SAUK CENTRE CITY COUNCIL WEDNESDAY, JANUARY 2, :30 P.M.

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1 SAUK CENTRE CITY COUNCIL WEDNESDAY, JANUARY 2, :30 P.M.

2 AGENDA SAUK CENTRE CITY COUNCIL REGULAR MEETING WEDNESDAY, JANUARY 2, :30 P.M. 1. Call to Order/Roll Call/Pledge of Allegiance 2. Approval of Agenda 3. Approval of Minutes a. December 19, 2018 Regular Meeting 4. Public Open Forum (Comments Limited to 3 Minutes) 5. Reports/Presentations/Awards 6. Public Hearings 7. Action Items a. Approve Resolution Adopting Rules of Order for Council Meetings P.12 b. Approve Resolution Appointing Council Members to Serve on Various Boards and Commissions and also Making Annual Appointments c. Approve Resolution Adopting Rules for Reimbursement by Bond Issues P.17 d. Approve Resolution Creating a Joint Airport Zoning Board 8. Unfinished Business P.24 a. CVB Board Appointments b. Fee Schedule c. Appeal of Special Assessment Thorson d. Stormwater Utility Credit Policy e. Campground Attendant f. SCBA Equipment Purchase 9. New Business a. Teamsters Local 320 Grievance 10. Consent Agenda P.27 a. Schedule of Claims b. Resolution , Accepting Contributions 11. Informational Items 12. Adjournment

3 SAUK CENTRE CITY COUNCIL REGULAR MEETING WEDNESDAY, DECEMBER 19, CALL TO ORDER/ROLL CALL/PLEDGE OF ALLEGIANCE The Sauk Centre City Council met in a Regular Meeting on Wednesday, December 19, 2018 at 6:30 p.m. in the City Hall Council Chambers pursuant to due notice being given thereof. Present were Council Members Diane Kelly, Dave Thomas, Keith Johnson, Heidi Leach and Mayor Warren Stone. Also present was City Administrator Vicki Willer, City Planner Sarah Morton, Police Chief Bryon Friedrichs, City Engineer Keith Yapp, Public Works Supervisor Ben Clink and Administrative Assistant Nicki Vogt. Mayor Stone presided thereat. 2. APPROVAL OF AGENDA A motion was made by Council Member Johnson and was seconded by Council Member Kelly to approve the agenda. A vote being recorded as follows: For: Council Members Johnson, Kelly, Thomas, Leach and Mayor Stone. Against: None. The motion passed. 3. APPROVAL OF MINUTES A motion was made by Council Member Johnson and was seconded by Council Member Thomas to approve the December 5, 2018 Regular Meeting Minutes as presented. A vote being recorded as follows: For: Council Members Johnson, Thomas, Leach, Kelly and Mayor Stone. Against: None. The motion passed. 4. PUBLIC OPEN FORUM (Comments Limited to 3 Minutes) None. 5. PUBLIC HEARINGS None. 6. REPORTS/PRESENTATIONS a. Police Chief Friedrichs presented the November Activity Report stating that there were 404 ICRs and 223 Verbal Warnings for a total of 627. b. Public Works Supervisor Ben Clink presented the Public Works Activity Report as follows: Dog Park project is complete Ice was placed in the outdoor rink the first week of December. Blue Lakes Plastic donated the rink liner. The Department is taking sign inventory. A new carbon monoxide detector was recently installed in the Historical Society. Potholes are being patched. Trees that are protruding into the street are being trimmed. 1

4 c. The Park Board, at their regular meeting, heard a presentation from representatives of the Fitness Challenge Park Committee from the Community Foundation on a proposal to construct a Fitness Challenge Playground at the Splash Pad Park. Location is at the Basketball Court which would be re-located onto a part of the Skateboard Park. Funding to come through fundraising efforts including grants that may be applied for by the City. Total cost with surfacing to run approximately $300,000 City would ultimately own the playground similar to all other public playgrounds in the City. Legwork to be completed by the Committee. The Park Board recommends that the City Council proceed with the project. Challenge Park Committee Representative Brenda Jennissen was present and stated that they have been working with MN/Wisconsin Playground Equipment and after touring Sauk Centre, they recommended the Splash Pad Park as the best location for the Fitness Park. The park is geared towards upper elementary junior high children. Jennissen presented the Council with a visual of the park. See7a. 7. ACTION ITEMS a. See 6c. Council Member Kelly introduced Resolution No , Resolution Supporting Fitness Challenge Park. The motion was seconded by Council Member Leach. A vote being recorded as follows: For: Council Members Kelly, Leach, Thomas, Johnson and Mayor Stone. Against: None. The motion passed. b. Logan Kalkbrenner, rd Avenue, Sauk Centre submitted a Petition for Detachment from the City. A copy of the Petition was presented to the Council for their review. The property is located almost entirely in the Flood Plain and no further subdivision or development of the property is likely to occur. Extension of municipal services to the property is not feasible. However, the open property to the SE of the Kalkbrenner property is identified as a Future Growth Area in the Comprehensive Plan. The Council was asked to give consideration to a solution that would not create a barrier preventing that future development and perhaps future annexation. Any Opposition Resolution goes before an Administrative Law Judge for final disposition at which point the City could further explain its viewpoint. 2

