Sauk Rapids City Council

REGULAR MEETING SAUK RAPIDS CITY COUNCIL SAUK RAPIDS GOVERNMENT CENTER, 250 Summit Ave N. Monday, January 9, 2017 6:00PM MINUTES 6:00 P.M. *Oath of Office: Swearing In of Kurt Hunstiger as Mayor *Oath of Office: Swearing In Steve Heinen and Nick Sauer as Councilpersons City Administrator/Clerk, Ross Olson, resided over the swearing in of Kurt Hunstiger as Mayor and Steve Heinen and Nick Sauer as Councilpersons. 1. Call to Order and Pledge of Allegiance Mayor Kurt Hunstiger called the meeting to order at 6:00p.m. Members present: Steve Heinen, Ellen Thronson, and Nick Sauer. Others present: Ross Olson, City Administrator, Todd Schultz, Community Development Director,Terry Wotzka, City Engineer, Adam Ripple, City Attorney, Perry Beise, Police Chief, Pete Eckhoff, Public Works Director, Jack Kahlhamer, Finance Director, and Dana Furman, Administrative Services Coordinator 2. Additions or Changes to the Agenda Councilperson Saur requested to add 2nd Street Up the Hill and 8th Street Update as agenda item 12-A. Ross Olson noted that a revised Resolution for 9-O was placed on the dais prior to the start of the meeting, which added “Traffic Enforcement-Cameras”. He explained that not all of the area cities want to utilize traffic enforcement cameras, but this is just a joint resolution of support. Olson also requested to add Approve Meal Reimbursment for Jason Adamski as agenda item 9-T and Approving Staff Attendance at the Homeland Security and Emergency Management Governor’s Conference as agenda item 9-U. Pete Eckhoff requested to add Christmas Tree Recycling at Compost Site as agenda item 12-B. 3. Approve the Agenda Motion: Moved by Councilperson Heinen and seconded by Councilperson Thronson to approve the Agenda as amended. Motion carried unanimously. 4. Approve Minutes A. 12-12-16 Regular City Council Meeting Minutes Motion: Moved by Councilperson Heinen and seconded by Councilperson Sauer to approve the 12-12-16 Regular City Council Meeting Minutes. Motion carried unanimously. 5. Receive and File A. 12-6-16 Regular HRA Meeting Minutes Motion: Moved by Councilperson Thronson and seconded by Councilperson Sauer to receive and file the 12-6-16 Regular HRA Meeting Minutes. Motion carried unanimously.

6. Mayor’s Communications  National Law Enforcement Appreciation Day—Mayor Hunstiger stated that today is National Law Enforcement Appreciation Day and that he would like to thank the Sauk Rapids Police Department for all that they do.  Shop with a Cop and Holiday Gifts to Local Residents—Mayor Hunstiger stated that he had the opportunity to participate in Shop With a Cop this holiday season as well as being able to help out with the delivery of holiday gifts to local residents. He explained that City staff donate money each holiday season to give holiday gift baskets to deserving families living in Sauk Rapids. Mayor Hunstiger said that he was appreciative to take part in these great holiday traditions.

1-09-2017 Page 1  Field House—Mayor Hunstiger said that he would like to see the Field House project move forward and that it is his hope that a decision will still be made as to how to best do this voter approved project sometime yet this year.  Reserve Police Officer Program—Mayor Hunstiger noted that he would like to see a project committee appointed to look into what it would take for the City of Sauk Rapids to create a Reserve Police Officer program. He said that he would like to gather citizen input while working with the Police Chief and members of the Police Department. Mayor Hunstiger stated that he doesn’t want to reinvent the wheel, so he would like input from neighboring police departments as well as residents who have experience with Reserve Police Officer programs.  Recognition Program—Mayor Hunstiger stated that he would like to recognize residents for their contributions to the community. He encouraged anyone who knows of a community member who is deserving of recognition to contact him as he would like to formally thank and recognize those who are doing great things in the City of Sauk Rapids.  Department Updates- Mayor Hunstiger said that he would like to see informal Department updates at City Council meetings if there are ongoings/projects that the City Council and residents may be interested in learning more about.  Planning Commission—Mayor Hunstiger noted that he would like to see the Planning Commission brought back to full capacity at seven members. He explained that the number had been decreased to five while the City awaited learning more about changing health insurance laws, but he would like to see this number increased now to allow for more citizen input. Mayor Hunstiger pointed out that this recommendation is included as part of agenda item 9-D.  Annual Report—Mayor Hunstiger stated that he would like to see an annual report of sorts in which the City looks at what has all been accomplished each year and creates goals/visions for the year ahead.

