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10-27-1997 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, OCTOBER 27, 1997 Members Present: Mayor Duitsman, Councilmembers Farber, Holmgren, Thompson, and Dietz Members Absent: None Staff Present: Pat Klaers, City Administrator; Lori Johnson, Assistant City Administrator; Phil Hals, Street/Park Superintendent; Tom Zerwas, Police Chief; Sandra Thackeray, City Clerk; Steve Ach, City Planner 1. Call Meetinq To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:00 p.m. by Mayor Duitsman. 2. Consider 10/20/97 City Council A.qenda COUNClLMEMBER FARBER MOVED TO APPROVE THE AGENDA AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Consent A,qenda COUNClLMEMBER FARBER MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3.1. 3.2a. 3.2b. 3.2¢. 3.2d. 3.2e. 3.3. SPECIAL ASSESSMENT REAPPORTIONMENTS FOR COUNTRY CROSSING 4TM ADDITION - ASSESSMENTS TOTALING $235,300 AGAINST OUTLOTS A AND B OF COUNTRY CROSSING 3"° TO BE ASSESSED TO LOTS 1-8, BLOCK 1, AND LOTS 1-16, BLOCK 2 OF COUNTRY CROSSING 4TM - APPROVED RESOLUTION 97-113, ADOPTING FINAL ASSESSMENT ROLL FOR CHERRYWOOD HILLS TRUNK WATER AND SEWER - APPROVED RESOLUTION 97-114 ADOPTING FINAL ASSESSMENT ROLL FOR ELK RUN TRUNK WATER AND SEWER AND LATERAL WATER IMPROVEMENTS - APPROVED RESOLUTION 97-115 ADOPTING FINAL ASSESSMENT ROLL FOR 1997 SEWER AND WATER CONNECTIONS - APPROVED RESOLUTION 97-116 ADOPTING AND LEVYING ASSESSMENTS FOR UNPAID GARBAGE COLLECTION SERVICES AS OF SEPTEMBER 1, 1997 - APPROVED RESOLUTION 97-117 ADOPTING FINAL ASSESSMENT ROLL FOR SOUTH JOPLIN STREET IMPROVEMENTS - APPROVED RENEWAL OF SERVICES AGREEMENT WITH MINNESOTA MUNICIPAL UTILITIES ASSOCIATION FOR PARTICIPATION IN ITS REGIONAL SAFETY PROGRAM - APPROVED COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Elk River City Council Minutes October 27, 1997 Page 2 4.1. 4.2. Consider Advertisinq for Plannin.q Intern City Planner Steve Ach informed the Council that Planning Intern Brady Halverson has submitted his resignation and will be terminating his employment with the city in two weeks. Steve Ach requested the Council to consider approving advedising for a planning intern to fill this position. MAYOR DUITSMAN MOVED TO AUTHORIZE STAFF TO ADVERTISE FOR THE PLANNING INTERN POSITION. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. Councilmember Holmgren indicated that he would like to wait on his decision to hire a planning intern until he has reviewed the budget with the Council. Councilmember Farber indicated that he would also like to review the budget prior to making this decision. MAYOR DUITSMAN WITHDREW HIS MOTION. COUNCILMEMBER HOLMGREN WITHDREW THE SECOND. It was the consensus of the Council that this item would be discussed following the budget discussion. Consider Contribution to Coalition of Utility Counties and Coalition of Utility Cities Assistant City Administrator Loft Johnson indicated that Sherburne County has been a very active participant in the Coalition of Utility Counties. She indicated that the city has been able to rely on the county for information and leadership in dealing with this issue. She further indicated that the Coalition of Utility Cities has also been working on the issue and has hired a lobbyist to protect the city's interests. Lori Johnson indicated that earlier this year the city contributed $500 to Sherburne County to help offset its lobbying costs. She indicated that the Coalition of Utility Cities has now made a formal request for city participation through a Joint Powers Agreement and proposed dues of .$1,735. Loft Johnson indicated that although Sherburne County has not made a request for additional city contributions, it may be appropriate for the city to consider helping the county fund its share of the cost for the lobbyist needed for upcoming legislative sessions. She indicated that the Council should also decide whether it wants to become a member of the Coalition of Utility Cities through its Joint Powers Agreement and pay the proposed dues or whether the Council would prefer to simply make a contribution without becoming an official member of the group. Lori Johnson indicated that Assistant County Attorney Kathy Heaney has prepared a resolution for the City Council to consider regarding the elimination of personal property tax on generation facilities and transmission and distribution lines in the state. Mayor Duitsman indicated his position that the city would be better served working with Sherburne County. Mayor Duitsman stated that he did not concur with letter b of the resolution regarding the insinuation that the city would receive a negative bond rating. Elk