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03-02-1998 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, MARCH 2, 1998 Members Present: Vice Mayor Farber, Councilmembers Dietz, Thompson, and Holmgren Members Absent: Mayor Duitsman Staff Present: Pat Klaers, City Administrator; Sandra Thackeray, City Clerk; Steve Rohlf, Building and Zoning Administrator; Tom Zerwas, Chief of Police; Rich Czech, Ice Arena Manager; Phil Hals, Street/Park Superintendent 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 Vice Mayor Farber. 2. Consider A.qenda The following item was withdrawn from the agenda: 6.5 Consider Resolution to Approve Plans and Authorize Advertisement for Bids for Trunk Highway 10 and Upland Avenue Intersection Signalization The following items were added to the agenda: 6.5a. Consider Resolution Indicating Cost Participation and Improvements on Trunk Highway 169 at 221 ,t Avenue 6.13. Rivers of Hope COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE MARCH 2, 1998, AGENDA AS AMENDED. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Consider Consent Agenda COUNCILMEMBER THOMPSON MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3.1. 3.2. 3.3. 3.4. CHECK REGISTER - APPROVED 2/17/98 CITY COUNCIL MINUTES - APPROVED EXEMPTION FROM LAWFUL GAMBLING LICENSE REQUESTED BY THE ELK RIVER AREA CHAMBER OF COMMERCE FOR A RAFFLE ON JULY 4 - APPROVED RESOLUTION 98-16 ENTERING INTO A MAINTENANCE AGREEMENT BETWEEN THE CITY OF ELK RIVER AND WRIGHT COUNTY FOR BRIDGE #86515 - APPROVED Elk River City Council Minutes March 2, 1998 Page 2 3.5. RENEWAL OF CONSUMPTION AND DISPLAY PERMIT FOR CHIN YUEN RESTAU RANT - APPROVED RESOLUTION 98-17 AUTHORIZING EXECUTION OF GRANT AGREEMENT FOR EMERGENCY PREPAREDNESS PROGRAM- APPROVED COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- 0. 4. Swear In Assistant Police Chief Jeff Beahen Jeff Beahen was sworn in by Vice Mayor Farber as Assistant Police Chief for the City of Elk River. 5. Plannin.q Commission Interviews The City Council interviewed Joseph Schuster and Michael Chambers for the Planning Commission vacancy. The Council indicated it would make its decision as to who would be filling the position under Other Business. 6.1. Consider Resolution Accepting Feasibility Study and Orderin.q Public Hearing for Lake Orono Sediment Removal Improvement City Administrator Pat Klaers introduced the feasibility study for the Lake Orono Sediment Removal Project. He indicated that the total cost of the improvement is estimated at $750,000 and the assessment rate for the benefiting property owners has been set at $2,200 per residential equivalent parcel. COUNCILMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 98-18 RECEIVING THE FEASIBILITY STUDY AND ORDERING A PUBLIC HEARING FOR APRIL 13, 1998, ON THE IMPROVEMENT IN THE MATTER OF THE LAKE ORONO SEDIMENT REMOVAL IMPROVEMENT OF 1998. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. Steve Rohlf indicated that following a meeting with the disposal site property owners, the property owners requested that the organic matter be tested prior to dumping it on their property. Steve Rohlf requested authorization to spend $2,000 to do the sediment sampling of the organic matter. He indicated that the results from this test will be necessary prior to receiving bids for the project. COUNCIl. MEMBER DIETZ MOVED TO AUTHORIZE UP TO 52,500 TO TEST THE SEDIMENT FOR ORGANIC MATTER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.2. Call Special Meetin.q for April 13, 1998, Following EDA Meeting COUNCILMEMBER DIETZ MOVED TO CALL A SPECIAL MEETING OF THE CITY COUNCIL FOR APRIL 13, 1998, IMMEDIATELY FOLLOWING THE REGULARLY SCHEDULED EDA MEETING FOR THE PURPOSE OF HOLDING A PUBLIC HEARING ON THE PROPOSED IMPROVEMENT OF THE LAKE ORONO SEDIMENT REMOVAL PROJECT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- 0. Elk River City Council Minutes Page 3 March 2, 1998 6.3. Wetland Conservation Act Re.qardin.q Plat of Windsor Woods Building and Zoning Administrator Steve Rohlf stated that Marly Glines of Dynamics Design and Land Company has made application to fill 6,900 square feet of Type II wetland to accommodate the plat of Windsor Woods. Steve Rohlf reviewed the staff report on this issue. COUNCIIMEMBER HOLMGREN MOVED TO APPROVE THE FILLING AND MITIGATION PLAN FOR THE WINDSOR WOODS PLAT WITH THE FOLLOWING STIPULATIONS: ONLY THE RUNOFF FROM THE PROPOSED ROAD AND NOT OVERFLOW FROM THE ADJACENT WETLAND BE FILTERED THROUGH THE PROPOSED SEDIMENTATION PONDS. THE COST OF THE PROPOSED MITIGATION PLAN BE COVERED BY A LETTER OF CREDIT IN FAVOR OF THE CITY FOR A PERIOD OF ONE YEAR AFTER COMPLETION. 3. A RESTRICTIVE COVENANT BE RECORDED ON THE MITIGATION AREAS. 