MINUTES
SPECIAL CITY COUNCIL MEETING
MARCH 27, 2007
Mayor Jeff Thompson called the Regular City Council meeting to order at 6:05 p.m. Council members present were Jean Soine, Jeff Bertram (6:13 p.m.), Tom Lindquist, and Gene Beavers. Others present were Renee Eckerly, City Administrator; Ron Mergen, Public Works Director; Jennifer Welling, Administrative Assistant; Mike Jacobson, Paynesville Press; Bill Spooner, City Attorney; Chuck DeWolf, Bolton & Menk, Inc.; Chief of Police, Kent Kortlever, Stephanie Hormann, Cable Coordinator; Marilyn Fuchs, Liquor Store Manager; Jim Anderson, Stearns County HRA; Bob Swanberg, Stearns County HRA; Bev Mueller, PAHCS; Steve Moburg, PAHCS;
The Pledge of Allegiance was recited.
Council members gave their activity reports.
Motion to approve the minutes from the following meetings: March 14, 2007 Regular City Council, March 13, 2007 Special Joint City Council & Planning Commission, March 5, 2007 Policies & Procedures Committee, February 22, 2007 Design Team Committee, February 14, 2007 Public Works Committee, February 12, 2007 Human Rights Commission, February 28, 2007 Budget & Finance Committee, February 12, 2007 Paynesville Area Joint Trails Board, January 17, 2007 Municipal Off-Sale Liquor Board, October 25, 2006 Special Municipal Off-Sale Liquor Board, March 14, 2007 CAEERC, March 19, 2007 Policies & Procedures Committee, and February 22, 2007 Special Joint Airport Commission/City Council.
Motion to approve vouchers #72597; #72631 - #72689 totaling $69,798.14. Payroll vouchers on 3/1/07 #72598 - #72630 totaling $23,937.87, void vouchers #72618 - #72621. ACH on 3/1/07 for Federal Withholding equaling $4,924.03, on 3/1/07 for State Withholding in the amount of $907.93, on 3/15/07 for Federal Withholding totaling $4,648.29, and on 3/15/07 for State Withholding equaling $842.48.
Motion to approve the attendance of Chief of Police, Kent Kortlever to the LMCIT Safety & Loss Control Workshop on April 12, 2007 in St. Cloud, MN.
Motion to approve the refuse licenses for West Central Sanitation, Inc., Rapid Container Service and Veolia Environmental Services Solid Waste Midwest LLC; 3.2 on-sale beer licenses for Koronis Lanes.; and 3.2 off-sale beer license for Duckwall-Alco Stores, Inc.
Motion to approve step increase for Marsha Meed from Grade 2, Step 2 ($11.19) to Grade 2, Step 3 ($12.00) retroactive to reaching 2080 hours.
The KDV voucher was questioned. It was also asked what the MN Department of Labor Industry voucher was for. It was noted that this is for the State’s surcharges collected on building permits and reported quarterly.
Motion was made by Lindquist to approve the Consent Agenda. Seconded by Soine and unanimously carried.
SMALL CITIES DEVELOPMENT PROGRAM GRANT
Bob Swanberg was in attendance to congratulate the City on receiving the grant ($814,506.00) and outlined the following:
o Next step is to formalize the verbal agreement (administer the project)
o Distributed a handout outlining the next steps
o Discussed time frame
o Need to meet with EDAP Board regarding local financing
o Paynesville Kick Off Night – late June 2007
o Construction start in September 2007 and to be completed in 2009
It was asked who received the grant? Swanberg stated that City received the grant and will be asked to adopt a number of policies. He also noted that Stearns County Housing Redevelopment Authority (HRA) will be responsible for record keeping, hiring the contractors, and paying the contractors.
The $814,506.00 is not in the City’s hands yet.
It was asked what amount of the grant is administration? Swanberg stated that is a percentage about $100,000.00. Anderson added that it is based on a per unit basis. It was also noted that about 35% of the grant is used up by risk assessment.
There was some discussion on EDAP’s financial involvement. It was suggested holding a Joint City Council and EDAP meeting in the near future.
The Council discussed possible wording in the Contract and how the HRA would be paid. Swanberg stated that the amount is hard to quantify, document hours, no need to indicate an amount; as the HRA draws down the allowable amount.
The Council wanted the details spelled out; as they do not want any surprises. Swanberg suggested acting on the Contract.
Spooner commented on a number of questions Eckerly had regarding the details of the grant. He suggested that language be inserted; especially amount to be paid (allowable by grant) to HRA.
Motion was made by Bertram to approve City of Paynesville and the Housing & Redevelopment Authority of Stearns County, MN (HRA) to administer the Small Cities Development Program Grant. Seconded by Beavers and unanimously carried.