7. Audience Items/Visitors Total Time Limit 2 Minutes for Items NOT on the Agenda Art Buhs, 473 N. 9 ½ Street, congratulated the newly elected Mayor and City Council members. Buhs said that he appreciated the work that the City Council does for the residents. He thanked the City Council for doing an excellent job.

Gloria Truax,131 17th Street Court N, noted that she attended a City Council meeting a few months back regarding issues in her neighborhood. Truax said that there was recently another robbery in her neighborhood. She mentioned that snowmobiles have also become an issue this winter. Truax stated that the new Kwik Trip is a wonderful addition to have in the neighborhood, but she still had some concerns with the loud noises that the neighborhood continues to hear from the Holiday Station. Truax said that she also has some concerns as it relates to dogs in eating establishments, stores, and even churches.

Mayor Hunstiger said that there are State regulations that govern service dogs. Adam Ripple said that the Federal Government is working to come up with certifications as it relates to service dogs.

Mayor Hunstiger thanked Truax for sharing her concerns. He noted that he appreciates the open forum/visitor section at each City Council meeting and invites feedback from the community.

8. Public Hearings A. Applicant Purpose Daniel and Rebecca Legatt To Consider a Preliminary Plat That Would Include One Single Family Lot. Legal Description: Outlot E, Scenic Acres 1. 1. Open Public Hearing

1-09-2017 Page 2 Todd Schultz advised the Council that tonight they are being asked to consider a preliminary and final plat for one single family lot within the Subdivision called Scenic Acres off of Wapicada Road. He explained that this lot will be accessed off of the County Road (requires separate approval from the County). Schultz said that this lot was originally left out of the Preliminary Plat for Scenic Acres because it was completely surrounded by a wetland. This lot was included on the final plat as an outlot. Schultz stated that there is enough land for at least one lot. He noted that this property is often underwater in the spring. Schultz explained that a condition of approval will be that this lot cannot be subdivided. He said that he discussed this condition with the landowners and they still wish to move forward with the development of the lot.

Schultz said that due to the fact that the original Developer wasn’t sure that he was going to develop this part of the plat, the lot was not stubbed in. Schultz said that the Applicant has already stubbed in the sewer line and plans to do the water line in the spring.

Schultz noted that the City has had some issues with the Applicant violating conditions of the original Developer’s Agreement as it relates to maintenance of the wetland on their property. He explained that it has been the Applicant’s intent to remove invasive species from the wetlands. Schultz said that while removing invasive species from the wetlands may be commendable, the approach that the Applicant has used was to mow everything down including invasives and native plants. He noted that mowing everything down is not the best approach and ultimately doesn’t solve the problem of invasives as they will just continue to grow back. Invasives should be pulled out or cut down and then sprayed to kill roots. Schultz stated that staff has had discussions with the local Soil and Water Office to come up with an approach that allows the property owners to manage the invasives that will be incorporated into the new Developer’s Agremeent for the property.

Schultz reiterated that this lot is quite low and will require a great deal of fill to be brought in to the site. He explained that the need for fill will require an erosion control permit and appropriate best management practices to ensure that the fill doesn’t end up in the wetlands, county road ditch, or the drainage way on the east side of the property.

Schultz noted that the Developer’s Agreement will be brought to the Council at a later date.

The Planning Commission unanimously recommended approval with the following conditions: 1. The execution of a Developer’s Agreement with the City 2. The Applicant will be responsible for paying all legal and engineering costs associated with this project. 3. The property cannot be subdivided. 4. The Applicant is responsible to secure all access permits from Benton County. 5. The Applicant applies for and receives an erosion control permit from the City prior to placing fill on the site.

