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10-10-2011 CCM JOINTMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, OCTOBER 10, 201 I Members Present: Mayor Dietz, Councilmembers Gumphrey, Motin, Westgaard, and Zerwas Members Absent: None Staff Present: Interim City Administrator Robert Thistle, Incoming City Administrator Cal Fortner, Parks and Recreation Director Michael Hecker, HR Representative Lauren Wipper, Ice Arena Manager Rich Czech, Fire Chief T. John Cunningham, Police Chief Bradley Rolfe, Finance Director Tim Simon, Director of Economic Development Annie Deckert, Assistant Director of Economic Development Clay Wilfahrt, and Executive Secretary/Deputy City Clerk Jessica Miller Also Present: Elk River Area School Board Members: Chair Sue Farber, Shane Steinbrecher, Jolene Jorgensen, Holly Thompson, Tony Walter, and Jane Bunting; Elk River Area School District Staff: Superintendent Mark Bezek, Executive Director of Business Services Randy Anderson, Director of Labor Relations and Personnel Services Rod Barnes, Community Education Administrator Charlie Blesener, and Administrative Assistant Londa Chambers ® 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 6:41 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider Council Agenda MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA. MOTION CARRIED 5-0. 4. Consider Consent Agenda MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. CONSIDER PROCLAIMING OCTOBER 23 - 29, 2011 MN MANUFACTURERS WEEK 3.2. CITY ADMINISTRATOR TRANSITION PROCESS City Council Minutes Page 2 October 10, 2011 3.3. QUOTE FOR PUBLIC WORKS FACILITY PROJECT ITEMS (ELECTRICAL AND FENCING) AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 5-0. 6.1. Redistricting Councilmember Motin expressed his willingness to attend the public hearing on October 13 in St. Cloud on behalf of the Ciry of Elk River to offer comments on the impact of redistricting. The Council discussed various impacts of the redistricting and offered comments for Councilmember Motin to discuss. Council consensus was to request that Elk River not have split legislative districts. Mayor Dietz recessed the meeting at 6:51 p.m. in order to wait until the School Board is available. The meeting reconvened at 7:30 p.m. 5. Joint Meeting with the Elk River School Board Chair Farber called the meeting of the Elk River Area School Board to order at 7:30 p.m. 5.1. Ice Arena Renovation Mr. Czech presented an update on the Arena renovation. He discussed a few of the financial commitments he has received from various user groups. Dr. Bezek explained that it is difficult for the school district to commit funding for the Elk River Arena because the district covers four major communities and those communities would expect equal funding for projects in their area. It was noted that. the district has the same agreement with the Rogers Ice Arena as they currently have with Elk River. A suggestion was made for the city to go out for bond on the project. Mayor Dietz stated that he believes the Arena provides Elk River High School with a valuable service. He indicated the high school gets prime hours for practice and games and pays the same rate as the other user groups. Dr. Bezek indicated this is the most the School Board has heard about the possible Arena renovation. He stated that this item will be added to a future School Board worksession for further discussion. 5.2. Baseball Field Irrigation Mr. Blesener explained that the Oak Knoll athletic field was developed jointly by the school district and the city. He stated that the well that is meant to irrigate that field is not functioning correctly. He outlined a few possible solutions. Mr. Thistle indicated that there has been some question whether the well is located on school or city property but recent surveys show it on school property. He stated that this issue has been discussed with Water Superintendent David Berg and he has some issues he would like discussed. • • City Council Minutes October 10, 2011 Page 3 Mayor Dietz stated that it makes sense to have a joint agreement to share responsibility of wells that service city and school fields. Dr. Bezek indicated that he will follow-up with Mr. Berg and other staff to set up a meeting to discuss this issue. 