06-11-2012 CCM• MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM)
MONDAY, JUNE 11, 2012
Members Present: Mayor Dietz, Councilmembers Gumphrey, Motin, and Westgaard
Members Absent: Councilmember Zerwas
Staff Present: City Administrator Cal Portner, Finance Director Tim Simon, City
Engineer Justin Femrite, Parks and Recreation Director Michael Hecker,
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
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
• COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA. MOTION
CARRIED 4 -0.
4. Consider Consent Agenda
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPROVE THE FOLLOWING
CONSENT AGENDA:
4.1. JUNE 4, 2012, REGULAR MEETING MINUTES.
4.2. SPECIAL EVENT PERMIT AMENDMENT FOR ZYLSTRA HARLEY
DAVIDSON FOR AN EVENT ON JULY 7, 2012, WITH THE
FOLLOWING CONDITIONS:
1. INSPECTION OF THE OUTSIDE AREA WILL TAKE PLACE
PRIOR TO EACH OUTSIDE EVENT WHEN THERE IS A
TENT. APPLICANT MUST CONTACT THE FIRE MARSHAL
AT 763.635.1110 FOR AN INSPECTION AFTER THE TENT
AREA HAS BEEN SET UP.
2. EVENT PARKING MAY NOT OBSTRUCT PUBLIC ROADWAYS
OR RENDER THEM UNSAFE FOR VEHICLE OR
PEDESTRIAN TRAFFIC.
3. IF TRAFFIC BECOMES A PROBLEM AROUND THE
TEMPORARY SITE, THE SALES AREA SHALL BE
DELINEATED WITH A BARRIER TO RESTRICT TRAFFIC.
4. NO ELECTRICAL SERVICES SHALL BE ACROSS ANY DRIVE
• OR WALKING SURFACE.
City Council Minutes Page 2
June 11, 2012
5. THE TENT SHALL BE REMOVED WITHIN ONE DAY OF •
THE END OF THE EVENT AND THE SITE BE RETURNED
TO ITS PREVIOUS CONDITION.
6. ALL TEMPORARY SIGNS SHALL RECEIVE A PERMIT PRIOR
TO DISPLAY.
4.3. SOLICITOR LICENSE TO JAMES DOUGLAS CARPENTER,
JAMES CARPENTER'S BOOKS
4.4. HIRE RACHEL KING AS FULL -TIME, TEMPORARY
ENVIRONMENTAL ASSISTANT AT PAY GRADE 5, STEP B.
MOTION CARRIED 4-0.
5. Open Forum
No one appeared for open fonun.
6. Work Session
6.1 Host Aporov�al Request — Spectrum High School
Mr. Simon reviewed his staff report. He explained that if the Council approves Spectrum's
request regarding the issuance of charter school lease revenue bonds, state and federal law
requires the city to hold a public hearing and give host approval to the issuance of the
bonds. Spectrum is working with another entity to issue the bonds.
Councilmember Motin expressed concern with the city's ability to deny future permits and
approvals if the Council approves hosting the public hearing for this project. •
Mark Beltz, representing Spectrum — indicated that there are no assumptions on future
approvals.
Nick Hagen, Piper Jaffray — added that the applicable permit approvals would be required
prior to the bonds being issued to Spectrum.
Rick Peterson, representing Spectrum — distributed a map of the proposed expansion of
the athletic fields.
Mayor Dietz stated that he is in favor receiving the payment in lieu of tax (PILOT) in a lump
sum payment up front. He also stated that he would like the PILOT amount to be
approximately $200,000, which equates to about four years' worth of city taxes.
Councilmember Motin and Councilmember Westgaard concurred that they would like the
PILOT in a lump sum.
Mr. Simon indicated that if the Council wishes to move forward, staff can meet with
Spectrum representatives to discuss the PILOT details prior to the public hearing.
Mr. Portner indicated that if Council consensus is to move forward with the public hearing,
this would be scheduled for a future meeting and the Council would be able to consider the
details and vote on the request at that time. Council consensus was for staff to schedule a
public hearing for this item on a future agenda. 40
City Council Minutes Page 3
June 11, 2012
• 6.2 King Avenue Parking Lot Islands
Mr. Femrite presented his staff report.
Councilmember Motin stated that some of the concrete curbs in the lot are in poor
condition and he would like to see those curbs repaired prior to the island improvements.
Mr. Femrite stated that he will arrange for the repairs.
Discussion took place on the various options and costs associated with installation and
annual maintenance.
MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY
COUNCILMEMBER WESTGAARD TO CONTRACT WITH PETERSON
CONSTRUCTION TO REPLACE THE SURFACE ON SEVEN ISLANDS IN
THE KING AVENUE PARKING LOT WITH PAVERS, TREES, AND MULCH
END CAPS AS OUTLINED IN THE STAFF REPORT FOR A COST OF $14,665
WITH FUNDING TO COME FROM THE COUNCIL CONTINGENCY FUND.
MOTION CARRIED 4 -0.
6.3. Managing Parks and Recreation Assets
Mr. Hecker presented a Powerpoint presentation outlining Parks and Recreation capital
projects. Mr. Portner stated that some of the items have already been placed in the budget
but staff will work on an overall update to the city Comprehensive Plan with the parks plan
being a part of that.
is 6.4 2013 Budget Discussion
Mr. Simon reviewed his staff report. He stated that he is looking for feedback on the budget
process.
Consensus of the Council was that they would like department heads to attend the meetings
to discuss their budgets. The Council asked that departments be scheduled based on the
amount of time their budget discussion will take.
Councilmember Westgaard indicated that he felt some portions of the budget discussion
were rushed last year and he would like to take more time to discuss the budget prior to
final budget approval.
6.5 iPad User's Discussion
Mr. Portner questioned if the Council would like assistance or training on anything relating
to their iPads.
Councilmember Westgaard questioned if staff has found a way to publish a city calendar
electronically. Mr. Simon indicated IT staff is close and the Council should expect to receive
an invitation to join a calendar soon.
is
City Council Minutes
June11,2012
Page 4
6.6 Council Open Forum •
Mayor Dietz stated that the city has officially been designated a Yellow Ribbon Community.
He explained that he would like to have an official ceremony prior to one of the downtown
concerts.
Councilmember Motin expressed concern with allowing groups to utilize the downtown
concerts in this way. He explained that he believes the Yellow Ribbon program is good and
he has no issue with having an official ceremony prior to the concert but questioned if this
opens the city up to other groups who want to use the concerts for similar events.
Mayor Dietz explained that he believes the Yellow Ribbon program is a unique situation.
Councilmember Motin stated that it may be beneficial to have a policy to address this type of
situation. He added that this should be discussed with The Bank of Elk River since they
sponsor the concert series.
7. Announcements
There were no announcements.
8. Adjournment
There being no further business, Mayor Dietz adjourned the meeting of the Elk River City
Council at 8:25 p.m.
Minutes pr,�ed by Jessica Miller. •
Jfhj J. Qjtz, Mayory
Tina Allard, City Clerk