CITY OF ALEXANDRIA, MINNESOTA

City of Alexandria, Minnesota Page 1

CITY OF ALEXANDRIA, MINNESOTA

CITY COUNCIL MEETING

AGENDA ● SEPTEMBER 23, 2019

Council Chambers Regular Meeting 7:00 PM

704 BROADWAY ALEXANDRIA, MN 56308

Mayor

Sara Carlson

Council Member - Ward I

Bill Franzen

Council Member - Ward II

Roger Thalman

Council Member - Ward III

Bobbie Osterberg

Council Member - Ward IV

David Benson

Council Member - Ward V

Todd Jensen

Agenda City Council September 23, 2019


1. 7:00 PM - CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. INVOCATION

4. PUBLIC COMMENT

5. 7:05 PM - CONSENT AGENDA

A. Minutes

1. City Council - Special Meeting - Jun 24, 2019 5:00 PM

2. City Council - Regular Meeting - Sep 9, 2019 7:00 PM

B. Licenses

1. Approve Licenses and Authorize Issuance

(Requested by Marty Schultz, Administration)

C. Unanimous Consent to Dispense with the Reading of Resolutions

6. 7:10 PM - TIM URNESS - PRESENTATION ON DISTRICT 206 SPECIAL ELECTION REFERENDUM

1. School District 206 Special Election Referendum Presentation


7. 7:25 PM - AAEDC EXECUTIVE DIRECTOR NICOLE FERNHOLZ - EDA RESOLUTION MODIFYING CHAP FOR THE CITY OF ALEXANDRIA

1. EDA Resolution Modifying the City Homestead Assistance Program for the City of

Alexandria

(Requested by Nicole Fernholz, Alexandria Area Economic Development Commission)

8. 7:30 PM - PUBLIC HEARING - 2020 PRELIMINARY BUDGET AND TAX LEVY

1. Public Hearing and Resolution Adopting the 2020 Preliminary Budget and Tax Levy


9. 7:45 PM - ACTION ITEMS

1. Resolution for Hearing on Proposed Assessment for the Kinkead Drive Street

Improvements


2. Resolution for Hearing on Proposed Assessment for the Deerwood Drive Sanitary

Sewer Improvements

Agenda City Council September 23, 2019



3. Amendment to Development Agreement with Veterans Memorial Committee


4. Amendment to Construction Agreement with LRP Construction Services Inc.


5. Authorization to Execute Eighth Amendment to Ground Lease Related to Annual

Rental Rates (MBA-Alexandria, LLC)


10. 8:00 PM - COMMUNITY DEVELOPMENT DIRECTOR

1. Planning Commission - Regular Meeting - Sep 16, 2019 7:00 PM

2. C-19-013 - Conditional Use Permit - New Life Christian Church

(Requested by Mike Weber, Planning Department)

3. C-19-014 - Conditional Use Permit - Gabriel Anderson Dba Anderson Building Movers


4. Viking Plaza Revolving Loan Fund Request


11. 8:10 PM - CITY ENGINEER

1. Second Revised Engineering Agreement for 18Th Avenue

(Requested by Tim Schoonhoven, City Engineer)

2. 18Th Avenue West Right of Way Acquisition


3. Project Update


12. 8:20 PM - CITY ATTORNEY

13. 8:25 PM - CITY ADMINISTRATOR

14. 8:30 PM - OLD AND OTHER BUSINESS

15. 8:35 PM - BOARDS, COMMITTEES, AND COMMISSIONS - REPORTS

1. Minutes


16. ADJOURNMENT




MINUTES ● JUNE 24, 2019

Conference Room Special Meeting 5:00 PM


I. 5:00 PM - CALL TO ORDER SPECIAL ALEXANDRIA CITY COUNCIL MEETING

Attendee Name Title Status Arrived

Sara Carlson Mayor Present

Bill Franzen Council Member - Ward I Present

Roger Thalman Council Member - Ward II Present

Bobbie Osterberg Council Member - Ward III Present

David Benson Council Member - Ward IV Present

Todd Jensen Council Member - Ward V Present

II. 5:05 PM - BELLANCA BUILDING

1. Bellanca Building Status Update

Staff updated the City Council on negotiations with a potential buyer for the Bellanca

Building.

III. 5:30 PM - BUDGET COMMITTEE UPDATE

1. Budget Committee Update

Staff provided a summary of the work completed to date on the crafting of the 2020

budget. A document was distributed that highlighted the funding requests from

outside entities.

IV. 5:50 PM - 2018 FINANCIAL STATEMENTS

1. Presentation of 2018 Financial Statements

Tom Olinger from Abdo, Eick, and Meyers presented the 2018 Financial Statements

of the City of Alexandria. He distributed a summary document and reviewed that in

detail with the City Council. Mr. Olinger will be formally presenting the statements

for City Council action at the regular meeting.

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Minutes City Council June 24, 2019


Attest:_______________________________

Martin D. Schultz, City Administrator

______________________________

Sara Carlson, Mayor

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MINUTES ● SEPTEMBER 9, 2019



1. 7:00 PM - CALL TO ORDER


Sara Carlson Mayor Present

Bill Franzen Council Member - Ward I Present

Roger Thalman Council Member - Ward II Present

Bobbie Osterberg Council Member - Ward III Present

David Benson Council Member - Ward IV Absent

Todd Jensen Council Member - Ward V Present

2. PLEDGE OF ALLEGIANCE

3. INVOCATION

4. PUBLIC COMMENT

No comments.

5. 7:05 PM - CONSENT AGENDA

RESULT: ADOPTED [UNANIMOUS]

MOVER: Todd Jensen, Council Member - Ward V

SECONDER: Bobbie Osterberg, Council Member - Ward III

AYES: Franzen, Thalman, Osterberg, Jensen

ABSENT: Benson

A. Minutes

1. City Council - Special Meeting - Jun 10, 2019 5:00 PM

2. City Council - Regular Meeting - Aug 26, 2019 7:00 PM

B. Authorized Bills

1. August 2019 Open Payables & Check Registers

C. Licenses

1. Approve License Applications and Authorize Issuance

Gambling Permits:

United Way of Douglas and Pope Counties - sell raffles for event at the Alexandria

Armory - Minnesota National Guard, 310 Broadway, on November 13, 2019.

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Minutes City Council September 9, 2019


Alexandria Red Line Hockey Booster Club - conduct bingo for event on October

25, 2019 at the Broadway Ballroom, 115 30th Avenue East.

Alexandria Red Line Hockey Booster Club - sell raffles for event at the Runestone

Community Center, 803 Third Avenue West, on December 5, 2019.

Recommendation

Recommend approval of the licenses as outlined above and authorize issuance.

D. Unanimous Consent to Dispense with the Reading of Resolutions

6. 7:10 PM - PRIDE OF THE LAKES PRESENTATION

1. Pride of the Lakes Presentation

Background

Abby Blank, representing marketing students from Alexandria Area High School,

gave a presentation on the Pride of the Lakes initiative, an effort supported by the

City of Alexandria and other government, business, and individual collaborators

throughout the community. It is to encourage people to keep their money within our

community. The website has facts about why people needs to do business locally.

They have been going to local service groups explaining as to how their choices to

make a difference. She explained that pledging is how you make a difference and it

costs nothing. An individual pledge is free; by working in our community or

shopping here before you shop online. As for businesses, the pledges are $100;

those who have pledged are provided with a direct hyperlink for the business for a

marketing strategy. One of the huge marketing strategies is advertisement in the

local movie theater. Also social media by posting every Tuesday and Thursday about

doing business locally.

Tara Bitzan, Chamber Director, pointed out this campaign is exclusively done by the

high school students. These three marketing students went out and made this

campaign happen. It is remarkable work done by these students.

Mayor Carlson thanked the students for their hard work on this campaign, and felt

this was great project and they did an outstanding job on it.

Thalman asked if they have a way to track this campaign to see how successful it is.

Blank explained how they are tracking this project.

7. 7:20 PM - POLICE CHIEF RICK WYFFELS

1. Toward Zero Deaths Grant Agreement

Background

Police Chief Ricky Wyffels noted for many years the Alexandria Police Department

has been involved as the lead agency and fiscal agent for our county to apply for and

manage the "Toward Zero Deaths Program" previously known as "Safe and Sober".

The Alexandria Police Department is requesting City Council approval of the attached

resolution to accept the 2019-2020 Toward Zero Death (TZD) Grant awarded by the

Office of Traffic Safety. The grant is for additional education and enforcement

regarding DWI, speed, seatbelt use, etc. The Alexandria Police Department is

partnering with the Douglas County Sheriff’s Office.

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We apply with the County every year and share with them. Sergeant Tony Kuhnau

runs it internally. This is an enforcement effort with it targeting seat belts, etc.

The Office of Traffic Safety has awarded total funding of $16,300 for this Grant. The

monies go toward enforcement, equipment, and administrative costs. The grant will run from October 1st, 2019 through September 30th, 2020.

Financial Impact

The City will act as the fiscal agent for this grant as has been done in the past.

Recommendation

Recommend adoption of Resolution No. 2019-53, RESOLUTION AUTHORIZING

EXECUTION OF AGREEMENT.


MOVER: Bobbie Osterberg, Council Member - Ward III

SECONDER: Todd Jensen, Council Member - Ward V


ABSENT: Benson

2. Drug Task Force Update and Recognition

Wyffels noted for the last five years the Alexandria Police Department has been the

host agency for the West Central Drug and Violent Crimes task force. This task force

is comprised of six counties (Douglas, Pope, Grant, Ottertail, Becker, and Wadena)

and all the police agencies within this region. There are generally a total of eight

agents from these communities that work together to fight crimes of drug and

violence in a cooperative "joint powers" method. Funding is provided through local

governments, state and federal dollars, and forfeiture dollars. Most regions in the

state have something similar to help with drug enforcement because jurisdictional

boundaries get quite blurred with these kinds of investigations.

The Alexandria Police Department has been entrusted to host the site for this

enforcement effort for the last five years. Prior to that, the Douglas County Sheriff’s

Department served as the host site. During most of this time, Alexandria Police

Officer Jason Rosha was the Special Agent in Charge (SAC) for this region. This is a

highly responsible job and a very dangerous job. It becomes a balancing act

between fighting drugs, staying local to your community, and running the internal

stuff. SAC Rosha has done an outstanding job. It is very important with this type of

regional arrangement to diversify the responsibility levels among the participants. It

reinforces the goal of a "team effort" working together in an environment where no

single agency becomes the perceived owner of the task force.

The board of directors for the task force has been notified that the time has come for

another agency to take part as the host agency. The new host agency will be

decided sometime in mid-September by the task force board. It is important to

reiterate that Jason Rosha has done an outstanding job during his tenure. It really is

a responsible job and is like running a police agency of its own with the dynamics of

multiple jurisdictions. He has done a remarkable job that is filled with hard, at times

dangerous work, and long hours. The work also demands a high ethical standard at

all times. It is also important that Officer Rosha is afforded the opportunity to

continue his police career work with a diverse portfolio of knowledge and

experiences. Rosha will be taking his skill set and bringing it back into patrol for the

Alexandria Police Department. This will allow him to work directly with some of our

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new officers to continue to fight drugs in our city.

The Alexandria Police department will be assigning an experienced investigator to the

task force as an agent, but not as the SAC. Wyffels continues to believe that it is

important to share knowledge, experiences and opportunity both internally and

externally. It is the root of solving crimes by sharing appropriate knowledge and

efforts on a broad scale. What you receive from others is a multiple you could not

create by going it alone. Officer Rosha has proven this through the task force. Rosha

accepted this duty with open arms and of the most positive attitude, and he is going

into his new job assignment the same way. All these changes will be happing

through a process during this and next month. Nothing will change about their drug

enforcement efforts as they continue to make Alexandria a great place to live or

raise a family while they work as a community and a region. They take this task of

feeling safe and free with a great amount of responsibly and seriousness.

Chief Wyffels asked the Mayor and City Council to join him in recognizing the

excellent work of Officer Jason Rosha, and then read a plaque presented to Rosha.