5.3. Shared Services Healthcare Options Dr. Bezek indicated that the district spends $17 million a year on healthcare premiums for their employees. He explained that there has been discussion on creating a clinic to service school district employees. He stated that Sherburne County has indicated willingness to partner on this. He questioned if the city has an interest. Mr. Barnes explained that the clinic visits are free to employees and the claims are not run through health insurance; therefore, saving money in premiums based on claim history. Director Jorgensen stated that she works for Anoka County and they have an onsite clinic and it works very well. Mayor Dietz questioned the cost for the city. Dr. Bezek stated that it would more than likely be a pro-rated share for the city and the county. Dr. Bezek indicated that the county is researching the possibility of establishing a pharmary along with the clinic. The Council concurred that the clinic is a great idea and would like discussions on it to continue. Building and Grounds Discussion on the potential of partnering on grounds maintenance was discussed. Councilmember Zerwas requested that the city park maintenance supervisor meet with district staff to discuss the potential. Human Resources Discussion took place on the possibility of the district and the city utilizing each other on human resources issues. Mayor Dietz stated that the city currently has only one person performing human resource duties and questioned if the district would be available for assistance. Dr. Bezek indicated that the district human resources department is in its infancy and that once it is up and running discussions regarding a partnership could be discussed. Communications Dr. Bezek indicated that the district is building a communications department and questioned how the city and schools can work together on communications and marketing. Mayor Dietz stated that a centralized print shop has been discussed in the past and he is in favor of exploring that option. • Dr. Bezek indicated that he believes it is more efficient for the city and district to market jointly. Mayor Dietz stated that he believes it would be favorable for our economic City Council Minutes October 10, 2011 Page 4 development division to become involved with the district marketing. School district and city staff will meet to discuss this issue. 5.4. Branding Integration/Coordination Dr. Bezek indicated that he would like to hear more about the branding plan the city recently approved. Ms. Deckert provided an outline of the branding plan and indicated that staff would be available to present additional information at an upcoming School Board meeting if desired. 5.5. Building a Collaborative and Engaging Culture Focused on Student Learning -Strateeic Planning Process Dr. Bezek stated that the district is in the process of working on a new strategic plan. 5.6. Economic Development Coordination -how can we help "sell" each other? The possibility of joint marketing efforts between the city and the district was discussed earlier and staff will be meeting to discuss this item further. Dr. Bezek asked the Council and School Board to go around the room and state their feelings about tonight's meeting. Councilmember Motin stated he likes the idea of exploring proficiencies but that the partnerships should make sense for both parties long-term. • Councilmember Westgaard indicated that neither entity can afford not to look at partnerships. He believes the items discussed this evening are just the beginning and that anything and everything is on the table for discussion. He added that if the city and district share staff we should be cognizant that the district serves four major communities. Mayor Dietz stated that it is imperative that the city and district form partnerships because the taxpayers expect that. He stated that the first step is to get city and district staff together to work out issues. Councilmember Gumphrey stated partnerships are a great idea but expressed concern that the city and district meet and make agreements but then they are never followed through with. He suggested forming a committee to continue discussions and keep things moving. Councilmember Zerwas stated that the city and district have a responsibility to partner in areas they can. He also expressed concern with items not being followed through and would like to see a memo identifying key staff people who will be working on these partnerships. Director Bunting indicated that there are so many natural synergies that it would be silly not to look at partnerships. She noted that priorities should be discussed. Director Walter stated that he believes partnerships will work out great and that the community will support the partnerships. Director Thompson also stated that partnership priorities should be chosen. • City Council Minutes October 10, 2011 Page 5 Director Jorgensen liked the idea of exploring partnerships but cautioned about also exploring potential issues. Director Steinbrecher stated that the taxpayers expect us to look into partnerships and that it should be done sooner rather than later. Chair Farber explained that constituents would want the city and district to explore ways to save money and not raise taxes. She stated that city and district partnerships will make Elk River better. Dr. Bezek indicated that he is committed to coordinating discussions between the city and district employees. Mr. Thistle stated that he believes this has been a positive evening and that the better the coordination between the city and district, the better the community will be. 7. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 9:04 p.m. Minutes prepared by Jessica Miller. C___~ Tina Allard, City Clerk J J. Die ,Mayo •