· PAHCS – ANNUAL REPORT
Steve Moburg thanked the Council for the opportunity to come and give a report and outlined the following:
o Successful year – 4% over bottom line
o Strategic planning
o Over the next year work on the following items:
§ Quality improvement
§ Continue financial stability
· Re-establish reserves – currently have 45 days of cash on hand; want about 100 days of available cash
§ Actively invest in facility
§ Growth
o Recruited 2 new physicians with an additional one to come for Spicer’s clinic
o Long-term care
o Foundation – meditation room
o First major gift of $80,000.00
o Overall the PAHCS is in good shape and have excellent people working for it.
It was noted that we should not take for granted the second best hospital in the county.
The PAHCS has given the City a copy of the 2006 Financial Report for the files.
LIQUOR STORE REPORT
Liquor Store Manager, Marilyn Fuchs gave a liquor store report including the following:
o Liquor Store financial report – March 2007 sales, are ahead of March 2006
o February sales were up from last year
o In-house promotions
o Inventory
o Wine selection
o Women Anglers of MN
o Coupon returns
o Cooler re-set
SPECIAL CITY COUNCIL – WORK SESSION
It has been suggested to set another Special City Council – Working Session to review the Comprehensive Plan.
Motion was made by Bertram to set a Special City Council – Working Session for 6:00 p.m. on Monday April 16, 2007 for the purpose of reviewing the Comprehensive Plan. Seconded by Beavers and unanimously carried.
INCLEMENT WEATHER POLICY
The Inclement Weather Policy was reviewed. This policy was reviewed and approved by the Policies & Procedures Committee.
Motion was made by Soine to approve the Inclement Weather Policy. Seconded by Bertram and unanimously carried.
AIRPORT LAND – FARM LEASE
Four bids were received for areas 3 & 4 at the Airport they are as follows:
Michael Anderson Atwater, MN $67.50/acre
David Ampe Paynesville, MN $52.00/acre
$60.00/acre
Don Kelm Paynesville, MN $65.00/acre
Mark Herding Paynesville, MN $52.00/acre
Motion was made by Bertram to approve the Farm Lease between the City of Paynesville and Michael Anderson. Seconded by Lindquist and unanimously carried.
XCEL ENERGY – LEASE AGREEMENT
The City has an existing Lease Agreement with Xcel Energy for the storage of poles on the old airport property. The existing agreement expires in April. A new Lease Agreement with Xcel Energy for 3 years for $150.00 per month was reviewed. There were no major changes to the Agreement. Xcel Energy has reviewed the Agreement and has approved it.
It was noted that this lease is for the ground the poles are stored on, not the building. It was also suggested that contracts, leases, and agreements be approved by the Council before the other party.
Motion was made by Bertram to approve the Lease Agreement between the City of Paynesville and Xcel Energy for pole storage. Seconded by Lindquist and unanimously carried.
THEIN WELL INVOICE - WELL #8
An invoice from Thein Well was presented in the amount of $5,890.93 for emergency work needed on the Well #8.
Motion was made by Lindquist to approve the invoice from Thein Well in the amount of $5,890.93. Seconded by Soine and unanimously carried.
PURCHASE OF COMPUTER PROJECTOR & LAPTOP
The Budget & Finance Committee recently discussed the need for a computer projector and laptop. Minutes from the Budget and Finance Committee were reviewed.
Eckerly asked to increase the cost of the equipment for a total of $2,025.00 to cover tax and shipping.
Motion was made by Lindquist to approve the purchase of a 1800mp Projector and an Inspiron 1501 Dell notebook including software and tax in the amount not to exceed $2,025.00. Seconded by Soine and unanimously carried.
JOB DESCRIPTIONS
The Policies and Procedures Committee recently discussed revising the following job descriptions:
Maintenance Worker 1
Maintenance Worker 2
Maintenance Worker 3
Liquor Store Clerk
and developing a job description for:
Airport Manager
The Policies & Procedures Committee recommends approving the revised job descriptions for Maintenance Worker 1, 2, and 3, the Airport Manager (noting that the Council reaffirm their decision to have the Airport Manager position performed by the Public Works Director), Liquor Store Clerk, and change the title of the Liquor Store Clerk to Liquor Store Clerk 1.
The differences in the Maintenance Worker positions are the licenses in which they hold.
Joe Kremer is a Maintenance Worker 2, but upon his retirement the City will hire a Maintenance Worker 1.
Motion was made by Lindquist to approve the Maintenance Worker 1, Maintenance Worker 2, Maintenance Worker 3, Liquor Store Clerk 1, and Airport Manager job descriptions. Seconded by Bertram and unanimously carried.
