4.1. DRAFT MINUTES 11-21-2011+~ ` .. _, 1 _ .Milt
MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE ELK RIVER CITY HALL
MONDAY, NOVEMBER 7, 201 I
Members Present: Mayor Dietz, Councilmembers Zerwas, Motin, Gumphrey, and Westgaard
Members Absent: None
Staff Present: City Administrator Calvin Portner, Finance Director Tim Simon,
Planning Manager Jeremy Barnhart, Street Superintendent Phil Hals,
Assistant Street Superintendent Mark Thompson, Parks and Recreation
Director Michael Hecker, Human Resources Representative Lauren
Wipper, City Engineer Justin Femrite, and Recording Secretary Jennifer
Johnson
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. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. Consider Council A eg nda
Mayor Dietz added an item before 6.1. regarding a proclamation for DECA.
MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY
COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA WITH THE
ABOVE ADDITION. MOTION CARRIED 5-0.
4. Consent Agenda
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER WESTGAARD TO APPROVE THE FOLLOWING
CONSENT AGENDA;
4.1 COUNCIL MINUTES
^ OCTOBER 3, 2011 REGULAR.
^ OCTOBER 10, 2011 WORKSESSION.
^ OCTOBER 17, 2011 REGULAR.
4.2. CHECK REGISTER.
4.3. APPLICATIONS FOR DEFERRAL OF SPECIAL ASSESSMENTS.
4.4. SURVEY QUOTE AWARDED TO OLIVER SURVEYING &
ENGINEERING, INC. IN THE AMOUNT OF $7,700.00 FOR
UPCOMING CAPITAL IMPROVEMENT PROJECTS.
MOTION CARRIED 5-0.
City Council Minutes Page 2
November 7, 2011
5. Olen Mike
No one appeared for Open Mike.
6. Proclamation -November 7-10 DECA Week
Mayor Dietz read aloud a proclamation authorizing the week of November 7-10, 2011 be
proclaimed as DECA Week in the City of Elk River.
Two students representing DECA accepted the proclamation and thanked the Council.
6.1. Downtown Task Force Update
Mr. Barnhart presented the staff report. He stated the task force would meet the fourth
Monday of the month at 6:30 p.m.
After some discussion and suggestions regarding committee members, Mr. Barnhart was
directed to approach Fred McCoy, Frank Galli, and Keith Holmes to see if they would be
interested in serving as business representatives. Councilmembers Zerwas and Gumphrey
offered to serve as members representing the EDA and City Council.
Mr. Barnhart asked the Council if a resident living on the north side of Highway 10 should
be appointed to serve. It was suggested to ask Jim Hudson or Chad Wurm if they would be
interested in serving on the committee.
6.2. Discuss Council Worksession Agendas
Mayor Dietz presented the staff report.
Commercial Reserve District was moved to the December 12 worksession.
Mr. Fortner stated the Council should review the city survey that was recently completed as
part of the branding program. He stated it would be better to present the survey at a regular
Council meeting. The Organizational Chart was added to the December 12 worksession.
7. Other Business
There was no Other Business.
8. Council Updates
There were no Council Updates.
Staff Updates
There were no Staff Updates.
Council recessed at 6:44 p.m.
10. Recess to Budget Worksession -Upper Town Conference Room
Council reconvened at 6:48 p.m.
City Council Minutes
November 7, 2011
10.1. Snowplow Overtime for 2011 /2012 Season
Page 3
Mr. Fortner presented the staff report. He noted this snowplow policy would be an interim
polity to guide staff through the 2011/2012 snow season and a more permanent policy
would be brought for Council review when he completes a more thorough review of all city
policies, including overtime/comp time polity.
Mr. Simon noted the 2012 preliminary budget included an increase of $5,000 for overtime
from $15,000 to $20,000 for snowplow routes (in the snow removal budget). He stated the
Park Maintenance budget will need to be fine-tuned and he will have a recommendation on
an overtime amount for parks maintenance when the 2012 budget is reviewed later on in the
month.
Councilmember Westgaard expressed concerns with monitoring the employee overtime
hours. He stated he would prefer that overtime be paid out and not banked as banking
compensatory time and then trying to use up banked time only pushes off work duties even
further.
Mr. Fortner stated both department heads and division managers have access to their budget
in real time and would be responsible for monitoring comp levels, as well as discussing an
agreement with the employee before the snow event to determine if time would be banked
as compensatory or paid out in overtime. He also stated he would soon be reviewing the
entire personnel policy, reviewing the entire citywide compensatory and overtime policy for
all employees, and he would bring suggestions back to Council at a future date for
discussion.
MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY
COUNCILMEMBER WESTGAARD TO APPROVE THE SNOWPLOW
OVERTIME POLICY FOR THE 2011/2012 SEASON AS OUTLINED IN THE
STAFF REPORT. MOTION CARRIED 5-0.
10.2. Governance (Verbal Update)
Mr. Fortner gave a verbal update regarding the memo presented to Council on October 7,
2011, from former interim City Administrator Bob Thistle on the topic of Council
Governance. He requested Council consensus on how to move ahead in developing a set of
operating protocols for the Council in regard to memos to Council, the role of Council
Liaison to various City Commissions, and communication between Council, the city
administrator, and staff, among other topics of consideration.
Council consensus is for Mr. Fortner to bring back to a future worksession a listing
of the current policies that are in place, and have Council review each item
individually in order to develop a set of operating protocols.
10.3. 2012-2016 Capital Improvement Plan Update
Mr. Simon presented the staff report.
Park Dedication Fund
Mr. Simon reviewed the Park Dedication Capital budget. Discussion took place regarding
the decrease in revenues in recent years in this fund due to the recording of new plats
slowing. Pinewood Golf Course will be paid in full in 2013 with a balloon payment.
City Council Minutes
November 7, 2011
Page 4
GBE Keretve Fund
Mr. Simon reviewed the GRE Reserve Fund and the use of funds received from GRE for
hosting the peaking plant. Council had previously discussed information on the calling in the
bonds on the Ice Arena before final maturity on December 1, 2013. Besides the amount of
principal and interest in the 2011 budget, the additional amount of principal is $370,000 plus
accrued interest from December 1, 2011, until the next regularly scheduled payment on June
1, 2012. Paying off the bonds would eliminate the $111,650 transfer from the general fund to
the Ice Arena in 2012. Also, $31,920 in future interest expense would be saved.
It was the consensus of the Council to use GRE funds to pay off the ice arena bonds.
Trunk Utility Fund
Mr. Simon reviewed the Trunk Utilities Fund and answered questions from Council.
Mr. Femrite stated he would be presenting information on the 171St Focus Area Study Phase
I at the November 14, 2011, worksession in regard to this fund.
TechnologylSoftrvare Improvements
Mr. Simon and Mr. Pearson reviewed the requests for technology and software
improvements from various departments.
Mr. Simon asked the Council if they were still interested in considering moving ahead with
purchasing a laptop or an iPad/tablet for use by Councilmembers in place of receiving paper
packets. He referenced City Clerk Tina Allard's previous memo outlining the cost savings of
going with electronic packets.
Mr. Portner answered questions regarding the pros and cons of both an Apple iPad and an
Android-based tablet.
It was the consensus of the Council that it would be a cost savings to provide
paperless packets by using an electronic device and directed staff to put together
pricing on different options for a netbook, laptop, iPad and tablet.
Michael Hecker discussed the request by Parks and Recreation for a software upgrade. He
stated it would improve efficiencies with staff time and accuracy by upgrading the currently
used software programs.
Mr. Hecker noted one such software, Vermont Systems, Inc., that he's used in the past and
stated it is a very good product and would increase productivity and efficiency, which in turn
would offer a cost savings for staff time.
Mr. Simon discussed the timekeeping software, another benefit to all departments to
improve efficiencies and save staff time with data entry in the payroll process.
Ms. Wipper stated the program could be set up any way they wanted and Council could see a
complete analysis before any decisions were made.
It was the consensus of the Council to have staff come back at a future meeting to
provide a presentation of timekeeping software.
City Council Minutes
November 7, 2011
11. Adjournment
Page 5
There being no further business, Mayor Dietz adjourned the meeting of the Elk River City
Council at 7:54 p.m.
Minutes Prepared by Jennifer Johnson
Tina Allard, Ciry Clerk
John J. Dietz, Mayor
.,..
MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM)
MONDAY, NOVEMBER 14, 201 I
Members Present: Mayor Dietz, Councilmembers Gumphrey, Motin, and Westgaard (6:33 p.m.)
Members Absent: Councilxnember Zerwas
Staff Present: City Administrator Cal Portner, Finance Director Tim Simon, Parks and
Recreation Director Michael Hecker, City Engineer Justin Femrite, Human
Resource Representative Lauren Wipper, Accountant Lori Stich, Director of
Economic Development Annie Deckert, Assistant Street Superintendent Mark
Thompson, 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. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. Consider Council Agenda
^ Item 4.2. was added to the Consent Agenda.
^ Councilmember Motin added discussion on County Road 12 and Twin Lakes Parkway
under Other Business.
MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY
COUNCILMEMBER MOTIN TO APPROVE THE AGENDA AS AMENDED.
