutes –   A motion was made by Brand, seconded by Zieman, to approve the minutes of the July 23, 2012 regular City Council meeting.  With all in favor, the motion carried and the minutes were approved.  A complete copy of the minutes of the July 23, 2012 regular City Council meeting is contained in the City Administrator’s book entitled Council Proceedings 18.

Consent Agenda –  In motion by Pfeifer, seconded by Eichmann, Resolution No. 2012-110 entitled “Resolution Approving Consent Agenda“ was introduced.  Councilmember Kvamme questioned whether the street patching materials purchase was an increase in the amount previously approved.  Public Works Director Giesking indicated the budgeted amount for materials was $100,000 and only $80,000 had previously been approved.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-110 is contained in the City Administrator’s book entitled Council Resolutions 19.

2012 Housing Study Acceptance – City Administrator Prafke recommended the 2012 housing study be accepted and authorization be provided to make final payment to the vendor.  Prafke noted the study will be available on the City’s website and letters will be sent out to area developers, bankers, and realtors letting them know how to access the study.  In motion by Brand, seconded by Zieman, Resolution No. 2012-111 entitled “Resolution Accepting The 2012 Saint Peter Housing Study Update“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-111 is contained in the City Administrator’s book entitled Council Resolutions 19. 

Personnel Policy Modification – City Administrator Prafke recommended the Personnel Policy Section XIV “Separation” be modified regarding the health care savings plan.  Prafke outlined the proposed changes which included a provision for a 100% contribution of severance pay to a health care savings plan for employees who leave City employment after 25 or more years of service.  Prafke noted the change would be effective August 14, 2012 and State law limited policy changes to once every two years.  In motion by Kvamme, seconded by Eichmann, Resolution No. 2012-112 entitled “Resolution Modifying Personnel Policy Section XIV ‘Separation’“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-112 is contained in the City Administrator’s book entitled Council Resolutions 19. 

Billing Clerk Position Description – City Administrator Prafke recommended modifications to the minimum and desired qualifications for the Billing Clerk position description.  Prafke reminded Councilmembers that position descriptions are reviewed when employees leave City employment and staff recommended updating the description so that it more accurately reflected the qualifications necessary to perform the position.  In motion by Eichmann, seconded by Pfeifer, Resolution No. 2012-113 entitled “Resolution Approving Modifications To The Billing Clerk Position Description“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-113 is contained in the City Administrator’s book entitled Council Resolutions 19. 

North Third Street Project Design Engineering –  Public Works Director Giesking recommended Bolton and Menk, Inc. be retained to provide design engineering services for reconstruction of North Third Street from Union Street to Old Minnesota Avenue in preparation for potential development in the area.  Giesking indicated the work would be funded by water utility funds, wastewater utility funds, and tax increment financing and it was necessary to provide for the preliminary work to facilitate development of the preliminary and final plats that will go before the Planning and Zoning Commission in the next few weeks.  Councilmember Kvamme objected to authorizing receipt of bids without the Council seeing the design of the street which Giesking indicated would be residential in nature on the north-south portions and may be wider to accommodate delivery trucks on the east-west portion of the “L” shaped roadway.  Giesking noted that staff was trying to balance the timing needs for the developer, (which appeared to be moving quickly), with the need to upgrade utilities and the roadway. 

Kvamme asked that the language in the resolution be modified to read “NOW, THEREFORE….. Bolton and Menk, Inc. is hereby retained to prepare plans, specifications and develop bid documents….”. In motion by Kvamme, seconded by Brand, Resolution No. 2012-114 entitled “Resolution Retaining Bolton and Menk, Inc. To Prepare Plans, Specifications, And Prepare Bid Documents For A Project To Reconstruct North Third Street From Union Street To Old Minnesota Avenue“, was introduced with the modified language.  Upon roll call, with all in favor, the Resolution was declared passed and adopted as modified.  A complete copy of Resolution No. 2012-114 is contained in the City Administrator’s book entitled Council Resolutions 19.

Washington Avenue Link Project Purchase Offers –  City Administrator Prafke requested authorization to submit purchase offers for two properties in the area of the Washington Avenue Link Project contingent upon the City receiving a “Finding Of No Significant Impact” statement on each of the properties.  Prafke noted that the owner of the Summit Park property had health issues that were prompting the recommendation to purchase the property and the other property was the only “stick built” house that would be impacted by the project.   Councilmembers asked if the properties would be demolished.  Prafke indicated the mobile home was in good condition and could be moved to a different lot in Summit Park and the single family home could be moved, but nothing had been finalized yet.  Prafke also pointed out that costs for property purchase for the Washington Avenue Link project were included in the project budget and the value of the properties was based on appraisals by Wilson Development Services and the formula specified by the Federal Highway Administration which is one of the funding sources for the project.   In motion by Kvamme, seconded by Eichmann, Resolution No. 2012-115 entitled “Resolution Authorizing Purchase Offers For Properties Associated With The Washington Avenue Link Project #SP165-126-005“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-115 is contained in the City Administrator’s book entitled Council Resolutions 19. 