Mayor Carlson stated that as Mayor, it is her job to oversee the Police Department to

know how things are going. She reiterated what Wyffels stated - it has been a great

five years and pointed out how well things are going. Our citizenry really does not

know how fortunate they are to have an officer like Rosha protecting them. They will

never know that Rosha was there all these years and how much good he did. We

are honoring him because we know how much he did and how he protected us. It is

up to us, the City Council and Police Department, to put good people into the job.

She stated Rosha is a good man, a good police officer, and he is so good for the

community.

Rosha thanked his wife Lyndsey, Chief Wyffels, and Captain Kent for their support;

and also Sergeant Keith Melrose for his mentorship and guidance. It has been a

great 4 1/2 years and a lot of fun, and he is looking forward to the next step with the

police department.

Wyffels thanked the Mayor and City Council for their continued support of the Police

Department.

8. 7:40 PM - COMMUNITY DEVELOPMENT DIRECTOR

1. Award Bid for Appraisal Services - Douglas County Fairgrounds Area

Background

Community Development Director Mike Weber noted on August 12, 2019 the Council

authorized staff to obtain quotes for the appraisal of the Douglas County Fairgrounds

Area. This is a joint appraisal venture between the City and the Douglas County

Agricultural Association and is a necessary step in the implementation plan for the

Fairgrounds Area Master Plan. Staff released the RFP on August 15th, received

several written inquiries, posted/distributed two clarifying amendments, and received

quotes from four firms. All submitting firms met the licensing requirements. The

appraisal project completion date is October 4, 2019, and the appraisal will result in

vacant land values for each of the four parcels owned either by the City or by the

Agricultural Association.

Financial Impact

If the Council concurs with the recommendation to award, the cost for the appraisal

will be shared 50/50 with the Ag Association. The City's share would come from

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Plans and Studies. Following this expenditure, the projected end of year balance in

this fund will be approximately $6,000.

Recommendation

Recommend awarding the appraisal to J S Hagen Appraisal Associates in the amount

of $5,000.00.


MOVER: Bill Franzen, Council Member - Ward I



ABSENT: Benson

9. 7:45 PM - CITY ENGINEER

Mayor Carlson gave their condolences on the passing of Schoonhoven's father.

1. Highway Committee Meeting, August 29, 2019

Background

Schoonhoven noted the Highway Committee met on August 29th. The following

items were discussed:

1. Speed Study on Voyager Drive.

Discussion

The committee reviewed information from an August 12-15th speed study on

Voyager Drive. The posted speed limit is 40 mph. The study showed that the 85th

percentile at 41 mph. This information would indicate that the speed limit is set

correctly. The Committee discussed restriping to narrow the travel lanes from 12' to

11' to help reduce the speed. This lane width reduction has proven effective in

reducing speed at several locations in the City and County. The restriping will take

place next year as part of our regular maintenance schedule.

Recommendation: Informational only. No council action required at this time.

2. Scenic Heights Design Section.

Discussion

The committee reviewed various configurations regarding the proposed design of

Scenic Heights Road between East Golf Course Road and Deerwood Drive. The

project is scheduled for construction in 2020. The recommended design is a 24' rural

section with an 8-foot bituminous path on the south side. This design is similar to the

design of the recently completed Agnes Boulevard project.


3. 3rd Avenue and Kenwood Pedestrian Refuge Island.

Discussion

Mike Weber and Tim Schoonhoven have been in contact with MnDOT District 4 traffic

engineer Trudy Kordosky regarding the 3rd Avenue and Kenwood Pedestrian Refuge

Island. We continue to discuss options for addressing this situation. As you know,

Third Avenue is a trunk highway and any changes to the current configuration will

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need to be coordinated with MNDOT. MNDOT will be providing a pedestrian counting

camera at this location the week of September 16th to obtain information regarding

the usage of the island. We will continue to work with MNDOT and will report back to

the council on this issue.


4. Stop sign at 44th Avenue and the Walmart Frontage Road.

Discussion and Recommended Action

The city has received a number of complaints that westbound vehicles are not

stopping for the stop sign at the Walmart Frontage Road. This is a wide intersection

due to the northbound free right turn lane. As a result, the stop sign is located far to

the right. The committee reviewed options and recommends installing a second stop

sign for west bound traffic to be located between the westbound through lane and

the westbound left turn lane. As you know, 44th Avenue will be extended to the east

to South Broadway next year. We expect this connection to significantly change how

traffic uses this intersection and will continue to monitor this intersection.

Recommendation: Recommend adoption of Resolution No. 2019-54,

RESOLUTION FOR THE AUTHORIZATION TO INSTALL A STOP SIGN ON 44TH AVENUE.


MOVER: Todd Jensen, Council Member - Ward V

SECONDER: Roger Thalman, Council Member - Ward II


ABSENT: Benson

2. Project Update

Jensen asked about the cross walk on Nokomis.

Schoonhoven updated the Council on the status of the on-going public improvement

projects:

There will be a tour at 2:00 pm on Thursday to look at all the projects.

8th Avenue - wear course is down; nice looking project.

Woodland Elementary Underpass - Very nice project and he is happy with it; 12 x 12

boxes of concrete used; beautiful project

Deerwood Drive - all of the underground is in.

Local Street Overlays - all done.

Schoonhoven thanked the Mayor and City Council for their kind words on the loss of

his father. He then commended the Police Department for their assistance with his

family.

10. 7:30 PM - PUBLIC HEARING - PROPOSED STREET RECONSTRUCTION PLAN AND ISSUANCE OF GENERAL OBLIGATION STREET RECONSTRUCTION BONDS

Mayor Carlson noted it was 7:30 pm and declared open the public hearing for the Proposed

Street Reconstruction Plan and Issuance of General Obligation Street Reconstruction Bonds.

1. Public Hearing Resolution Considering the Adoption of a Street Reconstruction Plan

and Approving the Issuance of General Obligation Street Reconstruction Bonds

Background

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City Engineer Tim Schoonhoven introduced Kirsten Plath, who he mentioned did a lot

of work on this project. She is also the project engineer on the 8th Avenue Project.

Schoonhoven then went through the power point presentation. The Council took an

action at the August 26, 2019 council meeting to adopt "A Resolution Calling for a

Public Hearing on the Intention to Issue General Obligation Street Reconstruction

Bonds and the Proposal to Adopt a Street Reconstruction Plan". The council

considered a similar action last year on October 22, 2019 and earlier this year on

January 14th. The Council subsequently decided not to proceed at that time. The

materials and presentation are very similar to what was discussed at the previous

two meetings. This presentation of the SRP will be required any time the city wishes

to issue GO Street Reconstruction Bonds.

The projects that may be considered for construction in 2020 are shown on the

exhibit titled "5-year Plan, Street Bonding Projects". These projects are somewhat

different from those previously shown to reflect the projects that have been

identified by the Utility Committee. The Utility Committee has been meeting

throughout the summer to coordinate a number of high priority street, watermain

and sanitary sewer projects. It is the intent that the street portion of these projects

be funded by street reconstruction bonds. ALP and ALASD are a key part of the

project coordination process. Their concurrence on the projects will be needed

before any design work can begin.

Financial Impact

In October 2018, the City's financial consultants from Baker Tilly created three

scenarios for review based on proposed bond issuance amounts. Using their

estimated annual debt service for a $1,500,000 bond as a basis, staff has estimated

a $250,000 annual debt service for the issuance of $2,500,000 in bonds. An

updated debt service levy projection is attached that also shows the previously

discussed impact of the issuance of $5,000,000 in bonds for the RCC expansion.

Deerwood Drive is not currently listed on the street reconstruction bond project list.

Because there is assessment revenue associated with the project, this work can be

funded from the Revolving Improvement Fund if desired by the City Council. The

Council also has the option of including Deerwood Drive in the street reconstruction

bond if so desired.

Public Hearing

Franzen and Thalman asked about the conditions, widths and calculations.

Mayor Carlson then called for public comments.

Heather Larson, 1117 Maple Street, at the corner of 12th and Maple. She wants a

better understanding of what she has to look forward to on her street. She noted

their street is a frequently traveled street and they have quite a bit of pedestrian

traffic.

Schoonhoven stated he will meet with Larson.

Hearing no further comments, Mayor Carlson declared the public hearing closed at

7:57 pm.

Recommendation

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Recommend adoption of Resolution No. 2019-55, RESOLUTION ADOPTING A

STREET RECONSTRUCTION PLAN AND APPROVING THE ISSUANCE OF

GENERAL OBLIGATION BONDS.


MOVER: Roger Thalman, Council Member - Ward II



ABSENT: Benson

11. 7:50 PM - CITY ATTORNEY

Assistant City Attorney Mike Cass had no items.

12. 7:55 PM - CITY ADMINISTRATOR

City Administrator Marty Schultz gave an update on the Fergus Falls presentation regarding

the RCC Bonding issue. He indicated the presentation went well and there good questions

from the committee members.

13. 8:00 PM - OLD AND OTHER BUSINESS

No items.

14. 8:05 PM - BOARDS, COMMITTEES AND COMMISSIONS - REPORTS

Osterberg, ALP: Strategic Planning is continuing.

15. ADJOURNMENT

The City Council mutually concurred to adjourn the Alexandria City Council meeting at 8:07

pm.

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Attest:_______________________________


______________________________

Sara Carlson, Mayor

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Updated: 9/19/2019 10:29 AM by Lori West Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: License Prepared By: Lori West

SCHEDULED Department Head: Marty Schultz

ACTION ITEM (ID # 4249) DOC ID: 4249

Approve Licenses and Authorize Issuance

Gambling Permit

Alexandria Chapter of MN Deer Hunters Association - sell raffles for event on January 17,

2020 at Broadway Ballroom.

Recommendation

Recommend approval of the licenses and authorize issuance.

ATTACHMENTS:

Gambling Permit - Alexandria Chapter of MN Deer Hunters Assoc (PDF)

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Updated: 9/19/2019 3:53 AM by Marty Schultz Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: Report Prepared By: Marty Schultz


INFORMATION ITEM (ID # 4236) DOC ID: 4236

School District 206 Special Election Referendum Presentation

Background

Tim Urness will be making a presentation on the upcoming special election referendum

called by School District 206 to consider a school funding request.

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City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Alexandria Area Economic Development Commission Alexandria, MN 56308 Category: Resolutions and Ordinances Prepared By: Marty Schultz

SCHEDULED Department Head: Nicole Fernholz


EDA Resolution Modifying the City Homestead Assistance Program for the City of Alexandria

Background

Attached you will find a Resolution which provides for several changes to the City Housing

Assistance Program (the “CHAP”). The amended version of the CHAP is also attached with

proposed changes shown in red. CHAP was established by the City and EDA in 2002 and

modified in 2003. The Program has been working efficiently for the last 16 years to assist

low and moderate income families with the acquisition of a single family home.

The Resolution changes include:

allowing additional parcels to be included in CHAP by making them eligible to any

qualified residence located within the City limits

coordination of CHAP loans to work specifically with the Alexandria Housing Trust

Fund

the increase of loan amount to the greater of $15,000 or 6% of the sale price of the

home. The current program allows up to 5% or $7,500

sale price of residence cannot exceed 90% of the average area purchase price. The

program currently limits the sales price of the residence by income that cannot

exceed 250% of 115% of the area median family income. Changing the CHAP

guidelines to use a formula and the average purchase price rather than income

makes the program more available to families, while also keeping the program

relevant to the current housing market

Currently, there are funds available in TIF District No. 26 to finance the increase of these

loans. Any revenues from those TIF Districts can only be used to assist low and moderate

income families with the cost of housing.

Financial Impact

There is no impact to the general (operating) budget of the City. The CHAP program has,

and will continue to use, funds generated from Tax Increment Financing District #26.

Recommendation

Adoption of the attached EDA Resolution Modifying the City Homestead Assistance Program

for the City of Alexandria.