5 If the City supports detachment of the entire parcel, a Resolution of Support is automatically detached by the Judge unless the Township opposes it or is neutral. A motion was made by Council Member Kelly and was seconded by Council Member Leach to approve Resolution No , a Resolution allowing detachment south of the section line, if new petition is submitted. A vote being recorded as follows: For: Council Members Kelly, Leach, Johnson and Mayor Stone. Against: Council Member Thomas. The motion passed. c. The City Purchasing Policy follows Minnesota Statute and lays out how approvals for purchases are made and the thresholds that employees and committees have for purchases based upon dollar amount. Minnesota Statute was amended in 2018, which raised the threshold for Competitive Bidding to $175,000. Purchases projected to exceed this amount are required to follow the Competitive Purchasing Statute. The amendment amends the Policy to match State Statute. The City has, as a matter of practice, conducted competitive bidding for purchases less than the threshold in an attempt to secure lower bidding. Council Member Thomas introduced Resolution No , Resolution Adopting Updated Purchasing Policy. The motion was seconded by Council Member Leach. A vote being recorded as follows: For: Council Members Thomas, Leach, Johnson, Kelly and Mayor Stone. Against: None. The motion passed. d. The Fire Department was successful in obtaining an Assistance to Firefights Grant (AFG) through FEMA for the purchase of Air Apparatus for the Department. The grant award is for $126, The City share for the grant is $6,037 with the Federal share being $120,753. The Department has developed specifications for the purchase and are now prepared to advertise for Bids. Because this is a Federal Award, Competitive Bidding is required. Resolution No approves the Specifications and Authorizing Advertising for Bids. A motion was made by Council Member Kelly and was seconded by Council Member Thomas to approve Resolution No For: Council Members Kelly, Thomas, Johnson, Leach and Mayor Stone. Against: None. The motion passed. e. Each year, the City Council approves various transfers between funds. These transfers are: o o o Transferring Fire Dept. share of City Hall Bond Pmt. To Bond Fund Transferring Stormwater Fees to Bond Fund Transferring Future Equipment Purchase Funds to Sinking Fund 3

6 o o o o Transferring Apt. Complex Abatement to Bond Fund Transferring Small Cities Trans. Dollars to Sinking Fund Process Loan Repayment to General Fund for Ambulance Garage Process Loan Repayment to General Fund for Fire Pumper Council Member Johnson introduced Resolution No , Resolution Authorizing Year End Interfund Transfers. The motion was seconded by Council Member Thomas. A vote being recorded as follows: For: Council Members Johnson, Thomas, Leach, Kelly and Mayor Stone. Against: None. The motion passed. f. Pay Request #1 has been received for the Airport Entrance Road Paving Project. This project is funded mainly by a grant received from the FAA and MnDot Aeronautics. Following Payment, application for reimbursement will be submitted. Bid Amount $76, Work Completed $70, Retained (5%) -$3, Amount Due $66, A motion was made by Council Member Johnson and was seconded by Council Member Kelly to approve Pay Request No. 1 to Mark Lee Excavating, Inc. for $66, A vote being recorded as follows: For: Council Members Johnson, Kelly, Thomas, Leach and Mayor Stone. Against: None. The motion passed. g. Minnesota Statutes 204B, Subd. 1 requires that a City Council, by Ordinance or Resolution, must designate polling places for the upcoming year even if no election is scheduled. This prevents changes to polling places less than 90 days prior to an election unless it becomes unavailable or due to an emergency. Resolution designates Sauk Centre City Hall as the office polling place for Special and General Elections in A motion was made by Council Member Leach and was seconded by Council Member Thomas to approve Resolution No , Resolution Designating Polling Places. A vote being recorded as follows: For: Council Members Leach, Thomas, Johnson, Kelly and Mayor Stone. Against: None. The motion passed. h. One of the recommendations of the Comprehensive Plan is to take efforts to make Sauk Centre a more walkable community. One of the avenues to help make that happen is through the Safe Routes to School Program. 4