Sidewalk Repair Project – Public Works Director Giesking reported staff had inspected sidewalks in the central business district and sent notices to property owners of the need to repair defective sidewalks.  Giesking also recommended the City accept a quote from Nielsen Blacktopping in the amount $33,340 for repair and replacement of City owned sidewalk that does not meet the minimum construction standards including a large area around the Fire Station and downtown alley entrances that were the responsibility of the City.  Giesking noted that only one contractor had submitted a quote for the work and the contractor was unable to schedule the repairs until September-October.  He also noted that staff had contacted area cities to inquire as to recent prices they may have received for concrete work and the prices in the quote received from Nielsen Blacktopping were 10% higher than what Mankato was quoted 45 days earlier which staff felt was reflective of contractors being fully booked.  Councilmember Zieman suggested that re-quoting the project in 2013 might result in lower prices.  City Administrator Prafke indicated that it was difficult to require private property owners to make repairs if the City did not comply with the regulations and the sidewalks were hazardous and should be repaired promptly.  In motion by Brand, seconded by Kvamme, Resolution No. 2012-116 entitled “Resolution Accepting Quote For 2012 Miscellaneous Sidewalk Improvements“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-116 is contained in the City Administrator’s book entitled Council Resolutions 19. 

Stormwater Treatment Project Engineering – Public Works Director Giesking recommended Bolton and Menk, Inc. be retained to prepare plans, specifications and bidding documents for development of a stormwater treatment basin in the area of Brown Street.  Giesking indicated the regional project, which may be done in conjunction with MNDOT, would treat stormwater from a 55 acre area.  Giesking reported that because they City did not own property in the area, it would be necessary to acquire land for the development.  Giesking also recommended that the stormwater basin project include installation of an outfall sewer that would serve as an outlet to alleviate any flooding from Hallett’s Pond during high water events.  In motion by Kvamme, seconded by Zieman, Resolution No. 2012-117 entitled “Resolution Retaining Bolton and Menk, Inc. To Design A Stormwater Treatment Project Development In The Area Of Brown Street“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-117 is contained in the City Administrator’s book entitled Council Resolutions 19. 

Bucket Truck Repairs – Public Works Director Giesking requested authorization to proceed with approximately $14,000 in unbudgeted repairs to the Environmental Services bucket truck.   Giesking indicated the motor and other parts of the bucket truck were in good working condition and because used trucks sell for between $30,000-50,000 and new trucks can be over $200,000, it made more economic sense to repair the truck which could be funded by Environmental Services Fund reserves.  In motion by Pfeifer, seconded by Zieman, Resolution No. 2012-118 entitled “Resolution Authorizing Unbudgeted Bucket Truck Repairs“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-118 is contained in the City Administrator’s book entitled Council Resolutions 19. 

City Assistance Request:  Rock Bend Folk Festival – City Administrator Prafke recommended approval of a request by the organizers of Rock Bend Folk Festival for City assistance for their event to be held in Minnesota Square Park September 8-9, 2012.   Prafke pointed out that the request was similar to previous years and the details were outlined in the proposed resolution.  In motion by Eichmann, seconded by Pfeifer, Resolution No. 2012-119 entitled “Resolution Authorizing City Assistance For Rock Bend Folk Festival“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-119 is contained in the City Administrator’s book entitled Council Resolutions 19. 

 

Reports

Mayor's Report – Mayor Strand reported on his recent activities which included attending welcoming ceremonies for international students at a Lions Club event; the Coalition of Greater Minnesota Cities annual summer conference; a town-gown luncheon at Gustavus; Board of Appeals and Equalization training through Nicollet County; Night to Unite event at Veteran’s Memorial Park; Region Nine Development Commission board meeting; Regional Treatment Center liaison meeting and participating in the Highway 169 Coalition meeting which was hosted by Saint Peter and which included a tour of the New Sweden Dairy facility.  

Primary Election – City Administrator Prafke reminded residents of the primary election being held on August 14th. 

Community Center Open House – City Administrator Prafke reported an open house event would be scheduled at the Community Center on August 29th and directed Council attention to the flyer for the event on their desks.

Rain Barrel Program – Public Works Director Giesking indicated 80 rain barrels were sold during the program.  Giesking and City Administrator Prafke indicated the program will most likely be provided again but staff would look for a less expensive barrel for the program.

Seal Coating – Public Works Director Giesking reported seal coating would begin on August 15th, weather permitting, and would most likely take three days to complete with the excess rock swept up a week or so after being placed.

Closed Session:  Attorney-Client Privilege – City Administrator Prafke requested a closed session under the attorney-client privilege exemption of the Open Meeting law to discuss a lawsuit filed against the City by the owners of the Green Valley trailer park.  In motion by Pfeifer, seconded by Brand, Resolution No. 2012-120 entitled “Resolution Calling For Closed Session“, was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2012-120 is contained in the City Administrator’s book entitled Council Resolutions 19. 

The meeting then adjourned to closed session in the Traverse des Sioux Room of the Community Center at 8:35 p.m.  The meeting returned to open session at 8:47 p.m.

There being no further business, a motion was made by Eichmann, seconded by Brand, to adjourn the meeting.  With all in favor, the motion carried and the meeting adjourned at 8:49 p.m.