ATTACHMENTS:

EDA Resolution Relating to CHAP (DOC)

Amended CHAP Guidelines (PDF)

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ALEXANDRIA ECONOMIC DEVELOPMENT AUTHORITY COUNTY OF DOUGLAS STATE OF MINNESOTA RESOLUTION NO. __________

A RESOLUTION MODIFYING THE CITY HOMESTEAD ASSISTANCE PROGRAM FOR THE CITY OF ALEXANDRIA

BE IT RESOLVED by the Board of Commissioners (the "Commissioners") of the Alexandria Economic Development Authority (the "Authority "), as follows: Section 1. Recitals. 1.01. The Authority previously established a City Homestead Assistance Program (the “CHAP”), established an area of operation, provided for the delegation of powers and duties and authorized the execution of Lender Contracts on July 22, 2002. 1.02. The Authority modified CHAP on April 1, 2003 to increase the loan amounts and to adjust the sale price. 1.03. It is proposed that the Authority modify its CHAP to further clarify the Introduction, Description and Guidelines to provide grants and to be complementary to the new adopted Housing Trust Fund described below. Section 2. Findings. 2.01. The Authority hereby finds that the modifications to CHAP promote the purposes of the Authority, as those purposes are defined in Minnesota Statutes, Sections 469.001 to 469.047, 469.124 to 469.134 and 469.090 to 469.108 (collectively the “Act”).

2.02. The Authority hereby finds and determines that when legally and financially possible CHAP should provide loans and grants that are complementary to the City’s Housing Trust Fund established by Ordinance No. 806. Section 3. Authorizations. 3.01. The Authority hereby approves and adopts the modifications to CHAP as described in the Amended Introduction, Description and Guidelines on Schedule A attached to this Resolution. 3.02. The President and Executive Director (the “Officers”) are hereby authorized to execute and deliver any contracts necessary and convenient to implement CHAP amended as of August ___, 2019.

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Adopted by the Commissioners of the Authority this ____ day of _____________, 2019. YES: NO: ABSENT: ___________________________________ President ATTEST: ___________________________________ Executive Director

CERTIFICATION I, Martin Schultz, Executive Director of the Alexandria Economic Development Authority, County of Douglas, Minnesota, hereby certify that the foregoing is a true and correct copy of Resolution No.__________ adopted by the Authority on the ______ day of ____________, 2019. ___________________________________ Executive Director

4825-8174-6337, v. 1

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SCHEDULE A

AMENDED INTRODUCTION, DESCRIPTION AND GUIDELINES CITY HOMESTEAD ASSISTANCE PROGRAM

CITY OF ALEXANDRIA, MINNESOTA AS OF FEBRUARY 18, 2003AUGUST ___, 2019

I. PROGRAM INTRODUCTION

The City Homestead Assistance Program (the “CHAP”) is a collaboration among the City of Alexandria (the “City”), its Economic Development Authority (the “Authority”), the Housing and Redevelopment Authority in and for the City of Alexandria (the “HRA”), Developers and Lenders designed to provide owner-occupied, single family home ownership opportunities to low and moderate income families. This goal can be accomplished by providing forgivablegrants and loans to assist in the purchase of owner-occupied, single family residential homes by low and moderate income families. CHAP will be available only for housing specifically designated byany owner occupied residences located withinthe City and may be used in conjunction with any other City, state or federal program.

II. PROGRAM DESCRIPTION

A. Developers shall present requests for tax increment financing assistance for the construction of owner-occupied, single family residential homes to the City and the Authority.

B. The City and the Authority shallmay adopt a tax increment financing plan (the “TIF Plan”) which shall designate certain potential parcels as eligible sites for owner-occupied, single family residential homes. In conjunction with the adoption of the TIF Plan, the City and the Authority shall establish a tax increment financing district (the “TIF District”) within which thecontains designated parcels shall be located. However, a CHAP loan or grant may be made to any eligible borrower for any qualified residence located within the City limits.

C. Potential borrowers shall make application with and be screened by the HRA. The HRA shall approve eligible borrowers (the “Borrowers”) and process and close the CHAP loans in accordance with the Lender Contract. and the qualification described below.

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D. Lender shall provide revenues to the Authority to assist in the purchase of owner-occupied, single family residential homes by the Borrowers.

E. Each loan shall be secured by a promissory note and a second mortgage on the real estate of the Borrower.

F. EachF. If a lender participates, then each loan shall be repaid by the Authority through tax increment receipts generated by the improvements constructed by the Developer within the TIF District.

G. The repayment terms between the Lender and the Authority and the repayment terms between the Authority and the Borrower shall be documented in the Lender ContractCHAP loans may be made to any qualified borrower to purchase an owner occupied residence located within the City.

III. PROGRAM GUIDELINES

A. LOAN REQUIREMENTS

The Authority shall approve all Lenders for participation in the CHAP. Lenders shall originate purchase money loans for the Borrower, secured by first mortgages and promissory notes, in accordance with standard underwriting criteria.

B. PROGRAM ADMINISTRATOR

1. The HRA will administer the CHAP and not charge fees to the Authority or the Lender in accordance with the Lender Contract. Any fees that the Lenders may charge Borrowers shall be described in the Lender Contract. The HRA shall also process CHAP loans in accordance with the Lender Contract.

2. The HRA will also process any Borrower loans and will coordinate with the City and EDA in making loans in which the proceeds are provided by the Housing Trust Fund described below.

C. QUALIFICATIONS

1. Income Limits: Borrowers’ family incomes, for purposes of qualifying the TIF District, cannot exceed the income requirements for qualified mortgage bond projects under section 143(f) of the Internal Revenue Code.

2. Underwriting: Borrowers must meet Lenders’ underwriting guidelines for financing single family homes or the requirements of the Housing Trust Fund contained in City Ordinances No. 806 as

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restricted by the Tax Increment Act contained in Minnesota Statutes Sections 469.174 to 469.1799.

3. Property Type: Owner occupied, single family, residential property located within the City.

4. Program Specifics: Borrowers may receive up to 5%the greater of $15,000 or 6% of the salessale price of a home. Thethe residence.CHAP may provide loans arewhich may be forgivable loans in accordance with the Lender Contractor grants.

D. SALES PRICE

For inclusion in the CHAP, the sales price of a homeresidence cannot exceed 25090% of the maximum income limits as described in C.1. aboveaverage area purchase price applicable to such residence.

E. ELIGIBLE LENDERS

Eligible Lenders are those Lenders who maintain offices within the City and who agree to adhere to the requirements of the CHAP and who execute a Lender Contract with the Authority.

F. LENDER CONTRACT

Each Lenders’ participation in the CHAP shall be governed by a contract with the Authority, which contract shall address the following issues at a minimum:

1. Borrower’s application fee;

2. term and interest rate of note;

3. payment obligation of the Authority

4. form of note, mortgage and other pertinent documents;

5. number of CHAP loans each Lender is allowed to make;

6. reporting requirements;

7. closing and recording issues; and

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8. title insurance.

G:\WPDATA\A\ALEX\24\DOCS\SCHEDULE A.DOC

4818-2899-9585, v. 1

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Updated: 9/19/2019 12:46 PM by Marty Schultz Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: Public Hearing Prepared By: Marty Schultz



Public Hearing and Resolution Adopting the 2020 Preliminary Budget and Tax Levy

Background

Attached are documents that summarize the 2020 Preliminary Budget and Tax Levy. The

budget document will be accompanied by an on-screen presentation at the meeting. Copies

of presentation slides will be sent to the City Council prior to the meeting.

I would like to express my appreciation to the City Council, Budget Committee, and staff for

their dedication to the crafting of this budget over the past five months.

This budget attachment contains the following information:

1) Resolution Adopting the Preliminary 2020 Budget and Tax Levy

2) Comparison of 2019 and 2020 budgets

3) 2016-2020 Tax Capacity and Tax Rate Comparison

4) Distribution of Proposed 2019 Property Tax Levy

5) Department Discussion Documents

The department discussion documents are mostly unchanged from what was provided as

background to the City Council at the August 22 work session.

Please note that the budget includes a reduction of $53,000 due to a one-time 8.3%

reduction in health insurance premiums. The City's positive claim experience has resulted

in a health insurance refund, which the City Council has elected to use to reduce the

premiums in 2020. Should the City Council wish to save the refund for future use, the levy

for 2020 would be an increase of 5.66%

Financial Impact

As a reminder, the adoption of the preliminary budget and tax levy fixes the maximum

property tax levy for 2020. The City Council can still adjust the budget and/or lower the

levy prior to the final adoption of the 2020 budget and tax levy. The Budget Committee will

continue meeting this fall and will report back to the City Council at a work session on

recommended changes to the proposed 2019 budget. The final adoption of the 2019 Budget

and Tax Levy (commonly known as the Truth-in-Taxation Hearing) will be considered at a public hearing at 7:15 p.m. on Monday, December 9, 2019.

Recommendation

Following the presentation and public hearing, staff recommends adoption of the attached resolution and action setting the truth-in-taxation hearing for Monday, December 9, 2019 at

7:15 p.m.

ATTACHMENTS:

Resolution Adopting the Preliminary Budget and Tax Levy (DOCX)

2019-2020 Budget (PDF)

2016-2020 Tax Capacity and Tax Rate Comparison (PDF)

Distribution of Property Tax Levy (DOCX)

Department Discussion Documents (PDF)

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RESOLUTION NO. 2019-

RESOLUTION ADOPTING THE PROPOSED BUDGET FOR THE CITY OF ALEXANDRIA FOR THE YEAR 2019 AND

ESTABLISHING THE TAX LEVY FOR THE YEAR PAYABLE IN 2020

BE IT RESOLVED, the City Council of the City of Alexandria, Minnesota, does ordain as follows:

1. The budget for the City of Alexandria for the calendar year 2020 is hereby adopted as hereinafter set forth, and funds are

hereby appropriated therefore.

GENERAL FUND

General Government 2,513,394

Police Protection 3,484,348

Fire Protection 438,717

Emergency Management 8,250

Animal Control 22,100

Public Works/Street 1,351,528

Engineering 85,000

Conservation of Health/Building 325,231

Recreation 84,000

Senior Center 15,000

Runestone Community Center 644,414

Public Works/Parks 766,960

Airport 185,200

TOTAL GENERAL FUND $9,923,872

2. Estimated receipts other than General Tax Levy are hereby established as hereinafter set forth.

GENERAL FUND

Franchise Tax & Delinquent Taxes $ 490,000

Licenses & Permits 489,500

Intergovernmental Revenue 1,893,910

Charges for Services 1,042,000

Fines & Forfeits 112,000

ALP – Payment in lieu of taxes 1,010,000

Other Financing Sources 160,040

Transfers 225,000

TOTAL ESTIMATED RECEIPTS $5,422,450

3. That there be levied upon all taxable real and personal property in the City of Alexandria, a tax rate sufficient to produce the

amounts hereinafter set forth.

NET TAX CAPACITY BASED LEVIES

General Fund $4,501,422

Firemen’s Relief Assn. 15,000

Debt Retirement 1,667,162

Employee Benefit 20,000

Plans and Studies 20,000

Alexandria Lakes Area Sanitary District

Interceptor Debt Retirement 612,948

Street Paving Program 70,000

Public Works Equipment Fund 140,000

Fire Equipment Fund 35,000

Police Equipment Fund 70,000

RCC Equipment Fund 30,000

Capital Improvement Fund 75,000

Airport Improvement Fund 25,000

IT Equipment Fund 50,000

TOTAL NET TAX CAPACITY BASED LEVIES $7,331,532

TOTAL CERTIFIED LEVY $7,331,532

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The City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Douglas County,

Minnesota.

