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05-04-1998 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, MAY 4, 1998 Members Present: Mayor Duitsman, Councilmembers Dietz (6:03 p.m.), Thompson, Farber, and Holmgren Members Absent: None Staff Present: Pat Klaers, City Administrator; Lori Johnson, Assistant City Administrator; Sandra Thackeray, City Clerk; Scott Harlicker, Assistant Planner; Andy Brotzler, City Engineer; Jeff Beahen, Assistant Police Chief; and Rich Czech, Ice Arena Manager Also Present: 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 6:00 p.m. by Mayor Duitsman. 2. Consider A.qenda COUNCILMEMBER FARBER MOVED TO APPROVE THE MAY 4, 1998, CITY COUNCIL AGENDA. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Consider Consent A.qenda COUNClLMEMBER HOLMGREN MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3,1, 3.2. 3.3. CHECK REGISTER - APPROVED 4/20/98 COUNCIL MINUTES - APPROVED MAYOR'S ATTENDANCE AT GOVERNOR'S FISHING OPENER - APPROVED COUNClLMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. Ad Johnson Request for Front Yard Setback Variance, Public Hearin.q Case No. V 98-1 Assistant City Planner Scott Harlicker reviewed the staff report on this issue. He indicated that Mr. Johnson is requesting a variance to the minimum front yard setback to build a garage on his property. He further indicated that the Council recently requested that this issue be postponed to give the council time to visit the property in question. Councilmember Farber indicated that after visiting the property he feels that construction of the garage according to the requirements of the ordinance City Council Minutes May 4, 1998 Page 2 ............................. would cause undue hardship to the applicant. He further stated that the location of the garage will not affect anyone else as there are no homes close to the property. Councilmember Thompson indicated that to locate the garage as required by the ordinance would be very unsightly and may decrease the value of the applicant's home. Councilmember Holmgren indicated that the applicant could be restricted by the Wild and Scenic River Act. COUNCILMEMBER HOLMGREN MOVED TO DIRECT STAFF TO DRAFT A RESOLUTION IDENTIFYING THE HARDSHIPS THAT APPLY TO THE VARIANCE REQUEST. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-1. COUNCILMEMBER DIETZ OPPOSED. 5.1. Assessment Public Hearin.q - Business Center Drive Public Improvement Project Pat Klaers indicated this project consists of street and utility improvements for Business Center Drive. The assessment affects an area which includes two property owners; Sherburne County and Mr. Gagne. Andy Brotzler, City Engineer, indicated that bids were 10% lower than anticipated and provided an overview of the proposed assessments. Mayor Duitsman opened the public hearing. There being no one for or against the matter, Mayor Duitsman closed the public hearing. COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 98-44 ADOPTING FINAL ASSESSMENT ROLL FOR THE BUSINESS CENTER DRIVE STREET AND UTILITY IMPROVEMENT PROJECT. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. Consider Resolution Approvin.q Plans and Specifications and Authorizin.q Advertisement for Bids for the Lake Orono Sediment Removal Improvement 5.3. Andy Brotzler of Howard R. Green Company indicated that plans and specifications have been prepared for the Lake Orono Sediment Removal project. Steve Rohlf, Building and Zoning Administrator, updated the Council on the project. COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 98-45 APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS IN THE MATTER OF THE LAKE ORONO SEDIMENT REMOVAL IMPROVEMENT OF 1998. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 0. Discuss Police Department Parkin.q Needs Pat Klaers indicated that staff is proposing to expand the police department parking lot due to a parking shortage during certain periods of the day. He indicated that the proposed expansion will create sufficient parking to meet the needs of the police department for the next five years. Assistant Chief Beahen indicated that the parking area will be used for police vehicles and not for personal vehicles. He further stated that forfeited vehicles are also stored in the police fenced lot which sometimes creates a parking space shortage. City Council Minutes May 4, 1998 Page 3 COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE EXPANSION OF THE POLICE DEPARTMENT PARKING LOT, AS PROPOSED, USING CAPITAL PROJECT RESERVE FUNDS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED S-0. 5.4. Finance Depadment Annual Repod and Audit Presentation Assistant Chief Beahen presented an overview of computer needs for the police department. He explained that the current system will not run beyond t2-31-99. He indicated that he is recommending using the Stratus System which would link with the Sherburne County's system at a cost of $53,500. He stated that the Police Department is requesting to purchase the system and several personal computers and to have them installed by the end of the year. He further explained that the Police Department will be applying for a grant for the mobile computers in police vehicles. The Council made no decision at this time and indicated that the funding of this proposal would be discussed at a future meeting. City Auditor Steve McDonald and Assistant City Administrator Lori Johnson presented the City of Elk River 1997 Audit. Lori Johnson reviewed the 1997 Finance Department Annual Report. Discussion was held regarding increasing the City's bond rating and what would be necessary to begin the process. COUNCILMEMBER THOMPSON MOVED TO AUTHORIZE LORI JOHNSON TO MOVE FORWARD WITH REQUESTING A BOND RATING REVIEW FOR THE PURPOSE OF OBTAINING A POSSIBLE UPGRADE. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED S-0. Lcd Johnson requested to hire an outside consulting service to assist in writing and updating the city's personnel ordinance. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE FINANCE DIRECTOR TO WORK WITH A CONSULT TO UPDATE THE CITY'S PERSONNEL ORDINANCE AT A MAXIMUM OF $10,000, WITH THE FUNDING TO COME FROM THE COUNCIL CONTINGENCY. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Lori Johnson updated the Council on the City's health insurance. COUNCILMEMBER FARBER MOVED TO AUTHORIZE STAFF TO GO OUT FOR BIDS FOR HEALTH INSURANCE COVERAGE. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.5. Ice Arena Annual Report Rich Czech, ice Arena Manager, gave the 1997 Elk River Ice Arena Annual Repod. Lori Johnson reviewed the Ice Arena operating summary for 1997. She indicated that there are currently shortages of ice rental and sign rental revenues. Discussion was held regarding the fact that the Arena must generate more revenue to show a positive cash flow. Discussion was also held regarding City Council Minutes May 4, 1998 Page 4 the number of arenas and sheets of ice that are being built in the surrounding area which will be competition for the City's arena. 5.6. Northbound Liquor Annual Report The Northbound Liquor Annual Report will be presented at a future council meeting. 5.7. Discuss City Facilities - Cleanin.cl and Maintenance Services City Administrator Pat Klaers informed the council that the City's cleaning service contract will be ending on July 1. He indicated that staff is in agreement that it would be best to hire an individual rather than hiring a cleaning firm. It was the consensus of the Council to proceed with putting together a job description and pay range for this position and to also get quotes from cleaning companies so as to compare the value of the services. COUNClLMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO GATHER JOB DESCRIPTIONS, SALARY RANGE, AND COST ANALYSIS FOR THIS POSITION AND ALSO TO REQUEST QUOTES FROM COMMERCIAL CLEANING FIRMS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 6. Open Mike Mike Twaddle 18994 Zane St. NW. Indicated that on October 6, 1997, Resolution 97-103 was adopted authorizing a joint beautification project consisting of plantings along 169 and School Street. Mr. Twaddle extended an invitation to the Council to padiaipate in the project on Saturday, May 9, from 8 a.m. to noon. 7. Other Business No other business. 8. Staff Updates No staff updates. 9. Adjournment There being no further business, Mayor Duitsman adjourned the meeting at 8:35 p.m. Respectfully submitted, Sandra Thackeray ~ City Clerk