MOTION CARRIED 3-0.
4. Consider Consent Agenda
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPROVE THE FOLLOWING CONSENT
AGENDA:
4.1. ICE ARENA DEBT PAYOFF.
A. RESOLUTION 11-64 PROVIDING FOR THE PREPAYMENT AND
REDEMPTION OF CERTAIN OUTSTANDING GENERAL
OBLIGATION BONDS.
B. RESOLUTION 11-65 AUTHORIZING A TRANSFER FROM THE GRE
RESERVE FUND TO THE 1996C ICE ARENA BONDS DEBT
SERVICE FUND.
4.2. MASSAGE ESTABLISHMENT AND THERAPIST LICENSE -SARA C.
PETERSON VALID UNTIL DECEMBER 31, 2012.
MOTION CARRIED 3-0.
Ciry Council Minutes
November 14, 2011
5. Open Mike
No one was present for Open Mike.
6. Worksession
Councilmember Westgaard arrived (6:33 p.m.)
6.1. Interview Heritage Preservation Commission Applicant
Page 2
The Council interviewed Joshua Fox for the Heritage Preservation Commission vacancy.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPOINT JOSHUA FOX TO THE
HERITAGE PRESERVATION COMMISSION FOR A TERM TO EXPIRE
FEBRUARY 28, 2013. MOTION CARRIED 4-0.
6.2. Overtime Review
Mr. Fortner reviewed the staff report. Discussion took place on overtime, compensatory time,
and flex time.
Mayor Dietz indicated that his top priority for overtime use is public safety. He stated that he
would like to keep a handle on the use of overtime and would like department/division
managers to provide periodic reports on overtime usage to the Council.
Councilmember Motin stated that it is important for staff to accurately track their time so
appropriate staffing levels can be determined.
Councilmember Gumphrey would like the amount of compensatory time that can be banked
to be reduced. Councilmember Motin and Mayor Dietz noted that they would also be in favor
of a reduction.
Councilmember Westgaard stated he is not in favor of compensatory time as he feels it is a
liability to the city to have time hanging out there that will have to be paid at a later date. He
indicated that he believes overtime is acceptable in certain circumstances such as acts of nature.
He added that he is in favor of having employees flex their time for certain recreational events
such as the concerts in the park.
Mr. Fortner will work on a policy and report back to the Council.
6.3. Stormwater Utility Fee
Ms. Haug reviewed her staff report.
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPROVE HIRING A CONTRACTOR TO
CONDUCT AN EXISTING PROGRAM ASSESSMENT AND GAPS ANALYSIS OF
THE CITY'S CURRENT STORMWATER SYSTEM AND CONDUCT A
FEASIBILITY STUDY FOR A STORMWATER UTILITY FEE FOR AN AMOUNT
City Council Minutes
November 14, 2011
Page 3
OF UP TO $30,000 FROM THE SURFACE WATER MANAGEMENT FUND.
MOTION CARRIED 4-0.
6.4. 2012 Budeet
A. Flexible Benefits Plan Contribution
Ms. Wipper presented her staff report.
Mayor Dietz indicated he would like Mr. Portner to explore the option of allowing employees
to opt out of insurance coverage.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPROVE A 1.5% INCREASE TO THE
CITY'S CONTRIBUTION TO EMPLOYEES' FLEXIBLE BENEFITS PLAN AND
A $56 PER MONTH CONTRIBUTION TO THE HEALTH SAVINGS ACCOUNTS
OF EMPLOYEES ELECTING THE HIGH DEDUCTIBLE PLAN. MOTION
CARRIED 4-0.
B. Garbaee
Mr. Simon and Ms. Haug reviewed the garbage budget. It was noted that there are no
significant changes.
C. Landfill
Mr. Simon and Ms. Haug reviewed the landfill budget.
6.5. Council Open Forum
There were no items for discussion.
Other Business
Councilmember Motin stated that he witnessed an accident at County Road 12 and Twin Lakes
Road. He indicated that there has previously been discussion regarding installation of a stop
light at that intersection but at that time the traffic counts were not sufficient to support a light.
He would like the warrants revisited. Mr. Femrite indicated traffic counts were completed in
the spring as part of the AUAR and also as part of the MSA program. He will review the traffic
counts and accident history of the intersection and report back to the Council.
8. Council Updates
There were no Council Updates.
9. Staff Updates
There were no Staff Updates.
City Council Minutes
November 14, 2011
10. Adjournment
Page 4
There being no further business, Mayor Dietz adjourned the meeting of the Elk River City
Council at 7:26 p.m.
Minutes prepared by Jessica Miller.
Tina Allard, City Clerk
John J. Dietz, Mayor