7 The City has an opportunity to apply for a Safe Routes to School Planning Grant in conjunction with Sauk Centre Public School and CentraCare through its Community Wellness Program. The City would be the applicant and fiscal agent for the project. The grant would pay for any planning necessary to allow us to go the next level which would be implementation. A motion was made by Council Member Leach and was seconded by Council Member Kelly to approve Resolution No , Supporting Safe Routes to School Grant Application. A vote being recorded as follows: For: Council Members Leach, Kelly, Thomas, Johnson and Mayor Stone. Against: None. The motion passed. i. The Council considered the following Board and Commission appointments: 1.) Park Board 3 positions to be appointed for a 2-year term. According to City Code Section 37.21, the Park Board shall consist of five members, appointed by the council for two-year terms. The terms of Michael Gardner, Ryan Roelike and Amy Trisko will expire December 31, The following have submitted nominations: Michael Gardner Ryan Roelike Mayor Stone recommended appointment of Michael Gardner and Ryan Roelike to the Park Board effective January 1, 2019 and expiring December 31, ) Planning Commission 1 position to be appointed for a 3-year term. The Planning Commission shall consist of five (5) members of which are appointed by the City Council from among the residents of Sauk Centre, one (1) member will be appointed from the City Council and four (4) members shall be residents of the City. The term of Roy Walz will expire December 31, The following have submitted nominations: Roy Walz Mayor Stone recommended appointment of Roy Walz to the Planning Commission for a three-year term, effective January 1, 2019 and expiring December 31, ) Public Utilities Commission 1 position to be appointed for a 3 year term. The term of Mark Roberg will expire December 31, The following have submitted nominations: Mark Roberg 5

8 Mayor Stone recommended appointment of Mark Roberg to the Public Utilities Commission, for a three year term, effective January 1, 2019 and expiring December 31, ) Senior Center Board 3 Members to be appointed for a 3 year term. According to the City Code Section 32.03, the Senior Center Board shall consist of 5 to 15 members. Two-thirds of the members shall be citizens of the City and onethird shall be residents of the greater Sauk Centre area. Currently, there are 6 members on the board plus a Council Representative and staff member. The Code states that the Board may be expanded to fifteen members at any time. The terms of Alice Rothfork and Elaine Meier will expire on December 31, 2018 and 1 opening for a 2-year term. The following have submitted nominations: Alice Rothfork (3 Years) Elaine Meier (3 Years) Vonnie Zirbes (2 Years) Mayor Stone recommended appointment of Alice Rothfork, Elaine Meier and Vonnie Zirbes to the Senior Center Board, two for a three-year term, effective January 1, 2019 and expiring December 31, 2021 and a two-year term, effective January 1, 2019 and expiring December 31, ) Convention & Visitor s Bureau 3 positions to be appointed for a 3 year term and 1 position for an unexpired term. According to Ord. No. 665, the Mayor with approval of the City Council shall appoint 8 members to the Board: 5 of whom shall be representatives of the lodging and/or hospitality industry in the city, 1 of whom shall be a representative of the Chamber of Commerce, 1 from the City who will represent the City Council and 1 member at large. The terms of JoAnn Thorson, Kelley Freese and Nicki Vogt will expire December 31, Also, an unexpired term for a representative of the Chamber of Commerce to be appointed. JoAnn Thorson Kelley Freese Nicki Vogt Stacie Michels (Chamber of Commerce) Mayor Stone asked to re-advertise for the CVB open position and to take action at a future meeting. 6.) EDA Board 1 position to be appointed for a 1-year unexpired term. According to City Code Section 32.04, the Mayor with approval of the City Council shall appoint 5 members to the Board: 2 of whom shall be members of the City Council, 1 of whom shall be a member of the Sauk Centre Opportunities Board, 1 of whom shall be a member of the Sauk Centre Chamber of Commerce Board and 1 shall be an at large member with or without affiliation of any group or non-profit organization. Lynnette Ostendorf term, who represents the Sauk Centre Chamber of Commerce position is open and will expire December 31,

9 BJ Welle Mayor Stone recommended appointment of BJ Welle to the EDA Board for the unexpired term, effective January 1, 2019 and expiring December 31, ) CentraCare Sauk Centre Board 1 position to be recommended for a 3-year term. As part of the integration process with CentraCare, the City Council recommended three appointees to the new CentraCare Sauk Centre Board with staggered terms. The term of Jody LaVoi will expire on December 31, Jody LaVoi Mayor Stone recommended appointment of Joyce LaVoi to the CentraCare Sauk Centre Board for a three-year term, effective January 1, 2019 and expiring December 31, A motion was made by Council Member Kelly and was seconded by Council Member Thomas to approve the Board appointments noted above (excluding the CVB). A vote being recorded as follows: For: Council Members Kelly, Thomas, Leach, Johnson and Mayor Stone. Against: None. The motion passed. j. The Council was presented with Resolution No , Resolution Amending Administrative User Fees for The Resolution was reviewed and the following changes were recommended: Skid Loader w/ Bucket Includes Operator $80.00 Pickups Includes Operator $60.00 Tractor w/ Front Wheel Assist Includes Operator $60.00 Concrete Saw $40 + $4/lineal ft. Man Power Rate $60/Hour or $90/Hour OT Animal Publication Cost $50.00 A motion was made by Council Member Thomas and was seconded by Council Member Kelly to approve Resolution No , with the above noted changes. A vote being recorded as follows: For: Council Members Thomas, Kelly, Johnson, Leach and Mayor Stone. Against: None. The motion passed. By general consent, the Policy Committee will review potential clean-up charges for arena rentals. k. A motion was made by Council Member Leach and was seconded by Council Member Thomas to approve Resolution No , Resolution to Adopt a Schedule of Fees for Voluntary Administrative Penalties and Fines for Offenses of the City Code According to 7