ADOPTED by the City Council of the City of Alexandria, Minnesota this 23rd day of September, 2019, by the following vote:

YES:

NO:

ABSENT:

________________________________

Sara Carlson, Mayor

ATTEST:_____________________________________


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2019-2020 BUDGET COMPARISON9/23/2019

2019 BUDGET 2020 PRELIMINARY

General Government 2,375,258$ 2,513,394$ GENERAL GOVERNMENT DEPARTMENTS 2020Police 3,318,873$ 3,484,348$ Mayor & City Council 132,200Fire Protection 402,789$ 438,717$ Elections 42,000Emergency Management 8,250$ 8,250$ Administration 787,405Animal Control 22,100$ 22,100$ Assessor 200,376Street 1,342,403$ 1,351,258$ Legal 453,358Engineering 75,000$ 85,000$ Human Resources 138,466Storm Sewer Community Development 179,209Conservation of Health (Building) 300,641$ 325,231$ Community Development : Planning Comm 5,230Recreation (LAR) 82,500$ 84,000$ General Government 567,150Public Transit -$ Insurance-Damage claims 8,000Senior Center 12,500$ 15,000$ 2,513,394Runestone Community Center 625,480$ 644,414$ Parks 735,967$ 766,960$ Airport 181,880$ 185,200$ TOTAL GENERAL FUND BUDGET 9,483,641$ 9,923,872$

CAPITAL PROJECT, EQUIPMENT AND OTHER SPECIAL LEVIES

Firefighters' Relief Association 10,000$ 15,000$ Energy Savings Debt Retirement 214,778$ 222,602$ Debt Retirement 1,554,754$ 1,444,560$ RCC Floor Bond Tax Abatement -$ Employee Benefit 20,000$ 20,000$ Plans and Studies 20,000$ 20,000$ ALASD 530,000$ 612,948$ Street Paving Program 75,000$ 70,000$ Street Reconstruction Program 25,000$ Park and Recreation Development Fund -$ Public Works Equipment Fund 125,000$ 140,000$ Fire Equipment Fund 30,000$ 35,000$ Police Equipment Fund 60,000$ 70,000$ RCC Equipment Fund 25,000$ 30,000$ Airport Improvement Fund 25,000$ 25,000$ Capital Improvement Fund 75,000$ 75,000$ IT Equipment Fund 50,000$ 50,000$ OTHER LEVY TOTAL 2,839,532$ 2,830,110$

Total Budget 12,323,173$ 12,753,982$

Less Estimated Receipts Franchise & Delinquent Taxes 465,000$ 490,000$ Licenses & Permits 481,525$ 489,500$ Intergovernmental Revenue 1,849,279$ 1,893,910$ Charges For Services 1,031,068$ 1,042,000$ Fines & Forfeits 110,500$ 112,000$ ALP - Payment in lieu of taxes 1,020,000$ 1,010,000$ Other Revenues 152,000$ 160,040$ Transfers 225,000$ 225,000$

Total Receipts 5,334,372$ 5,422,450$

Total Certified Levy 6,988,801$ 7,331,532$ Percent Levy Change 3.91% 4.90%

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2016-2024 TAX CAPACITY AND TAX RATE COMPARISON

2016 2017 2018 2019 2020Total Tax Capacity 16,159,667 16,846,862 17,596,755 18,421,664 19,226,085Captured TIF Tax Capacity^ 950,894 1,045,854 1,087,931 1,122,792 1,138,596

JOBZ/BIO Tax Capacity 222,458Powerline 2,730 2,769 2,803 2,790 2,677

Taxable Tax Capacity 14,983,585 15,798,239 16,506,021 17,296,082 18,084,812

Net Property Tax Levy* 6,293,125 6,466,302 6,725,676 6,988,801 7,331,532

Average City Tax Rate 42.00% 40.93% 40.75% 40.41% 40.54%Percent Levy Change 4.49% 2.75% 4.01% 3.91% 4.90%City Tax on home with $150,000 TMV* $630.00 $613.96 $611.20 $606.10 $608.10City Tax on home with $154,500 TMV (3% increase) $626.34Home Value after 3% Increase $150,000.00 $154,500.00

City Tax on $300,000 commercial property $2,205.01 $2,148.85 $2,139.21 $2,121.36 $2,128.34

City Tax on $1,000,000 commercial property $8,085.02 $7,879.13 $7,843.76 $7,778.32 $7,803.90Tax Change (No Value Increase) -3.31% -2.55% -0.45% -0.83% 0.33%Tax Change (3% Residential Value Increase) -100.00% -100.00% -100.00% 3.34%TMV=Taxable Market ValueThe tax capacity for residential homestead property is 1.0% of value. The tax capacity for commercial property is 1.5% of value up to 150,000 and 2.0% for value over $150,000.

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DISTRIBUTION OF PROPOSED 2020 PROPERTY TAX LEVY

PROPOSED PROPERTY TAX LEVY $7,331,532

PROPERTY TAX LEVY SUPPORT TO THE GENERAL FUND $4,501,422

What does this mean for every dollar I pay to the City in property taxes?

How about if I own a house that is worth $150,000? Where does my money go?

My $1.00 (cents) Total City Taxes ($150,000 house)

Police 22.16 $134.77

Administration 10.49 $63.82

Parks 7.36 $44.73

Legal 6.17 $37.52

Assessor 2.73 $16.62

Fire 2.20 $13.37

Human Resources 1.89 $11.49

Mayor and Council 1.80 $10.97

General Government 1.70 $10.31

Runestone Community Center 1.11 $6.77

Community Development 1.05 $6.41

Engineering 0.68 $4.15

Elections 0.57 $3.48

Airport 0.49 $2.98

Recreation 0.33 $1.99

Animal Control 0.23 $1.41

Senior Center 0.20 $1.24

Insurance-Damage Claims 0.11 $0.66

Emergency Management 0.11 $0.68

Building 0.00 $0.00

Street 0.00 $0.00

How does the City pay for the rest of the operating expenses to run City government? The 2020 budget includes $5,422,450 in General Fund non-property tax revenue. This accounts for 54.6% of

the general fund. The largest single sources are Local Government Aid ($1,557,349) and payment in lieu of

taxes from the city-owned municipal utility (ALP Utilities). That amount is $1,010,000.

How does the City use the remainder of property tax revenue?

My $1.00 added up to only 61.4 cents. What happens to the rest of my dollar?

Capital Project Debt Retirement 22.74 $138.27

(Buildings, Streets, Utilities)

ALASD Capital Debt Retirement 8.36 $50.84

Equipment Funds (Police, Fire

Street, Airport, Public Works, IT) 5.80 $35.25

Street Paving 0.95 $5.81

Employee Benefit 0.27 $1.66

Plans and Studies 0.27 $1.66

Firefighter’s Relief Association 0.20 $1.24

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City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: Resolutions and Ordinances Prepared By: Marty Schultz



Resolution for Hearing on Proposed Assessment for the Kinkead Drive Street Improvements

Background

The City Council previously adopted a resolution setting a public hearing for the Kinkead

Drive Street Improvements for September 23, 2019. Due to a clerical error on my part, I

would ask that you adopt the attached resolution resetting the public hearing for October

14, 2019. I apologize for the error.

Financial Impact

None.

Recommendation

Adoption of the attached resolution setting the hearing.

ATTACHMENTS:

Second Resolution for Hearing on Proposed Assessments (DOCX)

9.1

Packet Pg. 70


RESOLUTION FOR HEARING ON PROPOSED ASSESSMENTS FOR THE KINKEAD DRIVE

STREET IMPROVEMENTS

WHEREAS, by Resolution No. 2019-48 passed by the Alexandria City Council on August 26, 2019, the

City Clerk was directed to prepare a proposed assessment of the cost of the Kinkead Drive Street

Improvements; and

WHEREAS, by Resolution No. 2019-49 passed by the Alexandria City Council on August 26, 2019, a

hearing was set to consider the proposed assessment on September 23, 2019; and

WHEREAS, due to a clerical error it is appropriate to hold the hearing on the proposed assessment on

October 14, 2019; and

WHEREAS, the City Clerk has notified the City Council that such proposed assessment has been

completed and filed in his office for public inspection.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ALEXANDRIA,

MINNESOTA:

1. A hearing shall be held at 7:20 p.m. on October 14, 2019 in the City Hall located at 704

Broadway to pass upon such proposed assessment. All persons owning property affected by

such improvement will be given an opportunity to be heard with reference to such assessment.

2. The City Clerk is hereby directed to cause a notice of hearing on the proposed assessment to

be published once in the official newspaper at least two weeks prior to the hearing, and he shall

state in the notice the total cost of the improvement. He shall also cause mailed notice to be

given to the owner of each parcel described in the assessment roll not less than two weeks prior

to the hearing.

3. The owner of any property in the City of Alexandria so assessed may, at any time prior to

certification of the assessment to the County Auditor, pay the whole of the assessment on such

property, with interest accrued to the date of payment, to the City Clerk, except that no interest

shall be charged if the entire assessment is paid within 30 days from the adoption of the

assessment. An owner may at any time thereafter, pay to the City Clerk the entire amount of

the assessment remaining unpaid, with interest accrued to December 31 of the year in which

such payment is made. Such payment must be made before November 15 or interest will be

charged through December 31 of the succeeding year.

ADOPTED by the City Council of the City of Alexandria, Minnesota on this 23rd day of September, 2019,

by the following vote:

YES:

NO:

ABSENT:

__________________________________

Sara Carlson, Mayor, City of Alexandria

ATTEST:_________________________________


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City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: Resolutions and Ordinances Prepared By: Marty Schultz



Resolution for Hearing on Proposed Assessment for the Deerwood Drive Sanitary Sewer Improvements

Background

The City Council previously adopted a resolution setting a public hearing for the Deerwood

Drive Street Improvements for September 23, 2019. As with the Kinkead Drive hearing,

there was a clerical error which makes it necessary to ask that the City Council adopt the

attached resolution resetting the public hearing for October 14, 2019. I apologize for the

error.

Financial Impact

None.

Recommendation

Adoption of the attached resolution setting the hearing.

ATTACHMENTS:

Second Resolution for Hearing on Proposed Assessments (DOCX)

9.2

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RESOLUTION FOR HEARING ON PROPOSED ASSESSMENTS FOR THE DEERWOOD

DRIVE SANITARY SEWER IMPROVEMENTS

WHEREAS, by Resolution No. 2019-50 passed by the Alexandria City Council on August 26, 2019, the

City Clerk was directed to prepare a proposed assessment of the cost of the Deerwood Drive Sanitary Sewer

Improvements; and

WHEREAS, by Resolution No. 2019-51 passed by the Alexandria City Council on August 26, 2019, a

hearing was set to consider the proposed assessment on September 23, 2019; and

WHEREAS, due to a clerical error it is appropriate to hold the hearing on the proposed assessment on

October 14, 2019; and

WHEREAS, the City Clerk has notified the City Council that such proposed assessment has been

completed and filed in his office for public inspection.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ALEXANDRIA,

MINNESOTA:

1. A hearing shall be held at 7:30 p.m. on October 14, 2019 in the City Hall located at 704

Broadway to pass upon such proposed assessment. All persons owning property affected by

such improvement will be given an opportunity to be heard with reference to such assessment.

2. The City Clerk is hereby directed to cause a notice of hearing on the proposed assessment to

be published once in the official newspaper at least two weeks prior to the hearing, and he shall

state in the notice the total cost of the improvement. He shall also cause mailed notice to be

given to the owner of each parcel described in the assessment roll not less than two weeks prior

to the hearing.

3. The owner of any property in the City of Alexandria so assessed may, at any time prior to

certification of the assessment to the County Auditor, pay the whole of the assessment on such

property, with interest accrued to the date of payment, to the City Clerk, except that no interest

shall be charged if the entire assessment is paid within 30 days from the adoption of the

assessment. An owner may at any time thereafter, pay to the City Clerk the entire amount of

the assessment remaining unpaid, with interest accrued to December 31 of the year in which

such payment is made. Such payment must be made before November 15 or interest will be

charged through December 31 of the succeeding year.

ADOPTED by the City Council of the City of Alexandria, Minnesota on this 23rd day of September, 2019,

by the following vote:

YES:

NO:

ABSENT:

__________________________________

Sara Carlson, Mayor, City of Alexandria

ATTEST:_________________________________


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City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Administration Alexandria, MN 56308 Category: Authorize to Execute Agreement Prepared By: Marty Schultz



Amendment to Development Agreement with Veterans Memorial Committee

Background

Veterans Memorial Park has asked the City to reduce the liability insurance required in the

agreement from $1,500,000 to $1,000,000. It is our understanding that the insurance

required by the City comes in increments of $1,000,000. Due to the unique partnership

involved with this project, staff is amenable to the insurance requirement being set at

$1,000,000 rather than $2,000,000.

