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01-05-1998 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JANUARY 5, 1998 Members Present: Mayor Duitsman, Councilmembers Thompson, Farber, Holmgren, and Dietz (6:05 p.m.) Members Absent: None Staff Present: Pat Klaers, City Administrator; Lori Johnson, Assistant City Administrator; Sandra Thackeray, City Clerk; Terry Maurer, City Engineer; Steve Ach, City Planner; Bruce West, Fire Chief; Tom Zerwas, Police Chief; Paul Steinman, Director of Economic Development; Bryan Adams, Utilities General Manager 1. Call Meetin.q To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6 p.m. by Mayor Duitsman. 2. Consider A.qenda Item 5.10. - Joint Landscape Project between Elk River and MnDOT - was added to the agenda. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE JANUARY 5, 1998, CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Consider Consent Aqenda COUNCILMEMBER FARBER MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3,1, 3.2. 3.3. 3.4. 3.5, 3.6, 3,8, 3.9, CHECK REGISTER - APPROVED 12/15/97 EXECUTIVE SESSION CITY COUNCIL MINUTES - APPROVED 12/22/97 CITY COUNCIL MINUTES - APPROVED RESOLUTION 98-1 DESIGNATING DEPOSITORIES OF CITY FUNDS FOR 1998- APPROVED DESIGNATION OF ELK RIVER STAR NEWS AS OFFICIAL CITY NEWSPAPER FOR 1998 - APPROVED RESOLUTION 98-2 ADOPTING FEES FOR SERVICES FOR 1998 - APPROVED RENEWAL OF THE FOLLOWING LICENSES: KENNEL, TOBACCO, MECHANICAL AMUSEMENT, BOWLING ALLEY, THERAPEUTIC MASSAGE, AND THERAPEUTIC MASSAGE ESTABLISHMENT - APPROVED AS LISTED IN COUNCIL MEMO BEREAVEMENT POLICY AMENDMENT - MONETARY AMOUNT GIVEN BY THE CITY GIVEN IN THE CASE OF A CITY EMPLOYEE OR IMMEDIATE FAMILY MEMBER OF CITY EMPLOYEE FROM $25 TO $50 - APPROVED AUTHORIZATION TO OBTAIN QUOTES ON THREE USED PICK UP TRUCKS BY THE STREET/PARK DEPARTMENT - APPROVED Elk River City Council Meeting January 5, 1998 Page 2 COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- O. Councilmember Dietz arrived at this time (6:05 p.m.) 4. Board and Commission Interviews The City Council interviewed the following candidates for board and commission vacancies: Robert Jones - Library Board Duane Peterson - Park and Recreation Commission Lester Morris - Planning Commission 5.1. Consider Hirinq COPS FAST Officers and Discussion on a Proposed Police Captain Position Police Chief Zerwas informed the Council that the selection process has been completed for the two COPS FAST officers. He recommended that the City Council hire Mark Edlund and Jeff Garcia for the two COPS FAST grant positions contingent upon them passing medical tests and final background checks. Police Chief Zerwas indicated that the City Council has been requested to consider creating a second in command position for the police department. He indicated that the Council has previously discussed the position of captain for the second in command position. Police Chief Zerwas indicated that the personnel committee met to review the proposed police captain position. The committee focused on the point ranking of the position, the title, and the pay grade, but made no recommendation on whether the position should be established and filled. He indicated that the personnel committee recommended that the title of the position be assistant chief. Police Chief Zerwas indicated that hidng a second in command would allow the patrol sergeants to be on the road more often and spend less time in the office. He further indicated that the city would realize a savings in overtime of approximately $10,000 by reducing the amount of administrative responsibilities for the patrol sergeants. The police chief reviewed the job description proposed for the assistant chief. Discussion was held by the Council relating to the difference in pay between the sergeant and assistant chief positions. Discussion was also held regarding the difference in titles and job duties of lieutenant, captain, and, assistant chief. Mayor Duitsman indicated that he is not certain whether a second in command is the solution. He suggested that an administrative sergeant could be hired to act as the assistant chief when the police chief is away from the office. Police Chief Zerwas indicated that he and the sergeants are looking for a true second in command rather than an administrative sergeant. COUNCILMEMBER HOLMGREN MOVED TO CREATE THE POSITION OF ASSISTANT CHIEF AND TO ADVERTISE FOR THAT POSITION. COUNCILMEMBER FARBER Elk River City Council Meeting January 5, 1998 Page 3 SECONDED THE MOTION. THE MOTION C:ARRIED 3-2. Mayor Duitsman and Coun¢ilmember Die~z opposed. COUNCILMEMBER FARBER MOVED TO APPROVE THE HIRING OF MARK EDLUND AND JEFF GARCIA FOR THE TWO COPS FAST GRANT POSITIONS CONTINGENT ON THEM PASSING THE MEDICAL TESTS AND FINAL BACKGROUND CHECKS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- 1. Councilmember Dietz opposed. Councilmember Die'rz indicated that he voted in opposition to the COPS FAST officers as he felt one of the COPS FAST officers should have replaced the vacancy created by Officer Habben. Police Chief Zerwas indicated that snowmobile retailers have indicated that they will not be sponsoring lease programs for snowmobiles however, they would provide reduced prices on the purchase of snowmobiles. Mayor Duitsman requested the Police Chief to provide the Council with information on this issue. 