10 10.98, as presented. A vote being recorded as follows: For: Council Members Leach, Thomas, Johnson, Kelly and Mayor Stone. Against: None. The motion passed. l. The Council was presented with Ordinance No This Ordinance adopts fees for those fees and licenses required to be adopted by Ordinance. This includes land use fees, zoning permits, building permits, animal control licenses, liquor licenses, cigarette licenses and other various licenses. A motion was made by Council Member Johnson and was seconded by Council Member Thomas to adopt Ordinance No. 785, An Ordinance Summarizing and Reaffirming Fees for City Licenses, Permits and Services, Establishing a Schedule of Fines and Providing for Subsequent Review, Modification and Amendment. A vote being recorded as follows: For: Council Members Johnson, Thomas, Leach, Kelly and Mayor Stone. Against: None. The motion passed. By general consent, the Council asked that the Policy Committee review this Ordinance for any potential changes. m. Council Member Kelly introduced Ordinance No. 786, An Ordinance of the City of Sauk Centre Authorizing Summary Publication of Ordinance 785 Summarizing and Reaffirming Fees for City Licenses and Permits and Providing for Subsequent Review, Modification and Amendment. The motion was seconded by Council Member Thomas. A vote being recorded as follows: For: Council Members Kelly, Thomas, Johnson, Leach and Mayor Stone. Against: None. The motion passed. n. Quotes were received for the Fuel Bid as follows: GAS STATION 2 Year Bid #1 #2 Diesel Diesel Unleaded/Ethanol Fuel Fuel Premium Diesel Fuel Holiday Stationstores $0.10 $0.10 $0.10 Truckers Inn $0.10 $0.15 $0.15 Gas Mart $0.03 $0.03 $0.03 $0.03 Isaac's North Star $0.12 $0.12 $0.12 $0.12 GAS STATION 5 Year Bid #1 #2 Diesel Diesel Unleaded/Ethanol Fuel Fuel Premium Diesel Fuel Isaac's North Star $0.13 $0.13 $0.13 $0.13 8

11 Both Holiday & Truckers Inn are open 24 hours whereas Isaac s North Star is open at 5 a.m. until 7 p.m. Fuel can still be purchased after hours at Isaac s North Star if the City uses a credit card and then bring the slips in at the end of the month. Purchase amount of fuel in prior years: Gas Diesel Prior Year ( ) Fuel Bid with Diesel and Gas was awarded to Isaac s North Star. A motion was made by Council Member Kelly and was seconded by Council Member Thomas to approve Resolution No. 2018, 114 Awarding the Fuel Bid to Isaac s Northstar. A vote being recorded as follows: For: Council Members Kelly, Thomas, Johnson, Leach and Mayor Stone. Against: None. The motion passed. o. Bid quotes were received for 2019 refuse collection services. The following bids were received: Waste Management $1,171.35/Monthly $14,056.17Annual (2 Year) Waste Management $1,130.35/Monthly $13,564.22/Annual (5 Year) West Central Sanitation $1,273.18/Monthly $15,278.10/Annual (2 Year) West Central Sanitation $1,376.50/Monthly $16,518.03/Annual (5 Year) A motion was made by Council Member Thomas and was seconded by Council Member Kelly to approve Resolution No , Accepting Bids for Refuse Collection Services from Waste Management. A vote being recorded as follows: For: Council Members Thomas, Kelly, Leach, Johnson and Mayor Stone. Against: None. The motion passed. p. The following vehicles were offered for sale through the Dept. of Administration online bidding program: Vehicle Bidder Amount 2000 Ford Focus Matthew Dellwo $ Toyota Camry Taylor Lintner $ Ford Escape John Williams $3,

12 Council Member Johnson introduced Resolution No , Resolution Accepting Bids and Authorizing Sale of Forfeited Vehicles. The motion was seconded by Council Member Thomas. A vote being recorded as follows: For: Council Members Johnson, Thomas, Leach, Kelly and Mayor Stone. Against: None. The motion passed. q. Stearns County Attorney s office has released to the City Police Department the following two forfeited vehicles: 2008 Volkswagon 2010 Cadillac CTS The Department is requesting that the City Council declare the property as excess and allow for it to be sold. Council Member Thomas introduced Resolution No , Resolution Declaring Property as Excess and Advertising for Sale. The motion was seconded by Council Member Kelly. A vote being recorded as follows: For: Council Members Thomas, Kelly, Johnson, Leach and Mayor Stone. Against: None. The motion passed. r. The Council was presented with a copy of the Campground Attendant Job Description. The recommended pay is $8,500 for the season and a campsite, but could be amended based upon experience and other factors. The Park Board recommends the option of splitting the position be open. The proposed timeline for filling the position is: December 19, 2018 December 20-Jan 17, 2019 Through Jan. 31, 2019 Feb. 1 Feb 15, 2019 Feb. 15 March 1, 2019 March 5, 2019 March 6, 2019 May 1, 2019 City Council Approves Description and Pay Rate Advertise for Position Accept Applications Review Applications Conduct Interviews Park Board Recommendation Formal Appointment by City Council Position Begins A motion was made by Council Member Kelly and was seconded by Council Member Thomas to approve the timeline and rate of pay for the Campground Attendant. A vote being recorded as follows: For: Council Members Kelly, Thomas, Johnson, Leach and Mayor Stone. Against: None. The motion passed. 8. UNFINISHED BUSINESS None. 10