The City Attorney's Office has prepared the attached amendment for consideration.

Financial Impact

None.

Recommendation

Motion directing the City Administrator to sign the attached agreement.

ATTACHMENTS:

Development Agreement - Vet Memorial - amendment - 9-3-19 (DOCX)

9.3

Packet Pg. 74

AMENDMENT TO DEVELOPMENT AGREEMENT

THIS AMENDMENT is made effective this ____ of _____________, 2019, by and

between the City of Alexandria, a Minnesota municipal corporation, 704 Broadway, Alexandria,

Minnesota 56308 (City); and Veteran’s Memorial Park, a Minnesota nonprofit corporation, P.O.

Box 733, Alexandria, Minnesota 56308 (Developer).

RECITALS

A. City and Developer entered into a Development Agreement dated February 25,

2019 (Development Agreement) related to construction of a Veteran’s Memorial Park in the City

of Alexandria, Minnesota.

B. Pursuant to Section C.3. of the Development Agreement, Developer or its

contractor is to obtain Certificate of Insurance providing for a minimum of $1,500,000 in liability

insurance plus workers compensation.

C. Developer has requested the City reduce the insurance requirement and the City is

willing to permit such on the following terms and conditions.

AGREEMENT

NOW, THEREFORE, it is agreed as follows:

1. Section C.3. of the Development Agreement is hereby deleted in its entirety and the

following substituted in its place:

Additional Conditions of Construction. Given that the Developer has already secured

funding sufficient to pay for the Project, the Developer shall not be required to maintain a

performance bond. However, the Developer or its contractor shall be required to maintain

a Certificate of Insurance naming the City and its Agents as additional insured. The

Certificate of Insurance shall provide for a minimum of $1,000,000 in liability insurance

plus workers compensation. The Developer shall ensure that no Mechanic’s Liens or

liens of any other type are filed against the City property or the Project. All volunteer

labor or “in kind” labor shall be provided to the Developer and shall not be supervised by

the City. Workers shall work for the Developer or its contractors and shall not be

employees or volunteers of the City.

2. Except as expressly modified by this agreement the Lease shall remain in full force and

effect

[Signature page to follow]

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IN WITNESS WHEREOF, the City and Developer have caused this agreement to be signed as of the date

and year first above written.

CITY OF ALEXANDRIA

By_________________________________

Martin Schultz, City Administrator

VETERAN’S MEMORIAL PARK

By_________________________________

Gabriel J. Pipo, Its Chair Person

9.3.a

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Amendment to Construction Agreement with LRP Construction Services Inc.

Background

LRP Construction Services Inc. has asked the City to reduce the liability insurance required

in the agreement from $1,500,000 to $1,000,000. As with the Veterans Memorial Park

agreement, staff does not have an objection to the request.

The City Attorney's Office has prepared the attached amendment for consideration.

Financial Impact

None.

Recommendation

Motion directing the City Administrator to sign the attached agreement.

ATTACHMENTS:

Construction Agreement - Amendment - 9-3-19 (DOCX)

9.4

Packet Pg. 77

AMENDMENT TO DEVELOPMENT AGREEMENT

THIS AMENDMENT is made effective this ____ of _____________, 2019, by and

between the City of Alexandria, a Minnesota municipal corporation, 704 Broadway, Alexandria,

Minnesota 56308 (City); and LRP Construction Services, Inc., a Minnesota corporation, 3251

69th Str NW, Garfield, Minnesota 56332 (“Contractor”).

RECITALS

A. City and Contractor entered into a Construction Contract dated July 22, 2019

(Construction Contract) related to construction of a restroom located within Veteran’s Memorial

Park to be constructed in the City of Alexandria, Minnesota.

B. Pursuant to Section 5 of the Construction Contract, Contractor is to obtain

Certificate of Insurance providing for a minimum of $1,500,000 in liability insurance plus workers

compensation.

C. Contractor has requested the City reduce the insurance requirement and the City is

willing to permit such on the following terms and conditions.

AGREEMENT

NOW, THEREFORE, it is agreed as follows:

1. Section 5 of the Construction Contract is hereby deleted in its entirety and the following

substituted in its place:

Insurance/Bond. Contractor agrees to keep in force statutory workers’ compensation

insurance. Additionally, the Contractor shall maintain liability coverage for all work

covered under the Contract naming the City as an additional insured in at least the

amount of $1,000,000 aggregated and $500,000 for each occurrence. Contractor further

agrees to make, execute, and deliver to the City a performance bond executed by a surety

company authorized to do business in this state in the sum of $208,780 for the use of the

City and of all persons doing work or furnishing skill, tools, machinery, materials, or

insurance premiums under or for the purpose of this Contract, to secure the faithful

performance of this Contract by the Contractor and to be conditioned as required by

Minn. Stat. § 574.26 to 574.32.

2. Except as expressly modified by this agreement the Lease shall remain in full force and

effect

[Signature page to follow]

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IN WITNESS WHEREOF, the City and Contractor have caused this agreement to be signed as of the date

and year first above written.

CITY OF ALEXANDRIA

By_________________________________

Martin Schultz, City Administrator

LRP CONSTRUCTION SERVICES, INC.

By_________________________________

Larry R. Puls, Its President

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Authorization to Execute Eighth Amendment to Ground Lease Related to Annual Rental Rates (MBA-Alexandria, LLC)

Background

On February 21, 1980, the City entered into a ground lease with Terteling Trust No. 7 for

property that was then part of the Alexandria Airport. The lease term is for a period of fifty

(50) years commencing on June 11, 1979 and ending on June 10, 2029.

The ground lease allowed Terteling Trust to construct a building for the Eagle Aircraft

Corporation. The building use and tenants have changed several times over the years.

Previous tenants have included Dombakraft and ITW Heartland. Douglas Machine has been

leasing the building since 2013. The building and grounds have been well kept by the

lessee.

The ground lease has also been assigned several times since 1980. The first assignment

was to Dombakraft, Ltd in 1993, then to Thypin Steel Co. In 1996 and finally to MBA-

Alexandria, LLC in 1997. The property subject to the ground lease is no longer considered

part of the Alexandria Airport. There is, however, access provided to the south gate of the

airport through the property.

A unique feature of the original ground lease was that rent was fixed at $500 annually for

the first 20 years of the lease. Beginning with the 21st lease year, the City and Lessor must

agree to terms in five-year intervals. There was significant discussion over the terms of the

lease in the mid-2000's, with the City and MBA-Alexandria, LLC eventually ending up in

arbitration to settle the matter. In 2009, Richard Thypin, representing MBA-Alexandria, LLC

and Jim Taddei amicably negotiated the terms for a five-year interval that included an

annual increase to rent based on five-year changes in the Consumer Price Index.

I have been in contact with Richard Thypin, and he has agreed to the terms of the attached

Eighth Amendment to Ground Lease. The annual increase is once again based on the

historical increase in the Consumer Price Index, which was an average of 1.5% from 2013-

2018. The payments for the proposed period will increase from $14,850 to $15,755.

In 2015, there was some discussion with Mr. Thypin regarding the possibility of extending

the lease. Mr. Thypin has stated again his desire for the City to consider a long-term lease

extension which would provide the security for building improvements to take place. In

return for the extension, the City would seek an increase in the current annual lease

payments.

The current lease states that in 2029 the lessee shall remove the building within three

months of the expiration of the lease. The City has the option at that time of buying the

building if they can agree on a price with the lessee.

Staff recommends that the City Council authorize execution of the attached eighth

amendment and direct staff to pursue negotiations to extend the term of the lease.

Financial Impact

The increase in rental rates will provide a small increase in revenue.

9.5

Packet Pg. 80

Action Item (ID # 4241) Meeting of September 23, 2019


Recommendation

Motion authorizing the City Administrator to execute the Eighth Amendment to Ground

Lease Relating to Annual Rental Rates and directing staff to pursue a long-term lease

extension with the lessee.

ATTACHMENTS:

Draft Eighth Amendment to Ground lease (DOCX)

9.5

Packet Pg. 81

EIGHTH AMENDMENT TO GROUND LEASE

RELATED TO ANNUAL RENTAL RATES

THIS EIGHTH AMENDMENT TO GROUND LEASE (this amendment) is made and entered

into effective June 11, 2019, to amend paragraph III (Lease Term and Rental Rate) under the Ground Lease

Agreement dated February 21, 1980, originally between the City of Alexandria, Minnesota, as Lessor and

J.L. Terteling, J.N. Terteling and C.E. Terteling (Lessees), and as amended on February 20, 1992,

September 21, 1992, July 25, 2000, January 17, 2001, December 3, 2007, October 1, 2009, and May 27,

2015.

WHEREAS, the undersigned MBA-Alexandria, LLC, a Delaware limited liability company is the

Assignee of the Lessees’ interest by virtue of the Assignment and Assumption of Ground Lease and Leases

dated February 12, 1997, which covers the property.

NOW, THEREFORE, in consideration of the Mutual Covenants herein contained and the

covenants contained in the original Lease, and its amendments, and other good and valuable consideration,

the receipt and sufficiency of which is hereby acknowledged, the parties hereby agree as follows:

The terms and conditions of article III of the February 21, 1980, Lease are hereby amended to read

as follows:

III. Lease Term and Rental Rate.

The term of this Lease shall be for a period of 50 years commencing on the 11th day of

June, 1979, and ending on the 10th day of June, 2029. The rental rate for the first 20 years

of the Ground Lease shall be Five Hundred and No/100 Dollars per year payable to the

Lessor on or before the first day of each Lease year.

The rental rate for the period from June 11, 2019 to June 10, 2020 shall be $14,850.00; the

rental rate from June 11, 2020 to June 10, 2021 shall be $15,070.00; the rental rate from

June 11, 2021 to June 10, 2022 shall be $15,295.00; the rental rate from June 11, 2022 to

June 10, 2023 shall be $15,525.00; and the rental rate from June 11, 2023 to June 10, 2024

shall be $15,755.00, each payable to the Lessor on or before the first date of each Lease

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year, except for the payment for the 2019-20 lease term, which shall be paid on or before

November 15, 2019.

Except as herein amended, all remaining terms of paragraph III of the initial Lease and all

amendments to the Lease shall remain in full force and effect and shall be continued to be applicable to all

renewal periods provided during the remaining term of this Lease Agreement.

IN WITNESS WHEREOF, the parties have set their hands and seals the day first above written.

Dated: _________________, 2019. LESSOR:

THE CITY OF ALEXANDRIA

By:________________________

Its City Administrator

Subscribed and sworn to before me

This _____ day of _____________, 2019.

Dated: _________________, 2019. LESSOR:

MBA-ALEXANDRIA, LLC

By:________________________

Its Manager

Subscribed and sworn to before me

This _____ day of _____________, 2019.

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PLANNING COMMISSION MEETING

MINUTES ● SEPTEMBER 16, 2019




1. CALL TO ORDER

Under the procedures established by the Commission on October 1, 1973, the minutes of

the August 19, 2019 meeting were approved.


Deb Parrott Chairperson Present

Adam Barnett Commission Member Present

Chris Huether Commission Member Present

Kris Chisholm Commission Member Present

Todd Jensen Commission Member Present

Tyler Notch Commission Member Absent

Susan Anderson Commission Member Present

2. 7:00 PM - PUBLIC HEARING - NEW LIFE CHRISTIAN CHURCH - CONDITIONAL USE PERMIT

1. C-19-013 - Conditional Use Permit - New Life Christian Church

This application seeks to expand existing conditional use permits and allow the

construction of a building addition including classrooms, youth area, multi-purpose

area, stage area, and garage for the existing New Life Christian Church building

along with accessory parking areas.

Authority: This application is authorized under City Code Section 10.11,

Subdivision 4.C and Section 10.06, Subdivision 4.A.

Location: The site is located at 1910 County Road 82 SE., on the southwest corner

of County Road 82 and Rosewood Lane.

Background: New Life Christian Church has received previous conditional use

permits for construction of and additions to the church and related facilities. The

conditions from these prior approvals have all been satisfactorily met.

Access: The site will continue to be accessed by both County Road 82 and

Rosewood Lane. No additional or revised access is sought.