Councilperson Heinen asked if staff was also working with the Department of Natural Resources (DNR). Schultz said that the State’s Board of Water and Sewer Resources is the State agency that deals with most wetland issues. Schultz noted that staff is currently working with the Soil and Water office and their office will help staff to come up with an understanding of what is acceptable in terms of the wetland on this property. Schultz said that the City will be responsible for administering the Developer’s Agreement and ensuring that the erosion plan is carried out as agreed upon.

Gloria Truax,131 17th Street Court N, questioned how close this property is to residential properties. Schultz said that this request is for one single family residential home.

1-09-2017 Page 3 2. Close Public Hearing Motion: Moved by Councilperson Sauer and seconded by Councilperson Thronson to close the public hearing. Motion carried unanimously. 3. Consider Action Motion: Moved by Councilperson Sauer and seconded by Mayor Hunstiger to approve the Preliminary Plat and Final Plat with the five conditions. Motion carried unanimously.

9. Consent Agenda A. Approve Council Member(s) Attendance to the Annual 2017 LMC Newly Elected Officials Con- ference B. Approve and Authorize Townsquare Media of St. Cloud’s Wing Fest Event C. Approve and Adopt Resolution Approving Temporary 3.2 Beer License for the Sauk Rapids Jaycees D. Approve Boards and Commissions for 2017 and Post Planning Commission Vacancies E. Allow Mandatory Liquor Sales Training for First Time Failed Compliance Check Offenders F. Approve Laserfiche Upgrade to Avante G. Approve Utilities at Bob Cross Park Baseball Field H. Approve 3rd Avenue Assessments I. Allow Staff to Purchase Four Computers for the Police Department J. Approve Funding Staff Attendance to the Ehlers Public Finance Seminar K. Allow the Police Department to Become a Member of the Mid-State Organized Crime Informa- tion Center L. Approve Senior Citizen Application for Special Assessment Deferral M. Approve 2017 Plumbing and Mechanical Contractor Licenses N. Approve 4th Quarter Building, Mechanical, and Plumbing Permits O. Approve 2017 Legislative Session Resolution for St. Cloud Area Cities Goals/Recommendations P. Mississippi River Trail Grant Resolutions Q. Approve No Parking Resolutions on Portions of Sixth Avenue North and Summit Avenue North R. Approve Posting of Existing Utility Maintenance Position S. Approve Purchase of 3 Ballistic Shields and 10 Sets of Steel Body Armor with Carriers T. Approve Meal Reimbursement for Jason Adamski U. Approve Staff Attendance at the Homeland Security and Emergency Management Governors Conference Motion: Moved by Councilperson Sauer and seconded by Councilperson Thronson to approve agenda items 9A-9U. Motion carried unanimously.

10. Regular Agenda A. Whitney Senior Center Annual Membership Subsidy Ross Olson noted that the City of St. Cloud/Whitney Senior Center implemented a $50 annual fee for the use of the Whitney Senior Center facility. Olson explained that this use consists of general use of the facility as well as attendance to the educational presentations or discussion groups. The membership also affords a reduction to the established fee for the use of the fitness center and wood shop. Olson noted that the food service is not part of the annual membership.

The City of St. Cloud has approved lowering the fee to their residents with a $40.00 subsidy, so St. Cloud residents would only have to pay $10 per year for their membership. The cities of Sartell, St. Joseph, and St. Augusta have decided not to participate in funding a reduction of the membership fee for their reisdents. The City of Waite Park has decided to fund $40 per resident of their community that becomes a member. Olson said that the Waite Park subsidy will be offered on a first-come-first-served basis up to the amount that the City normally donates to the Whitney Center.

1-09-2017 Page 4 Olson said that, if the Council chooses, the City of Sauk Rapids could use the $2,000 that has been budgeted in the City’s 2017 budget for the Whitney Senior Center in the same manner as Waite Park. He said that he has discussed this option with the Whitney Senior Center and they are fine with this approach. Olson noted that this would not cost the City any additional funds. He explained that the Whitney Senior Center would facilitate the membership applicatiosn from any Sauk Rapids residents and charge them the $10 annual membership. The Whitney Senior Center would then send the new member’s information to the City for verification of residency with the City then making a direct payment to the Whitney Senior Center. Olson said that once the City has exhausted the budgeted donation of $2,000, the subsidy would then end.