13 9. NEW BUSINESS None. 10. CONSENT AGENDA The Council considered the following Consent Agenda Items: a. Schedule of Claims Unpaid Claims $119, Paid Claims $0.00 Total $119, b. November Checks Paid Claims/Payroll $1,081, c. Resolution No , Resolution Accepting Contribution. The Contribution is as follows: Men s Card Playing Group $ Senior Center A motion was made by Council Member Johnson and was seconded by Council Member Thomas to approve the Consent Agenda as presented. A vote being recorded as follows: For: Council Members Johnson, Thomas, Leach, Kelly and Mayor Stone. Against: None. The motion passed. 11. INFORMATIONAL ITEMS The Council thanked Council Member Johnson for his eight years of service. 12. ADJOURN A motion was made by Council Member Thomas and was seconded by Council Member Leach to adjourn the meeting. A vote being recorded as follows: For: Council Members Thomas, Leach, Johnson, Kelly and Mayor Stone. Against: None. The motion passed. With no further business to come before the Council, Mayor Stone adjourned the meeting at 7:40 p.m. Respectfully submitted, Mayor Warren Stone City Administrator Vicki Willer 11

14 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Proposed Resolution No , Resolution Adopting Rules of Order for Council Meetings 7a Description/Summary Se Each year, at the first meeting in January, the Council adopts rules of order. Action Requested: Approve Resolution No Action Taken: Motion: Second: 12

15 RESOLUTION NO RESOLUTION ADOPTING RULES OF ORDER FOR CITY COUNCIL MEETINGS BE IT RESOLVED, by the City Council of the City of Sauk Centre, that the following meeting rules be adopted: 1. The regular meetings of the Council shall be held on the first and third Wednesday of each month at 6:30 P.M. Any and all business of the City may be transacted at such regular meeting. Notice of regular meetings shall be posted on the City Hall bulletin board. 2. All meetings, regular and special, shall be held at the Sauk Centre City Hall in said City unless a different place of meeting, which shall be in said City, is designated in the notice thereof; and provided that the Council may, by motion, change such place of meeting from time to time, as its convenience may require. 3. Special meetings of the Council may be called by the Mayor, or by any two Council Members thereof and such officer or officers may sign the notice of such special meetings or the City Administrator/Clerk shall do so, if so requested by the person or persons so authorized to call such meeting, and when so signed by the City Administrator/Clerk, such notice shall have the same force and effect as though signed by a said authorized officer. 4. Notice of special meetings shall briefly state the subject matter to be considered and acted upon at such meetings and no business excepting that specified in such notice shall be transacted thereat. Special meeting notices shall be posted on the City Hall bulletin board at least three days prior to the meeting. 5. Notice of meetings shall be given by providing the Council Members with a copy of the meeting notice or an agenda. 6. All meetings of the City shall be conducted in accordance with Robert s Rules of Order. 7. The normal order of business for all meetings shall be: 1. Call to Order/Roll Call/Pledge of Allegiance 2. Approval of Agenda 3. Approval of Minutes 4. Public Open Forum (Comments Limited to 3 Minutes) 5. Public Hearings 6. Reports/Presentations/Awards 7. Action Items 8. Unfinished Business 13

16 9. New Business 10. Consent Agenda 11. Informational Items 12. Adjournment Adopted this 2 nd day of January, Mayor Warren Stone ATTEST: City Administrator Vicki M. Willer 14

17 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Resolution Appointing Members to Various Board and Commissions and Making Annual Appointments 7b Description/Summary The City Council to appoint Councilmembers to various Boards, Commissions and Committees and also appointing miscellaneous annual appointments. Action Requested: Approve Resolution Adopting Annual Appointments Action Taken: Motion: Second: 15

18 RESOLUTION APPOINTING COUNCIL MEMBERS TO SERVE ON VARIOUS BOARDS AND COMMISSIONS AND ALSO MAKING ANNUAL APPOINTMENTS. Mayor Stone submitted the following Mayoral Appointments for 2019: Acting Mayor Engineer City Attorney HRA Board Liaison Park Board Planning Commission EDA (1) Expires 2020 (2) Expires 2018 Senior Center Liaison Airport Commission CVB Board Stantec Thomas Mayer Policy/Planning Committee Operations Committee Personnel/Finance Committee Official Newspaper Depositories Official Signatories Sauk Centre Herald MN National Bank-Sauk Centre First State Bank-Sauk Centre Central MN Credit Union 4M Fund Morgan Stanley Smith Barney Multi Bank Securities (MBS) Bremer Bank Vicki Willer Jacquelyn Kirckof Warren Stone Fire Chief Steve Moritz 1 st Assistant Ron Moritz 2 nd Assistant Jeff Bromenshenkel Secretary/Treasurer Dave Moritz Training/Safety Officer Wayne Senst BE IT RESOLVED BY THE CITY COUNCIL OF SAUK CENTRE THAT THE APPOINTMENTS BE APPROVED. Adopted this 2 nd day of January, Mayor Warren Stone ATTEST: 16 City Administrator Vicki M. Willer