Landscaping: The building addition itself does trigger the City’s landscaping

requirements. A landscaping plan providing additional boulevard and site trees, will

be required and should be a condition of approval of this request.

Utilities: No change is contemplated to the existing utilities. (Note that ALASD

may impose its Wastewater Treatment Expansion Fee. This fee is separate from any

City fees.)

Parking: The City’s zoning ordinance requires 1 paved/striped stall for every four

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Minutes Planning Commission September 16, 2019


seats in the worship area. The site presently provides 123 stalls. The proposal

provides an additional 36 stalls for a total of 159 stalls, which will meet the

requirement for a worship area seating of 636 persons. The present seating in the

worship area consists of 280 seats, so the parking is more than adequate.

Drainage: The existing site is comprised of nearly two city blocks - approximately

182,000 square feet. There is a substantial addition of impervious surface as a

result of this project (an additional 0.76 acres of impervious) which may require

some on-site detention. The final drainage plan will be reviewed as part of the

building permit process.

Multiple Parcels: Note that the church property is comprised of two separate

parcels. At one time, these parcels were required to remain separate, since they

were platted in two different subdivisions (“Hicks Outlot”, and “Darveaux”).

However, improvements to the County’s system for tracking have now made it

possible to combine them, and such combination should be a condition of approval

since it will eliminate the internal property line and thus a potential building code or

setback issue.

Recommendation: Since it appears that this project meets or exceeds the relevant

provisions of the Alexandria City Code, and assuming satisfactory dialogue with the

applicant regarding the required parking, staff recommends approval of C-19-013 as

presented, based upon the Findings of Fact and with the conditions as noted on the

enclosed Conditional Use Permit Analysis.

Mike Weber, City Planner, reviewed the application with the Commission and

introduced Larry Puls with LRP Construction, project manager. Mr. Puls explained the

project to the Commission. We plan on expanding our current facility to

accommodate the increase in youth participation at the church. With our youth and

the youth who come over from other churches it can be quite tight. The larger multi-

use facility will allow them to play basketball and other games inside, while keeping

them on site in a safe environment. There will also be an addition to the parking

area.

Commission Member Barnett asked if the additions will be done in three phases.

Mr. Puls indicated it will be done in two phases. Phase one includes the addition to

the fellowship hall and the multi-use space. Phase two includes a kitchen remodel

and addition to the worship space.

Mr. Weber asked if there will be additional seating in the worship center.

Mr. Puls commented about 600 seats total.

Mr. Weber confirmed that the proposed parking will be adequate to support this

request.

Chairperson Parrott asked when construction is scheduled to start.

Mr. Puls commented with the amount of rain recently received and the weather

starting to cool down, they will probably have to wait until spring.

Mr. Weber talked about the existing parcels. Currently there are two parcels; one for

the parking lot and one where the church sits. The parcels are owned by two

separate entities - Alexandria Christian Church (the former church name) and New

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Life Christian Church (the new/present church name). These parcels should be

combined into one. If that is not possible then a condition would be added that the

parcels need to be formally adjoined. That way the two parcels could not travel

independently and one cannot be conveyed without the other one.

Randy Hansen, Elder with New Life Christian Church commented there was a name

change in the past and this must have been overlooked. We can correct it through

board action and put both of them under the New Life Christian Church name.

Chairperson Parrott commented the property line goes right through the proposed

parking lot.

Mr. Weber indicated the new parking lot is on the separate parcel. If the parcels

cannot be combined, the Commission could decline this conditional use permit

request or approve part of it and ask for a separate conditional use permit for what

would technically be offsite parking.

Commission Member Jensen asked if they can continue to work toward their addition

and just make it a condition of the permit.

Mr. Hansen commented he will get to work on this immediately.

Mr. Weber recommended Mr. Hansen go to the County Assessor’s office and fill out

the paperwork.

Commission Member Anderson confirmed it’s pretty easy to make that change and is

fairly simple to do so.

Commission Member Barnett asked about the impervious in the parking lot. Is that

Class 5 on the east side now, and will the paving of that area be considered as

additional impervious?

Pete Sarberg, City Engineer, confirmed that they have already submitted a drainage

report, utility, and civil plans. A construction storm drainage plan is also in place. The

Class 5 is considered as impervious.

Chairperson Parrott opened the hearing for public comment.

Hearing no comments, Chairperson Parrott closed the public hearing.

Mr. Weber also commented that the expansion of the school does not require any

additional parking.

Following further discussion a motion was made to approve Conditional Use Permit

(C-19-013) submitted by New Life Christian Church, based on the Findings of Fact:

1. The request is consistent with the City’s Comprehensive Plan = Institutional 2. The request meets land area and setback requirements.

3. The request will not depreciate the surrounding area.

4. The request is consistent with the character of the surrounding area. 5. Existing or proposed utilities adequate to accommodate the request.

6. Existing or proposed streets adequate to handle the request with CSAH 82 existing.

7. The request will not place any undue financial burden on the City.

AND, with the following conditions:

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1. Building permit required.

2. One (1) parking stall per four seats. 3. Any exterior lighting to be hooded and directed away from public streets.

4. Final drainage plan to be reviewed by city engineer.

5. Landscape plan and combine parcels.

RESULT: APPROVE & REFER [UNANIMOUS] Next: 9/23/2019 7:00

PM

MOVER: Adam Barnett, Commission Member

SECONDER: Todd Jensen, Commission Member

AYES: Barnett, Huether, Chisholm, Jensen, Anderson

ABSENT: Notch

3. 7:10 PM - PUBLIC HEARING - GABE ANDERSON - CONDITIONAL USE PERMIT

1. C-19-014 - Conditional Use Permit - Gabriel Anderson Dba Anderson Building Movers

This application requests a conditional use permit to allow the movement of a

principal building within the City Limits. This application is required by City Code

Section 5.03, Subd. 5.D.

Location: The property is located at 717 Oak Street.

Notification: Minnesota Statutes 462.357, Subd.3 requires that notice of the

required public hearing be given to the owners of property located within 350 feet of

the project site.

Access: The site is accessed via both Oak Street and the alleyway to the rear

(east). A right of way permit will be required to construct the necessary driveway.

Utilities: The site is served by municipal water and public sanitary sewer both

located in the public street right of way (Oak Street). Connection of the structure to

public utilities will be a condition of this permit.

Drainage: Contour maps show the site to slope gradually towards the east. Final

drainage plans will be reviewed during the building permit plan review.

Setbacks: The required setbacks for a principal structure are: 30’ front and rear

yard (or the average of the principal structures on the adjacent parcels) and 10’ on

each side. The proposal meets these requirements.

Zoning: The site and the surrounding area are zoned R-1, “Single-Family

Residential”. Use of the structure as a single-family dwelling is allowed as a

permitted use in this district.

Recommendation: Staff recommends approval of C-19-014, subject to the

conditions as noted on the enclosed Conditional Use Permit Analysis.

Mr. Weber reviewed the application with the Commission and introduced the

applicant, Gabe Anderson with Anderson Building Movers. Mr. Anderson works in

partnership with Anderson Building Movers. They recently purchased a house near

the hospital and would like to set it on a foundation at 717 Oak Street. The lot is

vacant since the house that was there was demolished several years ago. Once

complete, they plan on reselling the house.

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Commission Member Jensen asked Mr. Anderson what the timeframe is for getting

the house moved in and in place on the new foundation.

Mr. Anderson commented as soon as you say yes. He would like to schedule concrete

and get the foundation in before it freezes. The goal is to get the foundation in as

soon as possible, if weather permits. The house is currently a 3 bedroom, 1-1/2 bath

home. The basement will accommodate more bedrooms and another bath with a

walkout basement. The goal was to find a light neighborhood where it would fit in,

and he believes that is the case.

Mr. Weber confirmed the building permit application has been submitted and is ready

to go. If the Commission recommends approval and the City Council approves this

application at their meeting next Monday night, the permit can be issued as soon as

Tuesday morning.

Commission Member Jensen asked Mr. Sarberg about the drainage on this site.

Mr. Sarberg commented the drainage review is part of the building permit process

and will be reviewed at that time.

Mr. Weber also commented that the house set-back is 30 feet from the property line

or the average of the adjacent home. The applicant could have only gone back much

less than they are planning and he appreciates the applicant not doing that.

Chairperson Parrott asked if a garage will also be added.

Mr. Anderson indicated they have an inventory lot in Paynesville with a few garages

to choose from. If one doesn’t work on the site, they will construct a new one.



Following further discussion a motion was made to approve Conditional Use Permit

(C-19-014) submitted by Gabriel Anderson dba Anderson Building Movers, based on

the Findings of Fact:

1. The request is consistent with the City’s Comprehensive Plan = Residential 2. The request meets land area and setback requirements.

3. The request will not depreciate the surrounding area, with the applicant replacing

previous driveway.

4. The request is consistent with the character of the surrounding area, with residential

neighborhood. 5. Existing or proposed utilities adequate to accommodate the request.

6. Existing or proposed streets adequate to handle the request with Oak Street existing.




2. Connection to utilities as per ALP/ALASD. 3. Final drainage plan to be reviewed by city engineer.

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RESULT: APPROVE & REFER [UNANIMOUS] Next: 9/23/2019 7:00

PM

MOVER: Todd Jensen, Commission Member

SECONDER: Chris Huether, Commission Member

AYES: Barnett, Huether, Chisholm, Jensen, Anderson

ABSENT: Notch

4. ADJOURNMENT

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Unanimously adjourned at 7:18 PM

_________________________________

Brenda Johnson, Secretary

Attest: _________________________________

Deb Parrott, Chairperson

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Updated: 9/12/2019 3:41 PM by Brenda Johnson Page 1

Planning Commission Meeting: 09/23/19 07:00 PM 704 Broadway Department: Planning Commission Alexandria, MN 56308 Category: Report Prepared By: Brenda Johnson

SCHEDULED Department Head: Mike Weber

REPORT (ID # 4229) DOC ID: 4229

C-19-013 - Conditional Use Permit - New Life Christian Church

This application seeks to expand existing conditional use permits and allow the construction

of a building addition including classrooms, youth area, multi-purpose area, stage area, and

garage for the existing New Life Christian Church building along with accessory parking

areas.

Authority: This application is authorized under City Code Section 10.11, Subdivision 4.C

and Section 10.06, Subdivision 4.A.

Location: The site is located at 1910 County Road 82 SE., on the southwest corner of

County Road 82 and Rosewood Lane.

Background: New Life Christian Church has received previous conditional use permits for

construction of and additions to the church and related facilities. The conditions from these

prior approvals have all been satisfactorily met.

Access: The site will continue to be accessed by both County Road 82 and Rosewood Lane.

No additional or revised access is sought.

Landscaping: The building addition itself does trigger the City’s landscaping requirements.

A landscaping plan providing additional boulevard and site trees, will be required and should

be a condition of approval of this request.

Utilities: No change is contemplated to the existing utilities. (Note that ALASD may

impose its Wastewater Treatment Expansion Fee. This fee is separate from any City fees.)

Parking: The City’s zoning ordinance requires 1 paved/striped stall for every four seats in

the worship area. The site presently provides 123 stalls. The proposal provides an

additional 36 stalls for a total of 159 stalls, which will meet the requirement for a worship

area seating of 636 persons. The present seating in the worship area consists of 280 seats,

so the parking is more than adequate.

Drainage: The existing site is comprised of nearly two city blocks - approximately 182,000

square feet. There is a substantial addition of impervious surface as a result of this project

(an additional 0.76 acres of impervious) which may require some on-site detention. The

final drainage plan will be reviewed as part of the building permit process.

Multiple Parcels: Note that the church property is comprised of two separate parcels. At

one time, these parcels were required to remain separate, since they were platted in two

different subdivisions (“Hicks Outlot”, and “Darveaux”). However, improvements to the

County’s system for tracking have now made it possible to combine them, and such

combination should be a condition of approval since it will eliminate the internal property

line and thus a potential building code or setback issue.




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Report (ID # 4229) Meeting of September 23, 2019




If you have any questions or require further information regarding this matter, please do

not hesitate to contact me.

