4.1. DRAFT MINUTES 03-19-2012C~RAF`a
MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM)
MONDAY, MARCH 12, 2012
Members Present: Mayor Dietz, Councilmembers Gumphrey, Motin, Westgaard, and
Zerwas
Members Absent: None
Staff Present: City Administrator Cal Portner, Finance Director Tim Simon, Fire Chief T.
John Cunningham, Parks and Recreation Director Michael Hecker,
Planning Manager Jeremy Barnhart, Planner Chris Leeseberg, Interim Street
Superintendent Mark Thompson, and Executive Secretary/Deputy City
Clerk Jessica Miller
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
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA. MOTION
CARRIED 5-0.
4. Consider Consent Agenda
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER MOTIN TO APPROVE THE FOLLOWING CONSENT
AGENDA:
3.1. MARCH 5, 2012, REGULAR MEETING MINUTES
MOTION CARRIED 5-0.
Open Forum
Jim Acers, Central Minnesota Council of Boy Scouts of America -thanked the Mayor and
Council for several years of support and presented the Mayor with a picture in honor of the
Boy Scouts 100 year anniversary.
6. Work Session
6.1. Commission Interviews
The Council interviewed Mike Keller for the Planning Commission and Dave Kallemeyn for
the Parks and Recreation Commission
City Council Minutes Page 2
March 12, 2012
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPOINT MIKE KELLER TO THE
PLANNING COMMISSION AND DAVE KAI.LEMEYN TO THE PARKS AND
RECREATION COMMISSION FOR TERMS TO BEGIN IMMEDIATELY AND
EXPIRE FEBRUARY 28, 2015.
Counciltnember Motin requested that the appointments be made in two separate motions.
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER ZERWAS TO AMEND THE PREVIOUS MOTION TO
APPOINT MIKE KELLER TO THE PLANNING COMMISSION FOR A TERM
TO BEGIN IMMEDIATELY AND EXPIRE FEBRUARY 28, 2015. MOTION
CARRIED 5-0.
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER ZERWAS TO APPOINT DAVE KALLEMEYN TO THE
PARKS AND RECREATION COMMISSION FOR A TERM TO BEGIN
IMMEDIATELY AND EXPIRE FEBRUARY 28, 2015. MOTION CARRIED 5-0.
Councilmember Motin expressed concern with the Parks and Recreation Commission being
too park oriented and stated he would like to see commission members with more recreation
backgrounds.
6.2. Review of Volunteer Handbook
Mr. Fortner presented the staff report. He asked the Council for feedback.
Mr. Fortner stated that the next step would be to bring volunteer coordinator candidates to
the Council for review. He explained that typically the volunteer program is managed by the
Parks and Recreation Department and he would propose that in this situation.
Councilmember Westgaard questioned if the language under Confidentiality was written by our
attorney. Mr. Fortner stated that it was. He added that most volunteers will only be working
with public data so he does not think this will be an issue.
Councilmember Motin outlined some wording changes he would like to see made to the
handbook. He expressed concerns over the cover letter and how it relates to the chain of
command. He suggested removing the part that tells volunteers to go to the Mayor if
necessary. The rest of the Council was agreeable to leaving the cover letter as is.
6.3. Planning Item Updates/Intersection and Boulevard Design
Mr. Barnhart presented his staff report. Mr. Leeseberg presented intersection and median
layout options.
Councilmember Westgaard questioned if improvements should be made to the intersection
of Main/Highway 169 if an overpass is planned in the future. Mr. Barnhart stated that his
recommendation is to move forward with the intersection improvement because the
overpass is unfunded and is likely many years out.
City Council Minutes
March 12, 2012
Page 3
Mr. Barnhart stated that staffs recommendation is to complete one intersection this year and
to program future improvements into the Capital Improvement Plan. The intersection
shown would cost about $60,000 in plants and materials.
Mayor Dietz stated that he would like the intersection of Main Street/Highway 169 and the
Orono Parkway medians to be a priority. He noted that he is in favor of having an entrance
sign at Main and Highway 169, but not the block style presented. The Council preferred the
plan with variation.
It was the consensus of the Council that prairie grass not be planted in medians.
Mr. Barnhart questioned if there is anything the Council would like to see that is not
included in the layouts presented. Councilmember Motin stated that he would like to see
other items such as street light painting and debris kept up. Mayor Dietz indicated he has
received complaints about weeds growing in the medians along Highway 10 and he would
like the city to look into fixing this problem.
Council consensus was for staff to obtain firm estimates on the cost of the Main
Street/Highway 169 intersection and Orono Parkway median improvements and report back
to the Council. The Council authorized Mr. Barnhart to meet with a landscape architect
regarding these improvements, at a cost of $6,000 to $10,000.
6.4. Bailey Point Update
Mr. Fortner provided an update on Bailey Point. He stated that he received the third draft of
the Conservation Agreement from the land trust this afternoon. He stated that he believes all
parties are close to reaching an agreement.
6.5. Yellow Ribbon City Program Update
Mayor Dietz stated that the Yellow Ribbon Committee meets regularly and the program is
off to a really good start. He noted that the Committee hopes to have the official kick-off of
the program on Memorial Day.
6.6. Togics for Joint Meeting with Sherburne County Board
Mr. Fortner presented his staff report. He stated that County Administrator Brian Benson
will be requesting topics from the Board at their next meeting.
Mayor Dietz asked the Council to let Mr. Fortner know if they have any topics they would
like to add to the joint meeting agenda.
6.7. Parks and Recreation Department Computer System
Mr. Hecker presented the staff report.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER GUMPHREY TO AUTHORIZE THE PARKS AND
RECREATION DEPARTMENT TO PURCHASE THE VERMONT SYSTEMS
COMPUTER SOFTWARE AS OUTLINED IN THE STAFF REPORT WITH
THE ADDITIONAL FUNDING FOR THE PURCHASE OPTION TO COME
FROM THE CAPITAL OUTLAY RESERVE FUND. MOTION CARRIED 5-0.
Ciry Council Minutes Page 4
March 12, 2012
6.8. Council Ogen Forum
Mayor Dietz provided a brief update on the first Fire Service Task Force meeting.
Announcements
Mr. Fortner stated that the ERX Motorpark event went well overall and that staff will meet
with them in a couple weeks to review the event and discuss what can be done differently
for next year's event.
Mr. Fortner stated that GRE now has a bulky waste shredder that they are finding to be
efficient.
8. Adjournment
There being no further business, Mayor Dietz adjourned the meeting of the Elk River City
Council at 7:49 p.m.
Minutes prepared by Jessica Miller.
John J. Dietz, Mayor
Tina Allard, Ciry Clerk