4. SHERBURNE COUNTY APPROVE THE PLAT DRAINAGE PLAN. THAT THE DEVELOPER SUBMIT A REPORT ON THE WETLANDS TO THE CITY ONE YEAR FOLLOWING CONSTRUCTION. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.4. Business Center Drive Street and Utility Improvements City Administrator Pat Klaers indicated that plans have been completed for the extension of trunk watermain, lateral sanitary sewer, and street and storm sewer improvements on Business Center Drive to serve the Gagne property and Sherburne County Administration building. COUNCILMEMBER DIETZ MOVED TO ADOPT RESOLUTION 98-19 APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS IN THE MATTER OF THE STREET AND UTILITY IMPROVEMENTS ON 1998 TO SERVE THE SHERBURNE COUNTY ADMINISTRATION BUILDING. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.5. Consider Resolution to Approve Plans and Authorize Advertisement for Bids for Trunk Highway 10 and Upland Avenue Intersection Signalization This item was withdrawn from the agenda. 6.5a. Turn Lane Improvements on Trunk Highway 169 at 221,t Avenue City Administrator Pat Klaers distributed a March 2 memo and resolution from the City Engineer on this issue. This city request is in response to the Barton Sand and gravel request and Pat indicated that the city has asked the Minnesota Department of Transportation to add left and right turn lanes and two acceleration lanes near 221st Avenue on T.H. 169. He further indicated that the Elk River City Council Minutes Page 4 March 2, 1998 Minnesota Department of Transportation has requested the city to participate in the cost of the turn and acceleration lane construction. COUNClLMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 98-20 INDICATING CITY COST PARTICIPATION IN IMPROVEMENTS ON T.H. 169 AT 221~r AVENUE. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4- O. 6.6. Consider Ordinance Amendment to Formally Authorize Primary Elections in Elk River The City Clerk indicated that the City of Elk River has never formally established primary elections in the city. She indicated that this is a requirement of state law and requested the Council to consider the proposed ordinance which establishes municipal primary elections in the City of Elk River. VICE MAYOR FARBER MOVED TO ADOPT ORDINANCE 98-5 AMENDING CHAPTER 3 OF THE CITY OF ELK RIVER CODE OF ORDINANCES ENTITLED "ELECTIONS" BY ADDING SECTION 304 - ESTABLISHING MUNICIPAL PRIMARY ELECTIONS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- O. 6.7. Request for Additional Clerical Help for Building and Zonin.q Department Building and Zoning Administrator Steve Rohlf indicated that he is requesting additional cledcal help for the Building and Zoning department from April through November. He indicated he is requesting an additional 20 to 2,5 hours per week to cover the peak building construction period. City Clerk Sandra Thackeray indicated that staff is proposing to contract with a temporary service for this position. She indicated that the temporary employee would work as the city's receptionist and the city's current receptionist would work in the Building and Zoning department from 12:30 to 4:30 from April through November. COUNClLMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO HIRE THE CLERICAL STAFF PERSON THROUGH A TEMPORARY AGENCY TO WORK DURING THE PEAK BUILDING CONSTRUCTION PERIOD FROM APRIL 1 THROUGH NOVEMBER 30 FOR APPROXIMATELY 20 TO 25 HOURS PER WEEK. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.8. Discussion on Upcoming Volunteer Recognition Program The City Clerk updated the Council on the planning of the 1997 Volunteer Recognition Program. The Council discussed the issue of whether or not to include the EDA and Utilities Commissions in the Program. The City Clerk indicated that these two bodies were originally omitted because they receive a wage for their services. COUNClIMEMBER THOMPSON MOVED TO INCLUDE THE EDA AND UTILITIES COMMISSIONS IN THE VOLUNTEER RECOGNITION PROGRAM. VICE MAYOR FARBER SECONDED THE MOTION. THE MOTION CARRIED 3-1. Councilmember Holmgren opposed. Elk River City Council Minutes March 2, 1998 Page 5 Councilmember Holmgren indicated he opposed as these people are paid and are not true volunteers. 6.9. Varsity Field Improvements City Administrator Pat Klaers explained that Phil Hals has indicated that the installation of a drinking fountain outside of the first base dugout of the varsity field will cost approximately $1,500 to $2,000. Discussion was held regarding the fact that improvements to this field have been shared equally between the city and the school district. COUNCILMEMBER THOMPSON MOVED TO APPROVE THE EXPENDITURE OF $2,000 OUT OF THE PARK EQUIPMENT/INFRASTRUCTURE RESERVE FOR THE INSTALLATION OF A DRINKING FOUNTAIN AT THE VARSITY FIELD. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.10. Consider Contribution to Play.qround Equipment for Parker School Complex Street/Park Superintendent Phil Hals indicated that the Parent Teacher Organization from Parker School had requested the Park and Recreation Commission to recommend the City Council donate toward playground equipment for the Parker School Complex. He indicated that the city is being requested to donate money for the equipment because the school playground complex also serves the community as a neighborhood park. He further indicated that the Park and Recreation Commission recommended that the City Council donate $3,000 for this request. COUNCILMEMBER DIETZ MOVED TO AUTHORIZE A $3,000 DONATION FROM PARK EQUIPMENT/INFRASTRUCTURE RESERVES TO THE PARKER PARENT TEACHER ORGANIZATION TO BE USED FOR PLAYGROUND EQUIPMENT. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.11. Request to Replace Roof on Main Buildinq of WWTP City Administrator Pat Klaers indicated that the 1998 budget includes ,$40,000 for a new roof on the main building of the Wastewater Treatment facility. He indicated that Darrell Mack received a quote for this work from Northwestern Waterproofing, Inc. in the amount of .$20,105. COUNCILMEMBER DIETZ MOVED TO ACCEPT THE QUOTE FROM NORTHWESTERN WATERPROOFING, INC. IN THE AMOUNT OF $20,105, TO REPLACE THE ROOF ON THE MAIN BUILDING OF THE WASTEWATER TREATMENT FACILITY. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.12. Consider Feasibility Study for the Heatin.q, Ventilation, and Air Conditioninq Improvements at Elk River Ice Arena Ice Arena Manager Rich Czech informed the Council that the current dehumidifier is not working efficiently enough to remove the humidity and condensation from the air in the arena. He indicated that this is causing many problems at the arena such as water dripping from the ceiling, stalagmites on the surface of the ice, rusting of the ceiling, wet, slippery floors, etc. He Elk River City Council Minutes Page 6 March 2, 1998 indicated that he is requesting the Council to authorize a study for recommendations on the dehumidification, the ventilation, and the heating systems at the ice arena. The City Administrator indicated that staff wants to obtain some more reference checks and maybe another proposal before action is taken by the Council. It was noted that a new and improved system would include more heat in the building and the capital expenses could be in the $150,000 range, plus higher operating expenses. It was also noted that a system in this price range was originally proposed for the arena, but it was changed to save money under the assumption and advice that the lower cost system would function properly. No action was taken on this issue at this time. 6.13. Rivers of Hope Vice Mayor Farber indicated that he placed this issue on the agenda to allow representatives from the Rivers of Hope organization to answer any questions that the Council may have. There were two representatives present from the Rivers of Hope organization indicating that the Rivers of Hope first requested $5,000 for 1998 from the City Council a couple of months ago. It was indicated that the Rivers of Hope would prefer a contract fee for services rather than asking for a monetary donation. In 1997 the city contributed $5,000 to this organization. Councilmember Holmgren indicated that he supported the request if the money is earmarked for the violence prevention program. The City Administrator indicated that the city must follow state law on contributions to organizations. COUNCILMEMBER DIETZ MOVED TO DEFER ACTION ON THIS ISSUE UNTIL A FULL COUNCIL IS PRESENT. COUNCILMEMBER THOMPSON SECONDED THE MOTION. Councilmember Farber indicated that he felt the city's contribution to this organization is important. THE MOTION CARRIED 4-0. Councilmember Dietz left the Council table at this time (7:25 p.m.) 7. Open Mike No one appeared for this item. The City Council recessed at 7:26 p.m. and reconvened at 7:30 p.m. 8.1. 1997 Street/Park Department Annual Report Sfreet/Park Superintendent Phil Hals presented the 1997 Sfreet/Park Department Annual Report. Elk River City Council Minutes March 2, 1998 Page 7 8.2. 1997 Administration Department Annual Report City Clerk Sandra Thackeray presented the 1997 Administration Department Annual Report. Councilmember Dietz returned to the Council table at this time (8:20 p.m.) 9. Other Business COUNCILMEMBER DIETZ MOVED TO APPOINT MICHAEL CHAMBERS TO THE PLANNING COMMISSION FOR A THREE YEAR TERM EXPIRING DECEMBER 31, 2000. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4- O. 10. Staff Updates There were no staff updates. 11. Adjournment There being no further business, Vice Mayor Farber adjourned the meeting at 8:30 p.m. Respectfully submitted, Sandra Thackeray City Clerk