HISTORY:

09/16/19 Planning Commission APPROVE & REFER

This application seeks to expand existing conditional use permits and allow the construction

of a building addition including classrooms, youth area, multi-purpose area, stage area, and

garage for the existing New Life Christian Church building along with accessory parking

areas.

Authority: This application is authorized under City Code Section 10.11, Subdivision 4.C

and Section 10.06, Subdivision 4.A.

Location: The site is located at 1910 County Road 82 SE., on the southwest corner of

County Road 82 and Rosewood Lane.

Background: New Life Christian Church has received previous conditional use permits for

construction of and additions to the church and related facilities. The conditions from these

prior approvals have all been satisfactorily met.

Access: The site will continue to be accessed by both County Road 82 and Rosewood Lane.

No additional or revised access is sought.

Landscaping: The building addition itself does trigger the City’s landscaping requirements.

A landscaping plan providing additional boulevard and site trees, will be required and should

be a condition of approval of this request.

Utilities: No change is contemplated to the existing utilities. (Note that ALASD may

impose its Wastewater Treatment Expansion Fee. This fee is separate from any City fees.)

Parking: The City’s zoning ordinance requires 1 paved/striped stall for every four seats in

the worship area. The site presently provides 123 stalls. The proposal provides an

additional 36 stalls for a total of 159 stalls, which will meet the requirement for a worship

area seating of 636 persons. The present seating in the worship area consists of 280 seats,

so the parking is more than adequate.

Drainage: The existing site is comprised of nearly two city blocks - approximately 182,000

square feet. There is a substantial addition of impervious surface as a result of this project

(an additional 0.76 acres of impervious) which may require some on-site detention. The

final drainage plan will be reviewed as part of the building permit process.

Multiple Parcels: Note that the church property is comprised of two separate parcels. At

one time, these parcels were required to remain separate, since they were platted in two

different subdivisions (“Hicks Outlot”, and “Darveaux”). However, improvements to the

County’s system for tracking have now made it possible to combine them, and such

combination should be a condition of approval since it will eliminate the internal property

line and thus a potential building code or setback issue.






Mike Weber, City Planner, reviewed the application with the Commission and introduced

Larry Puls with LRP Construction, project manager. Mr. Puls explained the project to the

Commission. We plan on expanding our current facility to accommodate the increase in

youth participation at the church. With our youth and the youth who come over from other

churches it can be quite tight. The larger multi-use facility will allow them to play basketball

10.2

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and other games inside, while keeping them on site in a safe environment. There will also

be an addition to the parking area.

Commission Member Barnett asked if the additions will be done in three phases.

Mr. Puls indicated it will be done in two phases. Phase one includes the addition to the

fellowship hall and the multi-use space. Phase two includes a kitchen remodel and addition

to the worship space.

Mr. Weber asked if there will be additional seating in the worship center.

Mr. Puls commented about 600 seats total.

Mr. Weber confirmed that the proposed parking will be adequate to support this request.

Chairperson Parrott asked when construction is scheduled to start.

Mr. Puls commented with the amount of rain recently received and the weather starting to

cool down, they will probably have to wait until spring.

Mr. Weber talked about the existing parcels. Currently there are two parcels; one for the

parking lot and one where the church sits. The parcels are owned by two separate entities -

Alexandria Christian Church (the former church name) and New Life Christian Church (the new/present church name). These parcels should be combined into one. If that is not

possible then a condition would be added that the parcels need to be formally adjoined.

That way the two parcels could not travel independently and one cannot be conveyed

without the other one.

Randy Hansen, Elder with New Life Christian Church commented there was a name change

in the past and this must have been overlooked. We can correct it through board action and

put both of them under the New Life Christian Church name.

Chairperson Parrott commented the property line goes right through the proposed parking

lot.

Mr. Weber indicated the new parking lot is on the separate parcel. If the parcels cannot be

combined, the Commission could decline this conditional use permit request or approve part

of it and ask for a separate conditional use permit for what would technically be offsite

parking.

Commission Member Jensen asked if they can continue to work toward their addition and

just make it a condition of the permit.

Mr. Hansen commented he will get to work on this immediately.

Mr. Weber recommended Mr. Hansen go to the County Assessor’s office and fill out the

paperwork.

Commission Member Anderson confirmed it’s pretty easy to make that change and is fairly

simple to do so.

Commission Member Barnett asked about the impervious in the parking lot. Is that Class 5

on the east side now, and will the paving of that area be considered as additional

impervious?

Pete Sarberg, City Engineer, confirmed that they have already submitted a drainage report,

utility, and civil plans. A construction storm drainage plan is also in place. The Class 5 is

considered as impervious.



Mr. Weber also commented that the expansion of the school does not require any additional

parking.

Following further discussion a motion was made to approve Conditional Use Permit (C-19-

013) submitted by New Life Christian Church, based on the Findings of Fact:

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1. The request is consistent with the City’s Comprehensive Plan = Institutional

2. The request meets land area and setback requirements.

3. The request will not depreciate the surrounding area.

4. The request is consistent with the character of the surrounding area.

5. Existing or proposed utilities adequate to accommodate the request.

6. Existing or proposed streets adequate to handle the request with CSAH 82 existing.




2. One (1) parking stall per four seats.

3. Any exterior lighting to be hooded and directed away from public streets.


5. Landscape plan and combine parcels.

ATTACHMENTS:

New Life Christian Church (PDF)

SKM_C45819091710560 (PDF)

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Planning Commission Meeting: 09/23/19 07:00 PM 704 Broadway Department: Planning Commission Alexandria, MN 56308 Category: Report Prepared By: Brenda Johnson


REPORT (ID # 4230) DOC ID: 4230

C-19-014 - Conditional Use Permit - Gabriel Anderson Dba Anderson Building Movers

This application requests a conditional use permit to allow the movement of a principal

building within the City Limits. This application is required by City Code Section 5.03, Subd.

5.D.


Notification: Minnesota Statutes 462.357, Subd.3 requires that notice of the required

public hearing be given to the owners of property located within 350 feet of the project site.

Access: The site is accessed via both Oak Street and the alleyway to the rear (east). A

right of way permit will be required to construct the necessary driveway.

Utilities: The site is served by municipal water and public sanitary sewer both located in

the public street right of way (Oak Street). Connection of the structure to public utilities will

be a condition of this permit.

Drainage: Contour maps show the site to slope gradually towards the east. Final drainage

plans will be reviewed during the building permit plan review.

Setbacks: The required setbacks for a principal structure are: 30’ front and rear yard (or

the average of the principal structures on the adjacent parcels) and 10’ on each side. The

proposal meets these requirements.

Zoning: The site and the surrounding area are zoned R-1, “Single-Family Residential”. Use

of the structure as a single-family dwelling is allowed as a permitted use in this district.

Recommendation: Staff recommends approval of C-19-014, subject to the conditions as

noted on the enclosed Conditional Use Permit Analysis.

If you have any questions or require further information regarding this matter, please do

not hesitate to contact me.

HISTORY:

09/16/19 Planning Commission APPROVE & REFER

This application requests a conditional use permit to allow the movement of a principal

building within the City Limits. This application is required by City Code Section 5.03, Subd.

5.D.


Notification: Minnesota Statutes 462.357, Subd.3 requires that notice of the required

public hearing be given to the owners of property located within 350 feet of the project site.

Access: The site is accessed via both Oak Street and the alleyway to the rear (east). A

right of way permit will be required to construct the necessary driveway.

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Utilities: The site is served by municipal water and public sanitary sewer both located in

the public street right of way (Oak Street). Connection of the structure to public utilities will

be a condition of this permit.

Drainage: Contour maps show the site to slope gradually towards the east. Final drainage

plans will be reviewed during the building permit plan review.

Setbacks: The required setbacks for a principal structure are: 30’ front and rear yard (or

the average of the principal structures on the adjacent parcels) and 10’ on each side. The

proposal meets these requirements.

Zoning: The site and the surrounding area are zoned R-1, “Single-Family Residential”. Use

of the structure as a single-family dwelling is allowed as a permitted use in this district.

Recommendation: Staff recommends approval of C-19-014, subject to the conditions as

noted on the enclosed Conditional Use Permit Analysis.

Mr. Weber reviewed the application with the Commission and introduced the applicant, Gabe

Anderson with Anderson Building Movers. Mr. Anderson works in partnership with Anderson

Building Movers. They recently purchased a house near the hospital and would like to set it

on a foundation at 717 Oak Street. The lot is vacant since the house that was there was

demolished several years ago. Once complete, they plan on reselling the house.

Commission Member Jensen asked Mr. Anderson what the timeframe is for getting the

house moved in and in place on the new foundation.

Mr. Anderson commented as soon as you say yes. He would like to schedule concrete and

get the foundation in before it freezes. The goal is to get the foundation in as soon as

possible, if weather permits. The house is currently a 3 bedroom, 1-1/2 bath home. The

basement will accommodate more bedrooms and another bath with a walkout basement.

The goal was to find a light neighborhood where it would fit in, and he believes that is the

case.

Mr. Weber confirmed the building permit application has been submitted and is ready to go.

If the Commission recommends approval and the City Council approves this application at

their meeting next Monday night, the permit can be issued as soon as Tuesday morning.

Commission Member Jensen asked Mr. Sarberg about the drainage on this site.

Mr. Sarberg commented the drainage review is part of the building permit process and will

be reviewed at that time.

Mr. Weber also commented that the house set-back is 30 feet from the property line or the

average of the adjacent home. The applicant could have only gone back much less than

they are planning and he appreciates the applicant not doing that.

Chairperson Parrott asked if a garage will also be added.

Mr. Anderson indicated they have an inventory lot in Paynesville with a few garages to

choose from. If one doesn’t work on the site, they will construct a new one.



Following further discussion a motion was made to approve Conditional Use Permit (C-19-

014) submitted by Gabriel Anderson dba Anderson Building Movers, based on the Findings

of Fact:

1. The request is consistent with the City’s Comprehensive Plan = Residential

2. The request meets land area and setback requirements.

3. The request will not depreciate the surrounding area, with the applicant replacing

previous driveway.

4. The request is consistent with the character of the surrounding area, with residential

neighborhood.

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5. Existing or proposed utilities adequate to accommodate the request.

6. Existing or proposed streets adequate to handle the request with Oak Street existing.




2. Connection to utilities as per ALP/ALASD.


ATTACHMENTS:

Gabriel Anderson (PDF)

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Updated: 9/18/2019 4:06 PM by Marty Schultz Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: Planning Department Alexandria, MN 56308 Category: Report Prepared By: Mike Weber



Viking Plaza Revolving Loan Fund Request

Background

The Budget Committee is meeting on Friday, September 20 to consider this application.

With the next Council meeting not until October 14, staff felt it was appropriate to include

this application on the September 23 agenda. The project involves $2.6 million in

remodeling for new tenant space at Viking Plaza shopping center, as well as parking lot and

other site work. A Revolving Loan Fund Project Analysis is attached, as is a copy of the

City's current RLF Guidelines.

Financial Impact

The City's general Revolving Loan Fund is projected to have a balance of approximately

$588,040 on September 30, 2019, not including the repayments received from existing

loans. There is sufficient capital available to make this loan. The applicant is responsible

for all closing costs, including legal, title, recording, registration tax and other costs.

Recommendation

Recommend approval of the RLF request from Viking Plaza Realty Group, in the amount of

$200,000, for a term of fifteen years (180 months) at an interest rate of 5.25%.

ATTACHMENTS:

VP Revolving LF App 2019 (PDF)

rlfpavikingplaza0919 (DOCX)

RLF Guidelines - 02-13-18 (PDF)

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CITY OF ALEXANDRIA

REVOLVING LOAN FUND

PROJECT ANALYSIS

Project Name: Viking Plaza

Project Location: 3015 TH 29 South (Viking Plaza Shopping Center)

Total Project Cost: $2.6 million

Amount Requested From City: $200,000

Other Funds: Private funds, investors, GAIN ($200,000)

Use of RLF Funds: Construct/remodel tenant space, parking lot and other site work.