19 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Reimbursement Bond IRS Regulations 7c Description/Summary The City has incurred costs for various projects. If the City were to proceed with a project to be financed with a Bond issue and wishes to reimburse itself with costs incurred prior to the issuance, it must declare its intent to do so to comply with IRS Regulations. At this time, the Council does not foresee the issuance of bonds for 2019, however, this resolution would authorize the Council to reimburse itself if later in the year it decides to do so. The attached resolution sets forth the procedures relating to compliance with the IRS regulations. Action Requested: Approve Resolution Establishing Procedures Relating to Compliance with Reimbursement Bond Regulations under the Internal Revenue Code. Action Taken: Motion: Second: 17

20 RESOLUTION NO RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE BE IT RESOLVED by the City Council (the "Council") of the City of Sauk Centre, Minnesota (the "City"), as follows: 1. Recitals. (a) The Internal Revenue Service has issued Treasury Regulations, Section (as the same may be amended or supplemented, the "Regulations"), dealing with "reimbursement bond" proceeds, being proceeds of bonds used to reimburse the City for any project expenditure paid by the City prior to the time of the issuance of those bonds. (b) The Regulations generally require that the City (as the issuer of or the primary obligor under the bonds) make a declaration of intent to reimburse itself for such prior expenditures out of the proceeds of subsequently issued bonds, that such declaration be made not later than 60 days after the expenditure is actually paid, and that the bonding occur and the written reimbursement allocation be made from the proceeds of such bonds within 18 months after the later of (1) the date of payment of the expenditure or (2) the date the project is placed in service (but in no event more than 3 years after actual payment). (c) The City heretofore implemented procedures for compliance with the predecessor versions of the Regulations and desires to amend and supplement those procedures to ensure compliance with the Regulations. (d) The City's bond counsel has advised the City that the Regulations do not apply, and hence the provisions of this Resolution are intended to have no application, to payments of City project costs first made by the City out of the proceeds of bonds issued prior to the date of such payments. 2. Official Intent Declaration. The Regulations, in the situations in which they apply, require the City to have declared an official intent (the "Declaration") to reimburse itself for previously paid project expenditures out of the proceeds of subsequently issued bonds. The Council hereby authorizes the Administrator to make the City's Declarations or to delegate from time to time that responsibility to other appropriate City employees. Each Declaration shall comply with the requirements of the Regulations, including without limitation the following: (a) Each Declaration shall be made not later than 60 days after payment of the applicable project cost and shall state that the City reasonably expects to reimburse itself for the expenditure out of the proceeds of a bond issue or similar borrowing. Each Declaration may be made substantially in the form of the Exhibit A which is attached to and made a part of this Resolution, or in any other format which may at the time comply with the Regulations. 18

21 (b) Each Declaration shall (1) contain a reasonably accurate description of the "project," as defined in the Regulations (which may include the property or program to be financed, as applicable), to which the expenditure relates and (2) state the maximum principal amount of bonding expected to be issued for that project. (c) Care shall be taken so that the City, or its authorized representatives under this Resolution, not make Declarations in cases where the City doesn't reasonably expect that reimbursement bonds will be issued to finance the subject project costs, and the City officials are hereby authorized to consult with bond counsel to the City concerning the requirements of the Regulations and their application in particular circumstances. (d) The Council shall be advised from time to time on the desirability and timing of the issuance of reimbursement bonds relating to project expenditures for which the City has made Declarations. 3. Reimbursement Allocations. If the City is acting as the issuer of the reimbursement bonds, the designated City officials shall also be responsible for making the "reimbursement allocations" described in the Regulations, being generally written allocations that evidence the City's use of the applicable bond proceeds to reimburse the original expenditures. 4. Effect. This Resolution shall amend and supplement all prior resolutions and/or procedures adopted by the City for compliance with the Regulations (or their predecessor versions), and, henceforth, in the event of any inconsistency, the provisions of this Resolution shall apply and govern. Adopted this 2nd day of January, Mayor Warren Stone ATTEST: City Administrator Vicki M. Willer 19

22 CERTIFICATION The undersigned, being the duly qualified City Administrator of the City of Sauk Centre, Minnesota, hereby certifies the following: The foregoing is true and correct copy of Resolution No on file and of official, publicly available record in the offices of the City, which Resolution relates to procedures of the City for compliance with certain IRS Regulations on reimbursement bonds. Said Resolution was duly adopted by the governing body of the City (the "Council") at a Regular meeting of the Council held on January 2, Said meeting was duly called, regularly held, open to the public, and held at the place at which meetings of the Council are regularly held. Council Member moved the adoption of the Resolution, which motion was seconded by. A vote being taken on the motion, the following members of the Council voted in favor of the motion to adopt the Resolution: and the following voted against the same: None. Whereupon said Resolution was declared duly passed and adopted. The Resolution is in full force and effect and no action has been taken by the Council which would in any way alter or amend the Resolution. WITNESS MY HAND officially as the City Administrator of the City of Sauk Centre, Minnesota, this 2nd day of January, City Administrator Vicki M. Willer 20