5.2. Consider Purchase of Radio System for EOC Fire Chief Bruce West requested the Council to consider the purchase of a radio system for the Emergency Operations Center in the amount of $7,c)c)4.36. He indicated that the equipment would be purchased by Innovative Electronic Solutions and stated that this pdce was the lower amount of the two bids received. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE PURCHASE OF A BASE RADIO SYSTEM, FILTERING TRANSMISSION LINE, MOUNTING HARDWARE, AND LABOR FROM INNOVATIVE ELECTRONIC SOLUITONS IN THE AMOUNT OF $7,994.36 FOR USE IN THE EOC. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 2-0. 5.3. Consider Purchase of Emer.qency Outdoor Warnin.q Siren Fire Chief Bruce West indicated that money is in the lC2C28 budget for the purchase of one emergency siren. The Council reviewed the map indicating existing siren locations and the proposed location for the new siren at Waco Street and Mississippi Road. Discussion was held by the Council regarding the existing three phase siren located at Cenex. It was suggested that the three phase siren be moved to Mississippi Road and Waco Street and that the new 2001 siren be located at Cenex. MAYOR DUITSMAN MOVED TO AUTHORIZE THE PURCHASE OF A 2001 EMERGENCY SIREN IN THE AMOUNT OF $10,472.01 AND THAT THE NEW SIREN REPLACE THE EXISTING SIREN AT CENEX AND THAT THE SIREN AT C:ENEX BE RELOCATED TO MISSISSIPPI ROAD AND WACO STREET. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 2-0. Elk River City Council Meeting January 5, 1998 Page 4 Consider Resolution Awardinq the Sale of the City's $225,000 General Obli.qation Equipment Certificate of 1998 Assistant City Administrator Lori Johnson indicated that the Elk River Municipal Utilities Commission has authorized the purchase of a 69KV transformer and has requested that the city issue an equipment certificate for its payment. COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 98-3 AWARDING THE SALE OF THE CITY'S $225,000 GENERAL OBLIGATION EQUIPMENT CERTIFICATE OF 1998, FIXING ITS FORM AND SPECIFICATIONS, DIRECTING ITS EXECUTION AND DELIVERY, AND PROVIDING FOR ITS PAYMENT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.5. Approval to Purchase Pick Up for Waste Water Treatment Department COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE PURCHASE OF A 1998 PICK- UP TRUCK FROM SAXON CHEVROLET AT $20,348 FOR THE WASTEWATER TREATMENT DEPARTMENT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.6. Appointment of Vice Mayor COUNCILMEMBER HOLMGREN MOVED TO APPOINT LARRY FARBER AS VICE MAYOR FOR 1998. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.7. Acceptance of Tiller Corporation Contribution COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE DONATION OF $500 FROM THE TILLER CORPORATION WITH THE REQUIREMENT THAT THE MONEY BE USED TOWARD THE LIONS PARK BUILDING PROJECT. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.8. Review January - April Council Meetin.q Schedule The Council reviewed the January through April 1998, City Council meeting schedule. It was the consensus of the Council that the Capital Improvement meetings be held in January and February. It was the consensus of the Council that a meeting be held jointly with the Sherburne County Board, the Planning Commission, and the Elk River Utilities Commission. No meeting dates were set at this time for these meetings. 5.9. Board and Commission Appointments COUNCILMEMBER HOLMGREN MOVED TO APPOINT ROBERT JONES TO THE LIBRARY BOARD FOR A THREE YEAR TERM EXPIRING ON DECEMBER 31, 2000. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER THOMPSON MOVED TO APPOINT LESTER MORRIS AND VICKI SULLIVAN TO THE PLANNING COMMISSION FOR THREE YEAR TERMS EXPIRING ON DECEMBER 31, 2000. COUNCILEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Elk River City Council Meeting January 5, 1998 Page 5 COUNCILMEMBER THOMPSON MOVED TO APPROINT DUANE PETERSON TO THE PARK AND RECREATION COMMISSION FOR A THREE YEAR TERM EXPIRING ON DECEMBER 31, 2000. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER THOMPSON MOVED TO REAPPOINT JOHN DIETZ TO THE UTILITIES COMMISSION FOR A THREE YEAR TERM EXPIRING DECEMBER 31, 2000. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0-1. Councilmember Dietz abstained. 