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11-08-2010 CCM• MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, NOVEMBER 8, 2010 Members Present: Acting Mayor Westgaard, Councilmembers Gumphrey, Motin, and Zerwas Members Absent: Mayor K]inzing Staff Present: City Administrator Lori Johnson, City Engineer Justin Femrite, Police Chief Jeffrey Beahen, Finance Director Tim Simon, Street Superintendent Phil Hals, Arena Manager Rich Czech, Liquor Operations Manager Dave Potvin, Assistant Finance Director Lori Ziemer, Accountant Lori Stich, Wastewater Chief Operator Gary Leirmoe, and Executive Secretary/Deputy City Clerk Jessica Miller 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:37 p.m. by Acting Mayor Westgaard. 2. Consider Council Agenda MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY • COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA. MOTION CARRIED 4-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. SPECIAL EVENT PERMIT -ELK RIVER HIGH SCHOOL NATIONAL HONOR SOCIETY FOR 5K WALK/RUN WITH THE FOLLOWING CONDITIONS: 1. NO PAINT ALLOWED ANYWHERE ON TRAILS. CHALK OR CONES MAYBE USED. 2. IF USING A VEHICLE ON THE TRAILS IT MUST BE CLEARLY MARKED AS A SPECIAL EVENT VEHICLE AND EXTREME CAUTION MUST BE USED. 3. ANY OTHER REQUIREMENTS SET FORTH BY THE PARKS AND RECREATION DEPARTMENT. MOTION CARRIED 4-0. 4. Open Mike No one appeared for open mike. • City Council Minutes Iii ovember 8, 2010 Page 2 5.1. GASB 54 Accounting Changes • Mr. Simon reviewed his staff report. He also presented a PowerPoint on the Government Accounting Standards Board (GASB) Statement No. 54 outlining fund balance reporting and government fund type definitions. Andy Berg, Abdo, Eick, and Meyers -indicated that the change is mainly in the reporting standard and that internally things will be handled the same. He added that it makes the process more transparent. Consensus of the Council was to put this item on an upcoming consent agenda for final approval. 5.2. 2011 - 2015 Capital Improvement Plan ~CIP), Mr. Simon presented the staff report. Street Improvement Be.rerve Fund Discussion took place on whether or not it was feasible to complete the trail along Proctor between Salk and 194" along with Sherburne County's project in that area. Mr. Femrite indicated that the city's trail project is an off-road trail and is separate from what the County will be doing. He stated that he will have conversations with the County to see if the trail can be included as an add-on to their project. He noted that he has spoken to the County about completing the surveying for the trail project while they axe surveying for their construction project. Discussion was also held on the city applying for a grant to complete the project. • Municipal State Aid Mr. Femrite presented his staff report. Councilmember Westgaard questioned if 18.25 miles of streets can be logistically seal coated by the street department in a year. Mr. Hals indicated that he does believe it can be done. He added that it would be a stretch for the crew, but as the program progresses it is hoped that the streets will require less maintenance which would allow additional time for seal coating. Councilmember Gumphrey questioned if there are large projects the city should be saving the MSA funding for. Mx. Femrite explained that there are none proposed at this time. He added that when the State Aid balance exceeds three times a city's allocation the funding allocation will be reduced. He noted that a State Aid Maintenance allocation of 25% is consistent with other cities. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO INCREASE THE CITY'S STATE AID ALLOCATION FROM THE EXISTING 5% REQUEST TO THE MAXIMUM 25% ALLOWED. MOTION CARRIED 5-0. Government Building Ke.rerve Fund Mr. Hals reviewed the status of the Public Works Master Plan. Ice Arena • Mr. Czech reviewed the Ice Arena Capital Improvement Plan for 2012-2016. • City Council Minutes November S, 2010 5.3.A. Enterprise Funds (Liquor and Wastewater Mr. Simon presented the staff report. i~artewater Mr. Leirmoe reviewed the wastewater goals for 2011. Page 3 Discussion took place on abandoning the River Line. Mr. Femrite indicated he intends to research the history of the project. Council consensus was that discussions with affected residents need to begin sooner rather than later. Liquor Mr. Potvin reviewed the liquor operations goals for 2011. He discussed replacing the lighting at Northbound Liquor with energy-efficient lighting in 2010. He stated that the cost per fixture is approximately $400 after rebates from Elk River Municipal Utilities. Council consensus was to move forward with replacing the lighting as discussed. 5.3. Budget Ms. Johnson reviewed her staff report. Councilmember Gumphrey indicated that he has no problem delaying the General Fund Capital Outlay items as outlined in the memo, but he would like to see aback-up plan to fund the items if LGA is not received. Council indicated they would like to have the Volunteer Recognition return to a full dinner event. Consensus was to include an additional $3,000 in the budget for the Volunteer Recognition Dinner. Purchasing computers for Council use was also discussed. Consensus of the Council was to hold off on purchasing the computers at this time and to reconsider if LGA is received. 5.4. Discuss Police Chief Selection Process Ms. Johnson reviewed her staff report. Chief Beahen explained that it is important to have a chief in place quickly. He stated that there are two extremely qualified internal candidate interested in the position, either of who could easily transition into the chief position. Council consensus was to look at promoting an internal candidate. Discussion took place on an interview panel. It was decided that Councilmember Zerwas will serve as the Council representative on the committee because of his experience in law enforcement. Having a chief from a neighboring community participate in the committee was also discussed. Chief Beahen indicated that Sheriff Brott and/or Chief Baloun from Becker would be good choices for the committee. Councilmember Zerwas indicated he would like this process to move quickly. He suggested an interim chief be appointed in the next two weeks and for the Council to be in a position to hire an internal candidate on December 6. City Council Minutes November 8, 2010 Page 4 Councilmember Gumphrey added that he would like to see at least two candidates for the • position and would be interested in opening up to external candidates if both internal candidates do not apply. It was noted that hiring an internal candidate also opens up promotion opportunities for other employees within the department. 5.5. Council Open Forum Councilmember Zerwas indicated he will be out of town early next week and will not be at Monday's meeting. He stated he will review the TH10 and TH 169 plans that will be discussed at next week's meeting and will email Ms. Johnson will any concerns. Councilmember Motin provided an update on Phase II of the Northstar Commuter Rail. He stated that the train extending to St. Cloud is currently on hold. 6. Other Business There was no other business. 7. Council Updates There were no Council updates. 8. Staff Updates • There were no staff updates. 9. Adjournment There being no further business, Acting Mayor Westgaard adjourned the meeting of the Elk River City Council at 9:00 p.m. Minutes prepared by Jessica Miller. Tina Allard, City Clerk Stepha ~ Klinzing, Mayo