23 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Joint Airport Zoning Board 7d Description/Summary As the City moves through the process of updating the Zoning Ordinance for the Sauk Centre Municipal Airport, various Council actions will be requested. The City has requested that Sauk Centre Township and Stearns County participate in creating a Joint Airport Zoning Board. Each entity was provided with a request to adopt a resolution indicating participation. Once the City receives a response from the Township and County regarding membership on the Board, it will formally meet and begin the process. The City has the right to appoint two members to the JAZB. At the last Airport Board meeting, Mike Bushard and Joe DiVitreo requested to be appointed to the Board. Action Requested: Approve Resolution Authorizing the Creation of a Joint Airport Zoning Board. Action Taken: Motion: Second: 21

24 RESOLUTION NO AUTHORIZING THE CREATION OF A JOINT AIRPORT ZONING BOARD At a meeting of the City Council of Sauk Centre, hereinafter referred to as the Municipality, on the 2 nd day of January, 2019, Member, seconded by Member introduced the following resolution and moved its adoption. WHEREAS, This Municipality owns and controls the Sauk Centre Municipal Airport; and WHEREAS, Portions of the airport hazard area adjacent to the airport are located outside the territorial limits of this Municipality but within the territorial limits of the County and Township, of Steams County, Sauk Centre Township; and WHEREAS, This Municipality deems it necessary and expedient to create a Joint Airport Zoning Board in cooperation with the above County and Township, pursuant to Minnesota Statutes Section , Subdivision 3, and other applicable laws for the purpose of establishing, administering and enforcing zoning laws for the areas surrounding the airport and for the protection of the airport and the public; and WHEREAS, The above statute provides that this Municipality has the right to appoint two persons to said Board; and WHEREAS, Subdivision. 8 of Section 32 of the Appropriations Bill passed by the Minnesota Legislature effective July 1, 1973, provides that no moneys shall be expended by the Commissioner of Transportation of the State of Minnesota to improve and maintain an airport unless the governmental unit owning the airport has or is establishing a zoning authority for the airport. NOW, THEREFORE, BE IT RESOLVED By the undersigned Municipality that there is hereby created in cooperation with the above County, Township, and City a Joint Airport Zoning Board to be composed of representatives of the undersigned Municipality and representatives of the above County, Township, and City, pursuant to Minnesota Statutes Section , Subdivision 3, and BE IT FURTHER RESOLVED, that the undersigned Municipality hereby appoints Michael Bushard and Joe DiVitreo to be its representatives on said Board, said persons to serve for an indefinite term until they resign or are replaced by the undersigned Municipality. 22

25 ROLL CALL Members voting aye: Members voting nay: Resolution declared passed: Warren Stone, Mayor Attest: : Vicki Willer, City Administrator I hereby certify that the foregoing resolution is a true and correct copy of the original resolution and is now on file in my office and is recorded in. Clerk 23

26 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Unfinished Business 8 a-f Description/Summary The following are in process: a. CVB Board Advertisement for candidates has been sent to the Herald with new language on qualifications. Park Board Advertisement for vacant position until filled. b. Fee Schedule Sending to Policy Committee as recommended by City Council. c. Scheduling Conference for Thorson Special Assessment Appeal is set for January 14 at Stearns County Court. d. New language for Stormwater Utility Credit Policy will be sent to Policy Committee for final recommendation to City Council. e. Campground Attendant Position has been advertised. Open until January 12:30. f. Advertisement for Bids for SCBA Equipment open until January 11:00. Action Requested: Information Only Action Taken: Motion: Second: 24

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28 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Teamsters Local 320 Grievances 9a Description/Summary The City has received two Grievances from Teamsters Local 320 on behalf of the Public Works and Police Unions. The Grievances have been filed on details of the health insurance changeover. The Personnel Committee is meeting with the Union on January 2. Action Requested: None Action Taken: Motion: Second: 26

29 City of Sauk Centre Staff Report Meeting Date: January 2, 2019 Subject: Agenda Item: Consent Agenda 10a-b Description/Summary The Council to consider the following Consent Agenda Items: a. Schedule of Claims - Unpaid Claims $644, Paid Claims $92, Total $736, b. See attachment 10b - Resolution No , Resolution Accepting Contributions. The Men s Card Playing Group $0.00 Senior Center Fire Relief Association $60, Fire Department Sauk Centre Seniors $0.00 Senior Center It is recommended that the City acknowledge the contributions received and thank the Men s Card Playing Group, the Sauk Centre Seniors and the Fire Relief Association. Action Requested: Approve Consent Calendar as Presented. Action Taken: Motion: Second: 27