HIRING OF MAINTENANCE WORKER
The Policies & Procedures Committee recommends posting and advertising the Maintenance Worker 1 position in the Paynesville Press, LMC and Minnesota Rural Water publications. They also reviewed an evaluation sheet for scoring the received applications.
Motion was made by Bertram to post and advertise the Maintenance Worker 1 position in the Paynesville Press, LMC and Minnesota Rural Water publications. Seconded by Beavers and unanimously carried.
Motion was made by Bertram to approve the Maintenance Worker 1 Application Evaluation Sheet. Seconded by Soine and unanimously carried.
LIQUOR STORE CLERKS
It has been brought to the Policies & Procedures Committee’s attention that a Liquor Store Clerk will be resigning in the next 30 days. The Committee recommends posting, advertising, and creating an eligibility list for the Liquor Store Clerk 1 position.
It was also discussed to extend the probation period an additional 96 hours for the Liquor Store Clerk and authorize the City Administrator to implement a performance improvement plan. It was asked if this was for all employees. No, one current employee at the Liquor Store.
Motion was made by Beavers to post, advertise, and create an eligibility list for the Liquor Store Clerk 1 position. Seconded by Soine and unanimously carried.
Motion was made by Lindquist to extend the probation period an additional 96 hours for the Liquor Store Clerk and authorize the City Administrator to implement a performance improvement plan. Seconded by Bertram and unanimously carried.
FIRE DEPARTMENT – ANNUAL MUNICIPAL CONTRIBUTION & BENEFIT INCREASE
At the March 14, 2007 City Council meeting the Council approved an annual contribution of $5,000.00 and a benefit increase for years of service from $1,300.00 to $1,700.00. It was brought to our attention that these need to be approved by resolution. Resolution 2007-08 Approving The Firefighters Relief Association Report and Resolution 2007-09 were presented.
Motion was made by Bertram to approve Resolution 2007-08 Approving The Firefighters Relief Association Report. Seconded by Soine and unanimously carried.
Motion was made by Beavers to approve Resolution 2007-09. Seconded by Lindquist and unanimously carried.
ORDINANCE NO. 96, 2ND SERIES – TRAIL
Ordinance No. 96, 2nd Series regarding Regulation of use of Trails was presented. Chief of Police, Kent Kortlever was in attendance to answer any questions. It was suggested to add golf carts to Subd. 1 C. The Council may also want to consider publishing a summary of the Ordinance due to the length of it.
Motion was made by Soine to approve Ordinance No. 96, 2nd Series. Seconded by Beavers and unanimously carried.
Motion was made by Lindquist to publish a summary of Ordinance No. 96, 2nd Series. Seconded by Soine and unanimously carried.
ADMINISTRATIVE FINE – TRAIL
Resolution 2007-10 Modifying & Amending Offenses Which May Be Charged As Administrative Offenses & Penalties For Such Offenses was presented. The fine would be set at $75.00 for violation of the Ordinance.
Kent Kortlever, Chief of Police was in attendance to answer any questions. He noted that Paynesville Township has adopted this same fine for violation of this Ordinance.
There was some discussion on policing and educating people regarding trail use.
Motion was made by Bertram to approve Resolution 2007-10 Modifying & Amending Offenses Which May Be Charged As Administrative Offenses & Penalties For Such Offenses. Seconded by Beavers and unanimously carried.
2007 SEALCOAT PROJECT
Chuck DeWolf presented a schedule for the 2007 Sealcoat Project. The Council may consider at this time; authorizing advertisement for bids.
Motion was made by Bertram to authorize advertisement for bids for the 2007 Sealcoat Project. Seconded by Lindquist and unanimously carried.
LABOR CONTRACTS
Thompson reported that the City is waiting for MAPE to vote (Wednesday, April 4, 2007) on the tentative agreement. There is nothing new with AFSCME. Eckerly noted that MAPE discovered there was an error in the calculation for the Payroll Clerk.
HWY. 23
Bertram stated that for the record, he and Steve Whitcomb had talked and both learned some things. It is imperative to be focused and unified. The City may have to go to a higher level to get something done quicker.
Motion was made by Lindquist to have Bolton & Menk, Inc. help prepare a written response to the EIS.
There was a lengthy discussion on what the City’s options are, possible solutions, and what should be included in the written response to the EIS.
There was further discussion on the impact the highway, in its current designed location, would have on the airport and the future of it and its funding.
In addition, it was suggested to draft a one page letter stating the issues with options and present it to legislators.
It was suggested to set a Special Joint City Council/Airport Commission meeting.
Motion was made by Lindquist to set a Joint Special City Council/Airport Commission Work Session for 6:00 p.m. on Tuesday April 10, 2007. Seconded by Beavers and unanimously carried.