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04-11-2011 CCMMEETING OF THE ELK RIVER CITY COUNCIL • HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, APRIL I I, 201 I Members Present: Mayor Dietz, Councilmembers Gumphrey (6:32 p.m.), Motin, Westgaard, and Zerwas Members Absent: None Staff Present: City Administrator Lori Johnson, Police Chief Bradley Rolfe, Police Captain Ron Nerenhausen, Fire Chief T. John Cunningham, Wastewater Chief Operator GaryLeirmoe, Finance Director Tim Simon, Parks Supervisor Rodney Schreifels, ERMU Director of Operations Troy Adams, Mechanic Bob Mahutga, 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 6:30 p.m by Mayor Dietz. 2. Consider Council Agenda The following items were added for discussion under other business: • Parks and Recreation Director update ^ Police Officer Position MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 4-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. TRANSIENT MERCHANT LICENSE FOR ELIZABETH HANSON TO SELL FLOWERS FROM THE PARKING LOT OF CHARLIE BROWN'S SHELL STATION, 335 LOWELL AVENUE, ON HOLIDAY WEEKENDS SUBJECT TO THE FOLLOWING CONDITIONS: 1. ONE 24 SQUARE FOOT SIGN SHALL BE ALLOWED. A TEMPORARY SIGN PERMIT MUST BE OBTAINED PRIOR TO DISPLAY OF THE SIGN. CONTACT THE PLANNING DEPARTMENT AT 763.635.1000. 2. THE MERCHANDISE DISPLAYED SHALL NOT OCCUPY MORE THAN 100 SQUARE FEET [SECTION 38-414 (6)]. 3. APPLICANT MUST REMAIN ON THE ASPHALT SURFACE AND NO PRODUCT CAN BE DISPLAYED IN THE GRASSY AREAS. • 4. NO ELECTRICAL SERVICES SHALL BE ACROSS ANY DRIVE OR WALKING SURFACE. City Council Muiutes April 11, 2011 Page 2 5. IF TRAFFIC BECOMES A PROBLEM AROUND THE TEMPORARY SITE, THE SALES AREA SHALL BE DELINEATED WITH A • BARRIER TO RESTRICT TRAFFIC. 6. THE AREA SHALL BE MAINTAINED FREE OF DEBRIS AND KEPT IN AN ORDERLY CONDITION. 7. NO OVERNIGHT STORAGE OF EQUIPMENT OR MERCHANDISE. 3.2. TEMPORARY SALES/STORAGE OF FIREWORKS LICENSE TO CHRISTOPHER ULMER, TNT FIREWORKS, TO SELL FIREWORKS FROM JUNE 20, 2011 TO JULY 5, 2011 FROM A TENT IN THE WAL-MART PARKING LOT SUBJECT TO THE FOLLOWING CONDITION: 1. AN INSPECTION OF THE OUTSIDE AREA WILL TAKE PLACE PRIOR TO THE TENT OPENING FOR SALES. APPLICANT MUST CONTACT THE FIRE MARSHAL AT 763.635.1110 FOR AN INSPECTION AFTER THE TENT AREA HAS BEEN SET UP. MOTION CARRIED 4-0. 4. en Mike Fred McCoy, McCoys Pub, 651 Main Street -thanked the Council for purchasing the two downtown parking lots. Councilmember Gumphrey amved at 6:32 p.m. 5.1. Fleet Committee Update • Mr. Simon reviewed a PowerPoint outlining the history, efforts, and accomplishments of the Fleet Committee. Mayor Dietz reviewed his budget saving ideas for the cites vehicles and equipment as outlined in the staff report. Chief Rolfe expressed concerns with extending the life of the patrol vehicles. Mayor Dietz suggested that building inspector; drive smaller, more economical vehicles. Mr. Thompson indicated the Fleet Committee has drafted an idling policy. Mayor Dietz asked Mr. Thompson to get him a copy of the policy. Mayor Dietz recessed the meeting at 7:09 p.m. to celebrate his birthday. Mayor Dietz reconvened the meeting at 7:19 p.m. 5.2. Visioning and Goals Update Ms. Johnson stated thax staff continues to make progress on the visioning and goals project. She indicated the goal is to have Council concurrence of staff's action steps prior to beginning the 2012 budget discussions. Mayor Dietz questioned the status of the Volunteer of the Month program. Ms. Johnson • indicated that staff is continuing to work on this. City Council Minutes Page 3 April 11, 2011 • 5.3. Personnel PolicyDiscussion Items Ms. Johnson presented her staff report. Political Activity/ Candidacy Discussion was held regarding cityemployees using their job titles, citylogos, and city name while endorsing or campaigning for political candidates. Council consensus was to revise the personnel policyto allow employees to use their city job titles while endorsing or campaigning for political candidates. It was noted that this revision can be included when the entire Personnel PolicyManual is updated later this year. The Council