Olson said that the City Council could consider assistance at the discussed $40 (50 memberships) or the Council could choose to offer a subsidy at a lesser amount in an effort to offer subsidy to more residents. He noted that the issue is that the City doesn’t know the number of residents currently using the Whitney Senior Center that are now required to have a membership. The first year will provide more statistical information as to how many people are using the facility and requesting subsidy.

Mayor Hunstiger said that he agrees that this first year is a trial as the City has no idea how many people from the City of Sauk Rapids utilize the Whitney Senior Center. Mayor Hunstiger clarified that the subsidy would be for City of Sauk Rapids residents only. He noted that the best way to figure out if you are a City of Sauk Rapids resident is if you vote in one of the City of Sauk Rapids’ precincts. He noted that there are people with Sauk Rapids addresses who reside in the townships.

Motion: Moved by Councilperson Sauer and seconded by Councilperson Thronson to approve funding subsidy for Sauk Rapids residents that become members of the Whitney Senior Center up to a maximum amount of $2,000 with any unused funds being donated to the Whitney Senior Center with $40 per person being the reimbursement amount. Discussion: Councilperson Sauer asked how the amount of subsidy provided should be determined.

Ross Olson said that the Whitney Center is hoping that the subsidy is $40 because that is what they have set their accounting systems up to calculate in terms of what other cities have donated. Olson stated that the Whitney Senior Center Director, Laura Hood, has said that they will make another figure work, if needed.

Mayor Hunstiger said obviously the City can help more people with less subsidy per person, but the number of people attending Whitney Senior Center is the unknown figure in this equation.

Olson clarified that the subsidy will be on a first come-first served basis and that Whitney Senior Center will be taking care of the subsidy paperwork. He encouraged those interested in joining the Whitney Senior Center to join soon, if they wish to take advantage of the subsidy being offered. Motion carried unanimously.

B. Feasibility Report for 2017 Overlay Improvements Project Terry Wotzka presented the feasibility report that was prepared for the proposed 2017 overlay improvements in the City of Sauk Rapids. Wotzka stated that the feasibility report was prepared for street improvements to Summit Avenue North, Stearns Drive, 10th Street North, 13th Avenue North, and River Avenue North. The improvements include edge milling, 2-inch overlay, and replacing the striping as necessary. Wotzka said that the project also includes replacing existing pedestrian ramps in the project area to current ADA standards, construction of a new “Island View” parking lot, and reclaiming and paving the existing parking lot at the intersection of River Avenue North and 6th Street North.

1-09-2017 Page 5 Wotzka talked about the properties that have had utilities stubbed out but who do not currently have City utilities. He explained that these residents pre-paid the assessments a while back, but now seems like an ideal time to hook these residents up to City services with this project.

Wotzka said that the estimated total cost of the project is $1,105,090. The estimated assessments total $169,023. Total estimated City cost for the project is $936,067.

Wotzka discussed the assessment policy/methodology behind how the assessment totals are derived. He noted that this methodology explains why some of the the apartment complexes have much larger assessments than the individual residential properties.

Wotzka noted that Kirk Abraham, Engineering Tech, discovered a discrepancy in the number of apartment units, so a revision has been added to the estimated assessment totals. Wotzka provided copies of the revised assessment documents for the City Council.

Councilperson Heinen asked if this project would be done before or after the second layer of bituminious is put on 2nd Street Up The Hill. Wotzka said that he expect this proposed project to take place after the second layer of bituminous is put down on 2nd Street.

Wotzka noted that included with the proposed costs for this project is the addition of combining fiber to the bituminous which is supposed to extend the life of the bituminous. Wotzka said that the inclusion of the fiber material is supposed to reduce cracking and rutting. He said that his recommendation would be that this would be an ideal project in which to test out this new method. Wotzka stated that from an Engineering perspective, this new methodology makes a lot of sense. The cost of the new material was included in the estimates, but it did add $40,000 to the total of the project. Wotzka pointed out that the areas in red on the maps are the areas where he is recommending that this new material be used.

Wotzka said that he could see significant maintenance savings for the Public Works Department if the inclusion of the fiber material works as well as it is said to work. He noted that he would recommend using the new material with this project and then giving it three years of being able to see how well it is working before trying it in another place in the City.