5.10. Joint Landscape Project Between the City of Elk River and MnDOT The City Clerk indicated that MnDOT is requesting the city to enter into an agreement for the joint beautification project which will include landscaping along Highway 169 between 191,t Avenue and School Street. She indicated that the state will provide landscape materials and the city will provide coordination, base preparation, and water, and the project will be completed by volunteers. COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 98-4 ENTERING INTO MNDOT AGREEMENT NO 76983 FOR THE LANDSCAPE PROJECT ALONG HIGHWAY 169 BETWEEN 191sT AVENUE AND SCHOOL STREET. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Councilmember Farber indicated his concern with the stoplights at 193r,~ Avenue and Highway 169. He stated he felt that the stoplights are too fast, not allowing enough traffic to cross 169 during one change of lights. City Engineer Terry Maurer indicated he would contact to Mn/DOT regarding the issue and report back to the City Council. 6. Open Mike No one appeared for Open Mike. Mayor Duitsman recessed the City Council meeting at 7:25 p.m. and moved to the Training Room to hold the Capital Improvement Worksession. 7. Capital Improvement Worksession The City Council reconvened at 7:30 p.m. City Administrator Pat Klaers reviewed the history and the progress made to date on the East Highway 10 improvement project. The time line that was reviewed by the City Administrator ran from 1993 through 1997. Director of Economic Development Paul Steinman reviewed recent and planned Council actions to implement the Strategic Plan which identifies certain areas for rezoning to business park. City Planner Steve Ach updated the City Council on the status of two east Elk River development proposals. He indicated that the city is anticipating to receive petitions for the extension of water and sewer and other necessary Elk River City Council Meeting January 5, 1998 Page 6 improvements for the development of both the Earl Hohlen and the Waddy Schulze property. He stated that developers for both of these properties have indicated that they would like to move forward on the projects this year. Paul Steinman indicated that the city has received a preliminary tax increment financing application from Associated Builders regarding the Earl Hohlen project. City Engineer Terry Maurer reviewed the proposed project areas A and C and the public improvement and engineering items associated with the projects. He explained that project area A is the minimum project area which includes only the Waddy Schulze and Earl Hohlen property. Project area C includes the largest project area all down to 171,t Avenue. Discussion was held regarding the estimated project cost for both areas. The City Administrator indicated that the estimated project cost for area A is $6.6 million dollars. He explained that after the assessments to the developers, a shodfall of $1.9 million would be realized. Deferred assessments could reduce this shodfall by over ,$1 million. The City Administrator indicated that the total cost for Area C is anticipated to be $12 million dollars that the anticipated shortfall for this area is about ,$5 million dollars for the street, storm drainage, and trunk utilities. Discussion was held regarding the source of funds that could be used to cover some of the shortfalls. It was suggested that MSA funds and surface water management money could be used. There was a concern that the use of these funds for this large project would cause a shortage of money for other street and storm drainage projects. Mayor Duitsman indicated that he did not feel the City Engineer should complete any more work on the East Highway 10 project until the city receives valid petitions. Mayor Duitsman further indicated that he feels that the design work should be done by the City Engineer so the city can accurately determine the cost for the project. Discussion was held by the Council regarding the need to update the Patchin and Associates 1996 appraisal. It was the consensus that the appraisal should be updated. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE PROPOSAL FROM PATCHIN AND ASSCIATES TO UPGRADE THE APPRAISAL COMPLETED BY THEM IN 1996. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. MAYOR DUITSMAN MOVED TO AUTHORIZE THE CITY ENGINEER TO DO THE DESIGN WORK FOR AREA C WITH AN EMPHASIS ON AREA A AND THAT THE DESIGN WORK BEGIN WHEN A VALID PETITION IS RECEIVED BY THE CITY. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 8. Other Business There was no other business. 9. Staff Updates The City Administrator updated the Council on the ALC project and the plat that will be processed this winter. He estimated that the city will be obtaining over four acres of land for recreation fields for a net cost of approximately $50,000. The Council indicated that this seemed to be a fair price. Elk River City Council Meeting January 5, 1998 Page 7 10. Adjournment There being no further business, MAYOR DUITSMAN ADJOURNED THE MEETING. The meeting of the Elk River City Counail was adjourned at 8:50 p.m. Respectfully submitted, Sandra Thackeray City Clerk