also agreed that the city logo and name should not be used by employees while endorsing or campaigning. The issue of employees wearing political clothing or buttons was discussed. The Council asked staff to consult with the city attorney on this issue. Counczl/Staff Kelationr Ms. Johnson indicated that the city~s Personnel Policy is mute on this issue which means it is allowed. She explained that under certain circrunstances, such as harassment or other personnel matters, it is critical that the proper chain of command is followed. The Council discussed this issue and consensus was for Councilmember Motin to work with Ms. Johnson and Ms. Wipper on policy language and report back to the Council. Corrncilmember Motin noted that he would like this revision to be made to the Personnel PolicyManual immediately after language is approved. 5.4. Council Open Forum Employee Input Forms Mayor Dietz stated thax employees will be receiving a letter in follow up to the employee suggestion forms theyreceived earlier. Alternate Hours for Providing City Services Discussion tookplace on possiblychanging the hours that normal cityservices are offered allowing employees to be off on Friday afternoons. It was noted that many issues need to be considered before rnal~ng a change and staff is in the process of figuring out what best serves the needs of our residents. This item will come back before the Council at a later date. Quiet Zones Mayor Dietz stated that the city engineer is putting together information on quiet zones to be included in a future packet. Employee Summer Picnic/Potluck Ms. Johnson stated this item has been discussed at two department head meetings and the response is mixed. Council consensus was to schedule a potluckpicnic on a summer weeknight. Otsega • Ms. Johnson indicted she has a meeting with the City of Otsego on Wednesday. City Council Minutes April 11, 2011 Page 4 1'~'owtl~en Mayor Dietz stated he is attending the Nowthen City Council meeting Tuesday and plans to • speak under open mike. 6. Other Business Pa~;~s aaad Recreation Directorlnte~z~iesvs Ms. Johnson indicated that five parks and recreation director candidates were interviewed by the Interview Committee last week She explained that the Council requested that two candidates be recommended bythe Committee for a full Council interview, but in this case, the Committee unanimously agreed that one candidate stood out from the rest and is recommending only one candidate for full Council interview Council consensus was to interview the one candidate on Monday, Apri118 at 5:30 p.m Councilmember Motin indicated he would like a narrative from the Interview Committee describing why the Committee is recommending this candidate. Police O~cer Position Councilmember Zerwas explained his concerns about proceeding with the hiring process due to the uncertainty of the union negotiations. Ms. Johnson explained that the intent was to post the position to gather an eligibility list for fuuure hire that would be good for six to nine months or longer. She stated that language was en°oneouslyleft off when the position was posted on the website but was included in all other postings. Chief Rolfe explained his recommendation for continuing to move forward with the position. Council consensus was to post this position for the purpose of gathering an eligibility list for future hire. 7. Council Updates • Mayor Dietz indicated he has been approached by One Week One Well asking him to sign a letter challenging other cities to raise moneyto pay for a well in Africa. Council consensus was for the Mayor not to sign this letter because of the precedent it sets with the city endorsing charities. 8. Staff Updates Ms. Johnson indicated the 2010 State of the City/Annual Report is available on the cites website. She asked the Council howtheywant to proceed with presentation of the report. Council consensus was that theywould like to take time to review the report and discuss any questions or concerns with the individual department heads during the budget process. 9. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 8:24 p.m. Miller. •