River City Council Minutes October 27, 1997 Page 3 4.3. If was the consensus of the Council to have staff reword the proposed resolution and bring it back to council for consideration on November 3. Discussion Board and Commission Terms City Clerk Sandra Thackeray informed the Council that several board and commission members' terms will be expiring December 31, 1997. She requested the Council to review the list and inform her as to which positions should be advertised and interviewed. It was the consensus of the Council to authorize the City Clerk to contact board and commission members to find out whether or not they are interested in reapplying. Open Mike No one appeared for this item. Budqet Worksession lA. Heritage Landing Drainage Issues - City Planner Steve Ach reviewed the issue regarding the drainage easement in Heritage Landing I and II additions. He indicated that a drainage easement was supposed to be granted to the city as part of the final plat by Heritage Landing Partnership for drainage and utility purposes over Lots 1,2, 3, and 4, Block 1, Heritage Landing Il. He further indicated that the easement was not granted over Lot 3. Dennis Chuba was present and reviewed the sequence of events which are listed in the memo to the Mayor & City Council from the City Planner dated October 27, 1997. Members of the neighborhood were present and indicated their concern about the drainage pattern. COUNCILMEMBER THOMPSON MOVED TO AUTHORIZE THE STAFF TO MEET WITH THE DEVELOPERS THIS WEEK AND REPORT BACK TO THE CITY COUNCIL ON MONDAY, NOVEMBER 3, 1997. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. lB. Update on Lion's Park Teen Center Proposal - Harold Gramstad, representative of Elk River Lions, indicated that the Lions Club is proposing to commit .$150,000 from pull tab operations within the next four years for a teen center at Lions Park. He further indicated that the Lions are also hoping that the city will match this $150,000 to complete the teen center. Discussion was held by the Council regarding the fact that the teen center costs did not include necessary funds for staffing, maintenance, and general operating expenses. Councilmember Farber indicated that the Boy's and Girl's Club should be considered as this may be a viable option for helping to run the teen center. Councilmember Holmgren suggested that Harold Gramstad approach the Lions to find out if the Lions would be open to working together with the Boy's and Girl's Club. Harold Gramstad indicated that he would pursue this issue. He further Elk River City Council Minutes October 27, 1997 Page 4 indicated that the Lions Club will consider the building as being a city- owned and city-run building once it is completed. COUNCILMEMBER THOMPSON MOVED TO AUTHORIZE THE STREET/PARK SUPERINTENDENT TO WORK WITH THE LIONS CLUB ON PLANS AND COSTS FOR THE CONSTRUCTION OF A TEEN CENTER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 1C. Historical Society Request for Contributions to its Heritaqe Center Buildinq Project Kud Kragness, John Oliver, and Bob Minton were present representing the Historical Society. Bob Minton indicated that the Historical Society is requesting a contribution from the City of Elk River in the amount of $36,000 for the Sherbume County Historical Society Heritage Center building. He indicated that this contribution could be paid over a 3 to 5 year time period. He further indicated that the Historical Society is requesting all cities and municipalities in the county to participate. Kurt Kragness distributed a list of cities and townships who have contributed cash or pledges. Councilmember Holmgren indicated that he would like to see the city become involved with the project, however he was unsure as to the dollar amount that the city could fund. It was the consensus of the Council to make a decision regarding this contribution following budget discussions. 2A. Naples and 186th Easements and Street Work - The City Administrator informed the Council that the city has received the easements necessary to do minor street improvements to Naples and 186th. He indicated that the improvements will improve the drainage and driveability for the area. 2B. City Shirts/Jackets/Etc. Lo.qo - The City Administrator informed the Council that the city shirt/jacket program has been well received by the employees. He indicated that previous Council action authorized the city to pay for the city logo for city employees only. The City Administrator requested the Council to consider paying for the city logo for any articles of clothing ordered by city employees including orders for family or gifts. COUNCILMEMBER FARBER