Loan Security: Junior collateral interest in the property to be improved

RLF Loan Rate: 5.25% (Current WSJ Prime Rate)

Requested Loan Term: Fifteen years (180 months).

Jobs to be Created: Fifty-five to one-hundred-twenty-five new jobs added to existing

staff, although this loan is not tied to any job creation goals since it is not a

manufacturing loan.

Recommended Conditions: Approval as requested, with a loan term of 180 months,

interest rate of 4.6%, secured by a junior collateral position mortgage in the property to

be improved.

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CITY OF ALEXANDRIA

REVOLVING LOAN FUND GUIDELINES

Applicant Eligibility/Project Location: The project must be located within the City of

Alexandria, and be a conforming use in the residential, commercial or industrial zoning

district in which the business is located. Residential – fee title owner. If rental, occupant of

property income must be below Section 8 income limits. Commercial – fee title or contract

for deed owner. Industrial – fee title owner

Loan Amount: Residential – 70% of property value, not to exceed 50% of project costs and

RLF loan not less than $5000. Commercial - $200,000 maximum or 50% of the project cost,

whichever is less, RLF loan not less than $5000. Industrial - $200,000 maximum or 50% of

the project cost, whichever is less, RLF loan not less than $5000 and RLF loan not in excess

of $10,000 per job created by project.

Type of Loan: Direct loans.

Eligible Costs: Residential – Building and site improvements, utility services and demolition.

Commercial – Acquisition for demolition, building rehabilitation, building demolition and

public facilities. Industrial – Land, building, machinery, equipment, working capital,

relocation, demolition and public facilities.

Loan Terms: Equal to or less than the private financing, but in no case longer than 180

months.

Loan Interest Rate: To match private financing. If no private financing, the City’s rate will be

the then-current WSJ Prime Rate.

Priority: Residential – emergency improvements, health and safety improvements, plumbing,

electrical and heating code improvements, energy code improvements, building exterior

improvements and site improvements. Commercial – building rehabilitation, public

facilities/improvements, building demolition and acquisition for demolition. Industrial –

expansion of existing industry, creation of new business, building demolition, job creation,

job retention, building rehabilitation, equipment, acquisition, public facilities and working

capital.

Loan Servicing: All loan and legal fees are paid by the applicant.

Loan Approval: Reviewed by City Budget Committee with final approval by City Council.

Funds released by City Administrator after approval of private financing.

Loan Position: Loan will be in a junior collateral position to the primary source of project

financing.

Loan Security: All revolving fund loans will be secured by a mortgage taken on the property

to be improved.

Miscellaneous: Applications will be received on a first-come, first-served basis. Private

financing may consist of owner equity, bank or other financial institution financing and/or

other public/semi-public (non-City) financing.

Loan Guideline Policy: These Revolving Loan Fund guidelines may be modified or waived by

the Alexandria City Council on a case-by-case basis, upon recommendation of approval by the

City’s Budget Committee, in instances demanding appropriate action to address unusual

circumstances or unanticipated conditions or opportunities.

Adopted: 10/10/89, Revised: 5/10/93, 10/98, 2/12/18

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Updated: 9/18/2019 3:05 PM by Tim Schoonhoven Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: City Engineer Alexandria, MN 56308 Category: Engineer Agreement Prepared By: Tim Schoonhoven

SCHEDULED Department Head: Tim Schoonhoven


Second Revised Engineering Agreement for 18Th Avenue

Background

As you know, the City has been moving ahead with the 18th Avenue Improvement Project

between Broadway and Nokomis. This project was originally scheduled for construction in

2020. The entire project, including the 18th Avenue West portion, is now scheduled for

2021 construction.

The original engineering agreement for this project was approved at the January 14, 2019

City Council meeting. A revised agreement to add the design work for an Intersection

Control Evaluation was approved at the May 28, 2019 City Council meeting. Tonight's

agreement has been revised to add the removal and realignment of 18th Avenue West

between Fillmore Street and Broadway.

The City has been in discussion with MnDOT for several months regarding the configuration

of the intersection of 18th Avenue and Broadway. MnDOT initially expressed their concern

about 18th being an offset intersection and was looking to restrict turning movements to

the west leg. The proposed realignment is the result of a significant amount of discussion.

In the end, we were able to reach an agreement whereby the City will receive an additional

$200,000 in federal aid to construct this street with additional funds (approximately

$144,000) being available as Municipal State Dollars. There are several steps to this process

including a functional classification change and a redistribution of state aid mileage for this

roadway segment. The City and MnDOT will work together in partnership on these additional

steps.

We are also working with MnDOT on the relocation of the 17th Avenue traffic signal to 18th

Avenue. This signal relocation, along with the associated sidewalk extensions was part of a

the Local Partnership Program MnDOT grant application. The City received an award of

$404,000 from this grant. There will be a separate engineering agreement for this work and

it will be bid as a separate contract.

Financial Impact

The total project cost is estimated at $2,610,220 broken down as follows:

18th Avenue, Fillmore to Broadway $343,960

18th Avenue, Broadway to Nokomis $1,642,080

Broadway Signal and Sidewalks $610,780

Intersection Control Evaluation $13,400

Total Project Cost $2,610,220

The funding for the project is broken down as follows:

Local Partnership Program $404,000

STIP Federal Funding $960,000

Stormwater Utility $257,400

Municipal State Aid, Construction $988,820

Total Funding $2,610,220

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Action Item (ID # 4231) Meeting of September 23, 2019


Recommendation

Motion to approve the Second Revised Confirmation of Request for Engineering Services

dated September 16, 2019 for the 18th Avenue, Fillmore to Broadway (TH 29) to Nokomis

Street.

ATTACHMENTS:

Engineering Agreement, Dated 9-16-2019 (PDF)

18th Avenue West Exhibit (PDF)

Prelim Engrs Est, 18th Avenue, Broadway to Nokomis (PDF)

Prelim Engineers Est, 18th Avenue, Fillmore to Broadway (PDF)

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Updated: 9/19/2019 8:40 AM by Tim Schoonhoven Page 1

City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: City Engineer Alexandria, MN 56308 Category: Obtain Quotes Prepared By: Tim Schoonhoven



18Th Avenue West Right of Way Acquisition

Background

The City will need to obtain right-of-way as part of the 18th Avenue West reconstruction

project. The limits of this right-of-way acquisition are shown on the attached exhibit. The

total area is approximately 10,645 square feet. Since this project will be paid in-part with

federal dollars, it is necessary to follow the federal guidelines for property acquisition. These

guidelines are quite involved and include a number of steps that must be followed

sequentially throughout the process. I have discussed this issue with the City Administrator

and City Attorney and our recommendation is to seek quotes from a professional firm for

this effort. There are firms that specialize in this type of property acquisition.

Financial Impact

None at this time. Ultimately, this work will be included in part of the overall project cost

and is eligible for reimbursement with Municipal State Aid funds.

Recommendation

Motion to direct staff to seek quotes to assist the City with the federal process of right-of-

way acquisition for the 18th Avenue West project.

ATTACHMENTS:

18th Avenue West Right-of-way needs (PDF)

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City Council Meeting: 09/23/19 07:00 PM 704 Broadway Department: City Engineer Alexandria, MN 56308 Category: Report Prepared By: Tim Schoonhoven



Project Update

Background

City Engineer Tim Schoonhoven will update the Council on the status of the on-going public

improvement projects.

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Agenda

Alexandria Airport Commission Meeting

Thursday, September 12, 2019

12:00 PM

Regular Meeting

Call Meeting to Order

REGULAR MEETING

Approval of August Minutes

Petitions, Requests, Communications

Reports

Grounds and Runway Reports

Equipment Reports

Hangar Report

Unfinished Business

Bellanca Building

Tree Removal

o MnDot Inspection

o GPS Approaches

New Business

Private Hangar Request/Locations

CIP Review

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August Minutes

The August Airport Commission meeting was held August 8, 2019 at 12pm in the airport conference

room. Present was Airport Manager Kreg Anderson, Commissioners Don Clobes, Rod Karrow and Dave

Benson, Kim Srock, Dan Barber, Nick Koos, Matt Zitzow (over phone).

Approval of Minutes

Minutes from the July meeting were approved and seconded.

Petitions, Requests, Communications

Kreg reported a communication from a member of the American Legion about transferring the

sponsorship of the T-33 on the pedestal at the airport’s entrance from the American Legion to the City.

Both this member and Commissioner Karrow recall this being something brought up by former Council

Member Batesole, but nobody else had heard any news. Kreg is to look into at City Hall for details.

Reports

Hangar waiting list remains at 36.

Unfinished Business

City Council approved the Purchase Agreement and Bill of Sale with Bellanca Aerospace at the July 22nd

council meeting, with a change to a $75,000 security and 6o days to close the agreement.

Matt Zitzow of TKDA presented a package for assisting with tree removal concerning both MnDot’s 5010

inspection due in 2020 and GPS approach development. Each package consisted of about $40,000 worth

of work, 90% which would be refundable to FAA, 5% to the State, and 5% to the City. The commission

agreed to approve the work related to Runways 4 and 13 and the GPS approach development. The

Commission held off on recommending Runways 22 and 31 as there were questions if previous manager

Todd Roth performed some tree removal in 2017 just after the last inspection.

New Business

No movement on T-hangar project, Kreg continues to try and reach out to the program manager.

Kreg shared some preventive repairs to be performed on the Jet A fuel tank. Westmor will add sacrificial

anodes to prevent future corrosion of fuel tanks. It was discussed about replacing the fuel tanks and

pumps and is something to be review in the CIP for September’s meeting.

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ALEXANDRIA STORMWATER MANAGEMENT COMMITTEE

Alexandria City Hall

August 20, 2019

ATTENDANCE Members Present: Jim Scott, Dwain Schuette, Gail Kulp, Tom

Klemenhagen, Ben Zehrer, Mark West

Members Absent: Tim Bayerl

Staff Present: Dane Bosl, Pete Sarberg, Laura Hagstrom, Tim

Schoonhoven

CALL TO ORDER The meeting of the Alexandria Stormwater Management Committee was

held on Tuesday, August 20, 2019 with Vice Chairmen Klemenhagen

calling the meeting to order at 5:00 p.m.

APPROVE AGENDA Motion by Scott, Second by Zehrer to approve the agenda. Motion

carried.

APPROVE MINUTES Motion by Schuette, Second by Scott to approve the minutes from the

7/16/19 meeting. Motion carried.

FINANCIAL REPORT The SMC budget for 2019 was distributed and discussed.

OLD BUSINESS None.

NEW BUSINESS A. Delmar Jantzen, 1106 Birch Avenue. Bosl informed the committee

that he hired a liquid manure pump company to pump out the water

from Jantzen’s property. The pumping was complete within 10

hours. Sarberg will contact Jerry Haggenmiller to request a wetland

marker.

B. Keith Tvrdik, 1905 34th Avenue W. Schoonhoven informed the

committee that their recommendation to reimburse Tvrdik for the

installation of the interior perimeter drain tile was presented to the

Mayor and City Administrator and denied. Bayerl informed Tvrdik’s

sister, Karen, of the decision. Ditches around the property have been

cleaned and Sarberg will request Haggenmiller to mark the wetland

to the south of Tvrdik’s residence.

C. Hazel Hill Road & Rosewood Lane Study. Hagstrom informed the

committee that the draining area contributing to the low point

northwest of the Hazel Hill Road and Rosewood Lane intersection is

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0.23 square miles, according to USGS Stream Stats. The SMC has

shown interest in constructing a water quality pond in this location.

It was believed that the property was for sale, but it is unclear if it

currently is. The Douglas County Water Quality Legacy Fund

(WQLF) group is currently accepting project proposals for funding.

Motion by Kulp, Second by West for WSN to prepare the application

on behalf of the SMC for a stormwater pond that would help reduce

sediment entering Lake Victoria. Motion carried.

D. MPCA MS4 Audit. Hagstrom informed the committee that the City

of Alexandria was selected for random audit of their MS4 program.

The audit will take place on August 29th.

ADJORNMENT There being no further business, Motion by Zehrer, Second by Scott to

adjourn the meeting at 5:30 p.m. Motion carried.

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