Mayor Hunstiger asked if MnDOT has tested the new fiber material. Wotzka said that he knows of different County and City projects in the State where the fiber pavement has been used. He said that he will conduct further reaserch before the Council is asked to decide on whether or not to utilize the fiber material with this project.

Councipersons Sauer and Heinen both agreed that they would want to hear more about this new material before making a decision. Councilperson Sauer said that this seems like a good roadway in which to test it.

Motion: Moved by Councilperson Sauer and seconded by Councilperson Heinen to approve the resolution Receiving the Feasibility Report and calling for a Public Hearing on the 2017 Overlay Improvements Project. Motion carried unanimously.

11. Other Staff Items A. Update on Police Officer Hiring Process Perry Beise noted that three of the five people that the Sauk Rapids Police Department were backgrounding as potential hires had concerns in their background that make them no longer candidates

1-09-2017 Page 6 for a Police Officer position in the City. The Police Department is continuing to background the other two candidates.

Beise said that there are currently two vacancies on the Police Department with one tentative retirement coming this spring. Beise noted that the focus is on hiring the best police officers that the City can.

Councilperson Sauer asked if the two candidates who the City is still running background checks on have any prior job-related experience. Beise said that the two candidates have no prior job-related experience.

Mayor Hunstiger asked if the Police Deparment is waiting to repost. Beise said that he spoke with his Sergeants and they have recommended waiting until late spring or early summer to repost. Beise noted that the Police Department can successfully train 1-2 people at a time, but the training period is better in the summer because the School Resource Officer can aid in training at that time.

B. City Council Vacancy Update Ross Olson thanked all that showed interest in the City Council vacancy. Olson noted that nine people submitted letters of interest.

Olson reiterated that because the vacancy that currently exists is for Mayor Hunstiger’s former City Council seat in which there is now less than two years remaining in the term, the Council can elect to appoint someone to fill the remainder of this term versus holding a special election.

Olson said that he will make sure that the Council receives a complete packet of applicants. He noted that how many candidates the Council elects to interview is up to the Council. Olson explained that the last time that there was a vacancy on the Council, the Council sent City Administration their top five picks in no particular order and those people were invited in for an interview.

Councilperson Heinen said that he liked the idea of interviewing the top five. The rest of the City Council agreed by consensus to narrow the applicant pool down to five.

Olson asked that the Council get back to staff with their top five picks in no particular order. Olson said that the top five will then be noticed and interviews will be set for an upcoming evening. Olson explained that as in the past, time slots will be assigned for interviews. He noted that there will be some pre- determined questions and then the Council will have the ability to ask their own questions. Olson asked that if the Council chooses to come up with their own individual questions that they ask that same question to each of the Applicants.

C. City Council Committees Ross Olson said that normally at this City Council meeting the Coucil approves the Committees for the remainder of the year. Because there is a vacancy on the Council, 2016 commitees will remain intact until someone else is appointed. Olson said that should a committee need to meet where there is currently a vacancy, administration will attempt to see if another Council member is available to sit in on these comittees based on availability/schedules.

12. Other Council Items and Communications A. 2nd Street Up the Hill and 8th Street Update Councilperson Sauer talked about the water collecting on the newly constructed 2nd Street and on 8th Street.

Terry Wotzka explained that come this spring the second layer of bituminous will go down on both of these roadways, which should eliminate any puddling.

1-09-2017 Page 7 B. Christmas Tree Disposal Pete Eckhoff stated that this Saturday, January 14th is the final day that the compost site will be open for Christmas tree disposal. Residents are asked to donate a food item when dropping of their trees. The food/money collected goes to the Salvation Army. 13. Approve List of Bills and Claims Motion: Moved by Councilperson Sauer and seconded by Councilperson Heinen to approve the List of Bills and Claims. Motion carried unanimously. 14. Adjournment Motion: Moved by Councilperson Heinen and seconded by Councilperson Thronson to adjourn the meeting. Motion carried unanimously.

Mayor Hunstiger adjourned the meeting at 7:05 p.m. Respectfully Submitted,

Dana Furman, Administrative Services Coordinator

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