30 Schedule of Claims City of Sauk Centre 1st Meeting January 2019 Date of Meeting: Vendor Dept. Purpose Amount Cities Digital, Inc. GnGvt 2019 Laser Fiche software renewal $ Department of Human Services Hospital EquitCost-SharingPrgm - January 2019 $ 10, GovOffice LLC GnGovt 2019 Web Hosting Fees $ Minnesota Ice Arena Managers Assoc. Arena 2019 MIAMA membership $ Minnesota State Community & Technical College Fire Training $ Minnesota State Fire Chiefs Association Fire 2019 MSFCA Membership Renewals $ MN Ambulance Association Ambulance 2019 MAA Membership Dues $ MN Council of Airports Airport 2019 MCOA dues $ Northland Trust Services, Inc. Debt Service Bond principal and interest payments $ 614, Resource Training & Solutions Various 2019 Membership Fees $ Sauk Centre PUC Various Utility charges: November 1, 2018 to November 30, 2018 $ 15, Verizon Police Data cards ( ) $ Verizon Various Cellphone Charges $ Total $ 644, Paid Prior to Meeting Claims Alex Air Apparatus, Inc. Fire Assorted tools, 50' hose $ 1, Alexandria's Animal Doctor Police Forfeiture Bravecto Flea and Tick Preventative $ Ameripride Street/Senior Center Street/ShopTowels,Dispenser - Senior Center/Mats $ Auto Value Sauk Centre Arena operating supplies $ Border States Various lights bulbs for street lighting $ CentraCare - Sauk Centre Ambulance November 2018 Laundry $ Chase Card Services Various operating supplies $ Danielson, Darren L Police Training $ Deputy Registrar #45 Police Forfeiture Title switches $ Earl F. Andersen Street Street Signs $ 2, Fastenal Park Small Tools $ 1, FP Mailing Various postage $ Galls, LLC Police Uniforms $ H & L Mesabi Street carbide blades, plow bolts w/nuts $ 1, Holt, Richard P&Z 4th Quarter Building Inspection Services $ 3, Ilgen Excavating, Inc CIP 2018 Capital Improvements Project $ 35, Marco Technologies LLC Various Monthly Copier maintenance ~ $ Mayer, Thomas Atty Various Legal work completed for June - August 2018 $ Minnesota Dept of Administration Police Monthly Squad lease - November 2018 $ 1, MN Dept of Finance Police Forfeiture Forfeiture/seizures $ MN Dept of Labor & Industry P&Z State Building surcharge fees - Qtr $ Petty Cash Various replenish petty cash $ Rahn's Oil & Propane Arena Forklift cylinders $ Sauk Centre CVB GnGvt November 2018 Lodging Tax $ 4, Sauk Centre PUC GnGvt Fees collected on behalf of the PUC $ Sauk Centre PUC GnGvt 2nd half of PERA Aid $ 1, Sign Lava LLC Police Squad graphics $ 1, St. Croix Recreation Fun Playgrounds, Inc. Park Comet Spinner $ 1, Stantec Getty Street 2017 Getty Street Reconstruct $ 5, Stantec 2018 Cap Projects 2018 Capital Improvements $ 20, Stantec Storm Water Utility Getty Street Pond $ Star Publications GnGvt Vote banners $ Stearns Co Auditor Treas. TIF 1-1 Refund TIF Fund pymt to city in error after decertification $ 2, Stearns County Auditor/Treasurer Police Forfeiture Forfeiture/seizures $ 1, Surplus Services Police Forfeiture Cash to be remitted from Forfeited vehicle sale $ Tutti Frutti GnGvt Year End Safety meeting $ Vogt, Sally Various Cleaning Services: December 1-15, 2018 $ Claims Appr by Council $644, Additions 92, Totals Claims This Batch $736, , X Date: CtyAdmr/Clk Y:\Finance\Claims\2019\2019 claims listing.xlsx 28 12/28/ :32 AM

31 RESOLUTION NO RESOLUTION ACCEPTING CONTRIBUTION WHEREAS, a contribution of $ was received by the City from the Men s Card Playing Group, and WHEREAS, the Men s Card Playing Group has requested that the City allocate the contribution to the Sauk Centre Senior Center. WHEREAS, a contribution of a $60, was received by the City from the Sauk Centre Fire Dept. Relief Association. WHEREAS, the Sauk Centre Fire Dept. Relief Association has requested that the City allocate the contribution to Sauk Centre Fire Dept. WHEREAS, a contribution of $ was received by the City from the Sauk Centre Seniors, and WHEREAS, the Sauk Centre Seniors has requested that the City allocate the contribution to the Sauk Centre Senior Center. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SAUK CENTRE, MINNESOTA that the City accept the contribution received and commend the Men s Card Playing Group, Sauk Centre Fire Dept. Relief Association and the Sauk Centre Seniors for their generosity. Adopted by the Sauk Centre City Council this 2 nd day of January, Mayor Warren Stone ATTEST: City Administrator Vicki M. Willer 29