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3.1. DRAFT MINUTES 03-07-2011DRAFT MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, FEBRUARY 14, 201 I Members Present: Mayor Dietz, Councilmembers Gumphrey, Motin, Westgaard, and Zerwas Members Absent: None Staff Present: City Administrator Lori Johnson, Finance Director Tim Simon, City Engineer Justin Femrite, Assistant Street Superintendent Mark Thompson, Police Chief Bradley Rolfe, Ice Arena Manager Rich Czech, Recreation Manager Steve Benoit, Park Maintenance Supervisor Rodney Schreifels, ERMU Director of Operations Troy Adams, and Recording Secretary Jennifer Johnson Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:40 p.m. by Mayor Dietz. 2. Consider Council Agenda Ms. Johnson requested two additional items be added to the agenda; the first being Approval to Promote Patrol Sergeant and the second to Consider Special Council Meeting for Tuesday, February 22. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA. MOTION CARRIED 5-0. 3. Open Mike No one appeared for open mike. Approval to Promote Patrol Sergeant Chief Rolfe presented the staff report. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO AUTHORIZE THE PROMOTION OF DARKEN MCKERNAN TO PATROL SERGEANT AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. 4.1 Ice Arena Addition/Renovation Mr. Czech presented the staff report. He asked the council for approval to move forward by hiring the 292 Group and have them prepare conceptual drawings for the arena renovations. John Barth, Elk River High School Activities Director and Dale Martin, Ice Arena Commissioner, were also present. Mr. Martin stated the ice arena commission is in support of this. Mr. Barth stated the school district and Dr. Bezek are interested in being involved in Ciry Council Minutes February 14, 2011 Page 2 discussions regarding any arena expansion and/or improvements and stated he couldn't provide specific financial support. He stated the lobby and locker rooms are issues that need a makeover as well as overall improvements. He stated the makeover would provide more opportunities to host events. Tom Betty, an architect from the 292 Design Group, was available to answer questions. After discussion, council agreed that the current infrastructure needs reconstruction and updates, and would like the school district to be involved in the process including providing financial support. Updates to the ice arena would provide more ice opportunities to more participants and generate more revenue. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO AUTHORIZE THE 292 DESIGN GROUP TO PREPARE A CONCEPTUAL STUDY OF THE ICE ARENA BUILDING AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. 4.2. Architect for Public Works/Parks/Fleet Maintenance Project Mr. Simon presented the staff report. Pamela Bakken Anderson, an architect from the 292 Design Group, was also present to answer questions. She answered questions about daylight modeling and energy modeling, as they are things that aren't typically included with regular buildings. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD FOR APPROVAL TO CONTRACT FOR ARCHITECTURAL SERVICES WITH 292 DESIGN GROUP IN THE AMOUNT OF $337,500 FOR THE PUBLIC WORKS/PARKS/FLEET MAINTENANCE FACILITY PROJECT AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. 4.3.A. 193~d Avenue and Xavier Street Mr. Femrite presented the staff report. He is requesting council approval for the installation of a 4-way stop condition at the intersection of 193 Avenue and Xavier Street. Aaron Rasmus, 19298 Xavier Street, addressed the council with his concerns regarding an increase in traffic speeds and accidents along 193~d Avenue. Council expressed frustration with having to place a stop sign on a road that was designed to be a thoroughfare. The process of designing this road was a difficult one and a lot of compromise was done in the process. The placement of a stop sign at this location would slow traffic but prevent more accidents and provide a safer roadway due to poor sight lines. The council discussed putting a stop sign also at Tyler & 193rd Avenue but it was decided that this location did not warrant a 4-way stop. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN APPROVING THE PLACEMENT OF A FOUR WAY STOP SIGN AT THE INTERSECTION OF 193 AVENUE AND ZANIER STREET AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. City Council Minutes Page 3 February 14, 2011 4.3.B. River Line Proiect Mr. Femrite presented the staff report. He stated there were now 14 properties in Phase I of this project and of the 14 properties, 5 owners were also the property owners in 1988 and 1989 when the sewer line was originally put in the front. Assessments were from $337.00 to $550.00 which was calculated based on the area of their lot. A new trunk sewer was assessed to all properties within that trunk sewer district. They were not assessed directly for the laterals that were stubbed up to their properties. Property owners were informed in 1988 that they would eventually need to connect to city. Phase I and II improvements will ultimately need to be completed on the property at the expense of the property owner. An easy conversion (no trees obstructing and the line would run out the front of the property) would cost approximately $5,000. A more complicated conversion could cost approximately $10,000. Mr. Femrite went on to explain the conversations he had with Mr. Simon and SEH and discussed possible grant opportunities that would help property owners pay for the private property improvements. In one instance, the grant would pay for 80% of the improvements based on income guidelines. He suggested staff notify the affected property owners by mail of the potential necessary improvement and host an open house to explain the project and timeline, and assist property owners on the process of locating a contractor. He suggested a 3=d party survey also be sent to affected property owners. Ms. Johnson stated the City can no longer maintain the river line and the concern is from a health and safety standpoint. Council requested that staff proceed with communicating with affected property owners, setting up an open house to explain the process, and putting together a survey to ask property owners their thoughts in order to being the project in 2012. 4.4. Grant Update Mr. Benoit and Mr. Schreifels reviewed grants currently being sought by various departments per the staff report. Council approved moving ahead with the Water and Storage Project (Hillside City Park), Athletic Field Lighting Project (Youth Athletic Complex), and improvements to the Fishing Pier (Lake Orono Park). Mr. Simon reviewed the Solar Thermal Heat/Reheating Project (City Hall) and Solar Lighting Project (Great Northern Trail). He stated they are still deciding whether or not to move ahead with these projects as they only received two bids and there was a huge variance in the bid amounts. The bids are currently being examined by Building Maintenance Supervisor Gary Lore. Mr. Femrite reviewed the Wastewater Treatment Plant Effluent Reuse Grant information per the staff report. Ms. Johnson reviewed the status of the Baily Point grant process with the Minnesota Land Trust. She submitted a preliminary application for grant funds which received approval to move to the next step. Final grant submission is due March 31 but one issue that came up involves the Lions Park grant. An audit in 2009 revealed an issue with the Boys and Girls Club being an ineligible operation on park land and until the issue is resolved, the City is not eligible for this grant. One way to resolve this issue would be to acquire additional park land prior to purchasing Baily Point. The other way would be deduct the value of the property that is leased by the Boys and Girls Club from any future grant proceeds that we would City Council Minutes Page 4 February 14, 2011 ----------------------------- receive from Baily Point. An appraisal of the building is required. If the value of the building is less than $25,000 a local realtor could do the appraisal. She is requesting council approval to obtain an appraisal to determine the value of the footprint of the building only. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE OBTAINING AN APPRAISAL OF THE FOOTPRINT OF THE BOYS AND GIRLS CLUB BUILDING AT A COST NOT TO EXCEED $2,000. MOTION CARRIED 5-0. 4.5. Review Reserve Funds Mr. Simon presented the staff report. He reviewed all of the special revenue and capital project funds the City maintains. 4.6. Transmission Line Investment -verbal update Ms. Johnson and Mr. Adams gave an update of the Transmission Line Investment possibility. They noted that this item will be discussed in detail at the March 7 joint meeting of the Council and Elk River Municipal Utilities Commission. Addition to the Agenda: Consider Special Meeting for Tuesday, Februarv 22.2011 Ms. Johnson presented the staff report. A special meeting needs to be called due to the change in location to Lions Park Center. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE CALLING A SPECIAL MEETING FOR TUESDAY, FEBRUARY 22, 2011 AT 5:30 P.M. AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. 4.7. Council Open Forum Mayor Dietz stated one of the topics that he has been receiving from employee feedback is that there are no employee get-togethers. He's wondering if the council would be interested in organizing a summertime picnic and have it be potluck at an area park where families could come. The Council agreed that the idea should be explored. 5. Other Business No was no other business. 6. Council Updates Councilmember Motin asked if anyone else would be attending the Chamber of Commerce meeting "Juice Up Your Morning" on Friday, Feb. 25. Councilmember Zerwas stated he would also attend. 7. Staff Updates There were no staff updates. City Council Minutes February 14, 2011 Adjournment Page 5 There being no further business, Mayor Dietz adjourned the meeting of the Elk River Ciry Council at 8:50 p.m. Minutes prepared by Jennifer Johnson. Tina Allard, City Clerk John J. Dietz, Mayor ¢;.~r ~ ~ ~d +l~~ MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL TUESDAY, FEBRUARY 22, 201 I Members Present: Mayor Dietz (5:50 p.m.), Councilmembers Zerwas, Motin, and Westgaard Members Absent: Councilmember Gumphrey Staff Present: Various Department Heads and Division Managers attended the worksession. Call Meeting To Order 2. 3. 4. Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 5:35 p.m. by Acting Mayor Motin. Consider 2/22/2011 Agenda Acting Mayor Motin requested to pull Item 3.5. from the Consent agenda. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 3-0. Consider Consent Agenda A revised fire contract was distributed and it was noted that the contract had a sentence that was accidently left out. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1 COUNCIL MINUTES. ^ FEBRUARY 7, 2011 REGULAR. ^ FEBRUARY 7, 2011 CLOSED. 3.2. CHECK REGISTER AS OUTLINED IN THE STAFF REPORT. 3.3. CONTRACT FOR FIREFIGHTING SERVICES. 3.4.A. RESOLUTION 11-06 SUPPORTING A GRANT APPLICATION TO THE MINNESOTA DEPARTMENT OF NATURAL RESOURCES FOR THE FEDERAL RECREATIONAL TRAIL PROGRAM. 3.4.B. RESOLUTION 11-07 SUPPORTING A GRANT APPLICATION TO THE MINNESOTA DEPARTMENT OF NATURAL RESOURCES FOR AN OUTDOOR RECREATION APPLICATION. MOTION CARRIED 3-0. Open Mike No one appeared for Open Mike. City Council Minutes Page 2 February 22, 2011 ----------------------------- 5.1. Northstar Corridor Development Authority Members MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPOINT COUNCILMEMBER MOTIN TO THE NORTHSTAR CORRIDOR DEVELOPMENT AUTHORITY AND MAYOR JOHN DIETZ AS THE ALTERNATE. MOTION CARRIED 3-0. 5.2. Consider Date/Time for Board of Appeal and Equalization Meeting MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO CALL A SPECIAL MEETING OF THE BOARD OF APPEAL AND EQUALIZATION FOR APRIL 27, 2011, 6:30 P.M., AT THE SHERBURNE COUNTY GOVERNMENT CENTER. MOTION CARRIED 3-0. 3.5. 171ST Area AUAR and Preliminar~ngineering Request for Proposal Acting Mayor Motin questioned the level of advertising exposure for the Request for Proposal. It was consensus of the Council to include the Request for Proposal on the League of Minnesota Cities website. 6. Vision and Goals Jermaine Davis lead the Council and staff on the next phase of the city visioning and goal setting process and provided guidance on haw to continue to move forward in the future. 7. Other Business There was no Other Business. 8. Council Updates There were no Council Updates. 10. Staff Updates Parks and Recreation Director Update Ms. Johnson stated 113 applications were received for the Parks and Recreation Director position. She stated a Councilmember representative is needed for the interview committee. Mayor Dietz volunteered. He suggested that the City of Ramsey Parks and Recreation Director be on the committee as long as he is not an applicant. Council decided staff should narrow the candidates to 15 for the committee to review. Consensus was to bring two candidates back to Council with a recommendation from the committee on a candidate. 11. Adjournment City Council Minutes Page 3 February 22, 2011 ----------------------------- There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 9:30 p.m. Tina Allard, City Clerk John J. Dietz, Mayor