MOVED TO PAY FOR THE CITY LOGO AND NAMES FOR CLOTHING ARTICLES ORDERED BY CITY EMPLOYEES THROUGH THE CITY JACKET PROGRAM AND FURTHER TO REIMBURSE THOSE EMPLOYEES WHO HAVE ALREADY PAID FOR THEIR OWN LOGOS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 2C. Sherburne County Cost Sharing Proposal for Public Improvement Projects - The City Administrator reviewed the County Engineer's proposal for participation by local units of government in county public improvement projects. The City Administrator informed the Council that the city has some concerns with the proposal and that the City Engineer will be preparing a response for Council consideration on November 3, 1997. Elk River City Council Minutes October 27, 1997 Page 5 2D. 2E. 2F. 2G. Minnesota Sports Federation Grant Proposal - Pat Pelstring, representing the Minnesota Sports Federation, requested the city's sponsorship for state assistance in the amount of $2 million to finance the construction of the Minnesota Sports Federation building. COUNCILMEMBER HOLMGREN MOVED TO SUPPORT THE REQUEST FOR STATE ASSISTANCE IN THE AMOUNT OF $2 MILLION. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. Old Northbound Store and Watz Up? Caf~ Club - Mayor Duitsman indicated that Mark and Annette Watz have discussed the possibility of leasing the old Northbound Liquor store for the Watz Up? Caf~ Club. The Caf~ Club would be a club where teens could meet and associate. The Mayor indicated that he would like a consensus of the Council prior to pursuing negotiations with the Watz'. Councilmember Holmgren indicated that he felt the city should contact Ron Dargis, owner of Ron's Foods, and inform him of what the city is proposing for the building. It was the consensus of the Council that it was in favor of the proposal for the Watz Up? Caf~ Club. Use of Park Equipment Reserves to Purchase Outdoor Ice Maintenance Equipment - Street/Park Superintendent Phil Hals indicated that he has received quotes for the purchase of equipment necessary to improve outdoor ice rink quality. The equipment totals $12,613.85 and consists of a front mounted broom, a rear mounted snow blower, and a cab. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE PURCHASE OF EQUIPMENT NECESSARY TO IMPROVE THE ICE RINK QUALITY IN THE AMOUNT OF $12,613.85. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Park and Recreation Commission Recommendation on Purchase of Outdoor Hockey Boards - Street/Park Superintendent Phil Hals informed the Council that the old hockey boards in Lions Park have been removed due to their deteriorated condition. Phil Hals indicated that the Park and Recreation Commission recommended replacing the boards at a cost of approximately $3,500. The Commission also recommended obtaining a second set of hockey boards for another ice rink which is yet to be determined. He stated that staff does not support this recommendation to purchase an extra set of boards at this time until the ice rink can be identified and utilized. Councilmember Thompson indicated his concern that an ice rink be located on the east side of Highway 169. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE PURCHASE OF HOCKEY BOARDS TO BE USED AT LIONS PARK. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Elk River City Council Minutes October 27, 1997 Page 6 2H. 21. 2J. Use of Undesiqnated Equipment Reserves for Fitness/Wellness Room Equipment COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE PURCHASE OF THE FOLLOWING EQUIPMENT FOR THE FITNESS/WELLNESS ROOM FOR A TOTAL OF 57,595: TREADMILL - 53,955; SUPER SLED - 51,749; BIKE - 51,249; AND WORK BENCH - $169. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. It was the consensus of the Council not to purchase the stereo equipment requested for the Wellness/Fitness Room. Funds in 1997 Equipment Reserves Bud.qet for an Administration Vehicle Beinq Applied Towards a Multi-purpose Van - The City Administrator indicated that funds have been included in the 1997 equipment reserve budget for a new administrative vehicle. He indicated that this vehicle has not yet been purchased. He requested the Council to consider authorizing these funds for the purchase of an all purpose city mini-van to be used to transport larger groups of people. COUNCILMEMBER DIETZ MOVED TO APPROVE THE PURCHASE OF A VAN IN THE AMOUNT OF 512,500. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. Varsity Field Improvements for 1998 COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE EXPENDITURE OF 56,000 FOR ADDITIONAL FENCING, WATER FOR FIELD MAINTENANCE AND A FOUNTAIN, AND SCOREBOARD FOR THE VARSITY FIELDS CONTINGENT ON THE JOINT POWERS AGREEMENT BEING SIGNED. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. Proposed 1998 Budqet The City Administrator informed the Council that on September 8, the Council approved the proposed maximum budget and levy resolution in the amount of $4,977,200. The City Administrator indicated that since the August 25, budget worksession, a number of changes have been made in the proposed 1998 budget. The City Administrator reviewed these changes with the Council. He explained that a decrease in tax revenues must take place due to the Iow increase in the city' s net tax capacity. He indicated that the city will have to cut between $120,000 and $240,000 from the tax revenue line in order to keep the city tax increase at a reasonable rate. Mayor Duitsman reviewed his recommendation for part time fire department salaries. The Council discussed the issue of mandatory training counting toward educational incentive hours. It was the consensus of the Council that mandatory training should not count towards incentive hours. It was further the consensus that 60 hours for the first increase is a lot of hours for volunteers. Elk River City Council Minutes October 27, 1997 Page 7 COUNCILMEMBER DIETZ MOVED TO CONCUR WITH THE MAYOR'S PROPOSAL FOR PART TIME FIRE DEPARTMENT SALARIES AND THAT THE ONLY NEGOTIABLE POINT IN THE PROPOSAL IS WHERE THE TRAINING HOURS WILL START. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. B. Taxes - Mayor Duitsman indicated that what the Council decides to do this year will affect other years and pro]ects such as the Lake Orono, Ice Arena, and East Highway 10 development project. Mayor Duitsman explained that it is his goal to increase the development fund by $.5 million dollars by decreasing the cash flow reserves in an orderly fashion. Mayor Duitsman indicated it was also his goal to decrease the 1998 tax revenues. Councilmember Farber indicated that if the city does not increase the tax rate and revenues it will be playing catch-up in the following years. He indicated that Elk River is a growing city and the state has forced the issue of a tax rate increase due to the tax class changes approved by the legislature. The City Council reviewed different scenarios for balancing the budget and reducing the tax increase. After fudher discussion regarding this issue it was the consensus of the Council to work toward a .74 tax rate increase from 24.683 to 25.423 which is a 3 percent increase, by cutting $149,650 from tax revenues. The City Administrator indicated that he would proceed to make adjustments in this amount from the budget and bring the issue back to the Council on November 3 for review. C. Contribution Policy - The City Administrator indicated that it is staff's recommendation that the city continue to follow state guidelines as its contribution policy. No decision was made regarding the city's contribution toward the requests made this evening. D. Consider 1998 Pay Resolution - COUNCILMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 97-118 ADOPTING THE 1998 PAY PLAN FOR NON ORGANIZED EMPLOYEES. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 7. Other Business Assistant City Administrator Lori Johnson informed the Council that staff will be revising the personnel ordinance to include policies that have been adopted, including the proposal for the sick time severance pay, and to bring it up to date. The City Administrator updated the Council on the County Government Center construction. He indicated that the city has been requested by the county to reduce some of its fees. He indicated that the total amount of city fees is approximately .$130,000 with an additional .$180,000 in assessments for the public improvements. The City Administrator indicated that he has informed the County Administrator that in order to be consistent with the schools, churches, and other facilities, the city would not be able to forgive the fees. Elk River City Council Minutes Page 8 October 27, 1997 Councilmember Farber suggested considering an exchange of services with the county in order to help them out. After further discussion it was the consensus of the Council to not rebate the fees associated with the County Government Building expansion and further to have the City Administrator review the possibility of exchanging services with the county in lieu of some of the fees or assessments. 8. Staff Updates There were no staff updates. 9. Adjournment There being no further business, COUNCILMEMBER FARBER MOVED TO ADJOURN THE MEETING. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. The meeting of the Elk River City Council was adjourned at 9:35 p.m. Respectfully submitted, City Clerk