07-09-2012 CCM MEETING OF THE ELK RIVER CITY COUNCIL
• HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM)
MONDAY,JULY 9, 2012
Members Present: Mayor Dietz. Counc?me:nbers Gum_phrey, 'Morin.Westgaard, and
Zeinvas
Members Absent: None
Staff Present: City Administrator Cal Former, Finance Director Tim Simon, Cite
Engineer Justin Femrite,Environmental Administrator Rebecca Haug,
Environmental Assistant Rachel hing,IT Manager Bob Pearson,
Accountant Lori Stich,Fire Chief T.John Cunningham,Parks and
Recreation Director Michael Hecker,Human Resources Representative
Lauren\Vipper, 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 WESTGAARD AND SECONDED BY
COUNCILMEMBER GUMPHREY TO APPROVE THE AGENDA. MOTION
CARRIED 5-0.
4. Consider Consent Agenda
MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY
COUNCILMEMBER MOTIN TO APPROVE THE FOLLOWING CONSENT
AGENDA:
4.1. JUNE 18,2012, REGULAR MEETING MINUTES.
4.2. SPECIAL EVENT PERMITS:
A. SHERBURNE COUNTY AGRICULTURAL SOCIETY FOR THE
SHERBURNE COUNTY FAIR AND PARADE JULY 19—22,2012,WITH
THE FOLLOWING CONDITIONS:
1. APPLICANT SHALL PROVIDE GARBAGE CLEANUP
IMMEDIATELY FOLLOWING THE PARADE.
2. SIGNS SHALL BE INSTALLED AT THE FOLLOWING
LOCATIONS NO LATER THAN JULY 13,2012
• MAIN STREET AND MORTON AVENUE (ALERTING
WESTBOUND TRAFFIC)
• WEST OF ORONO ROAD AT MAIN STREET AND JOPLIN
• STREET (FOR EASTBOUND TRAFFIC)
City Council Minutes Page 2
July 9,2012
• ON JOPLIN STREET AT ORONO PARKWAY (ALERTING
SOUTHBOUND TRAFFIC)
■ PROCTOR AND MAIN STREET (_ALERTING SOUTHBOUND
TRAFFIC)
THE SIGNS SHALL STATE:
MAIN STREET CLOSED
JULY 20
6:30 PM.-8:30 P.M.
PARADE
3. APPLICANT SHALL PROVIDE PORTABLE TOILETS AND
INFORM ALL PARADE STAFF OF THE LOCATION FOR THE
TOILETS DURING PARADE STAGING.
4. APPLICANT SHALL ENSURE THAT ALL APPLICABLE FIRE
CODES HAVE BEEN MET AND ALL TENTS MUST BE
INSPECTED BY THE FIRE MARSHAL.APPLICANT IS
RESPONSIBLE FOR CONTACTING THE FIRE MARSHAL AT
763.635.1110 TO ARRANGE FOR INSPECTION.
5. APPLICANT SHALL PROVIDE THE ELK RIVER FIRE
DEPARTMENT,DIVISION OF EMERGENCY MANAGEMENT,
WITH A COPY OF THE EMERGENCY OPERATIONS PLAN TO
INCLUDE, BUT NOT LIMITED TO,APPROPRIATE ANNEXES
FOR SEVERE WEATHER.
6. ACCESS TO THE PUBLIC SAFETY COMPLEX,INCLUDING THE
REAR ENTRANCE AREA, SHALL NOT BE OBSTRUCTED.
7. CANDY MAY BE HANDED OUT AT THE PARADE BUT IS NOT
ALLOWED TO BE THROWN FROM MOVING OBJECTS. 110 B. YMCA FOR A 5K WALK/RUN ON SATURDAY,JULY 21,2012,WITH
THE FOLLOWING CONDITIONS:
1. APPLICANT SHALL BE RESPONSIBLE FOR GARBAGE CLEAN-
UP IMMEDIATELY FOLLOWING THE EVENT.
2. NO PAINT ALLOWED ANYWHERE ON TRAILS. CHALK OR
CONES MAY BE USED.
3. WALKERS/RUNNERS ARE TO UTILIZE SIDEWALKS,TRAIL
SYSTEMS,OR ROAD SHOULDERS THROUGHOUT THE ENTIRE
ROUTE.NO ROAD CLOSURES WILL BE PERMITTED. IT IS
EACH RUNNER'S RESPONSIBILITY TO ENSURE THE
STREETS/INTERSECTIONS ARE SAFE PRIOR TO CROSSING.
4. THE YMCA SHALL DESIGNATE RACE MARSHALS TO MONITOR
THE RACE ROUTE AND PARTICIPANTS AND CONTACT
POLICE CAPTAIN RON NIERENHAUSEN TO ARRANGE FOR
POLICE RESERVES.
4.3. SOLICITOR LICENSE TO CHARLES SMITH,FRONT LINE
MARKETING,VALID UNTIL DECEMBER 31,2012.
4.4. RESOLUTION 12-30 AUTHORIZING AN ENCORACHMENT
AGREEMENT BETWEEN THE CITY AND NORTHERN NATURAL
GAS COMPANY IN NATURE'S EDGE BUSINESS CENTER.
4.5. MINNESOTA DEPARTMENT OF EMPLOYMENT AND ECONOMIC
DEVELOPMENT (MNDEED) BUSINESS DEVELOPMENT PUBLIC
INFRASTRUCTURE (BDPI) GRANT AGREEMENT.
4.6. AUTHORIZATION HIRING OF JOSHUA BAAS FOR PARK
MAINTENANCE WORKER BEGINNING TUESDAY,JULY 10,2012,AT •
STEP A OF PAY GRADE 6.
City Council Minutes Page 3
July 9.2012
MOTION CARRIED 5-0.
5. Open Forum
No one appeared for open fo gym.
6. Work Session
6.1. Annual Fire Relief Update
to
Mr. Pearson presented the staff report. He thanked the Council for their support on behalf
of the Elk River Fire Relief Association.
John Rudi,with Parr McKnight Wealth Management Group of Wells Fargo Advisors,
reviewed the investment history,policy, and market conditions.
6 2. Pavement Management Plan
Mr. Femrite reviewed a PowerPoint and video providing an overview of the city Pavement
Management Plan.
Councilmember Westgaard stated that he has had residents question if rather than assessing
property owners, the city could add a fee to property taxes that would cover project costs.
Mr. Femrite indicated that he would like to review the assessment policy this year and this
issue could be discussed at that time.
• Mayor Dietz expressed concern that if the current assessment policy is changed, it could end
up creating a political nightmare with neighborhoods fighting over which streets are
completed.Mr. Femrite stated as long as the city has a strong Pavement Management Plan in
place,it would help defend what streets should be completed at what times.
Mr. Femrite distributed a preliminary map of the proposed pavement management projects
for 2013,2015,and 2017.
Mayor Dietz questioned if once this map is formally approved,if it would be available for
residents that inquire about pending street projects. Mr. Femrite indicated that once this map
is approved, staff could use it to provide information to residents that inquire about future
street projects. He noted that the map would be subject to change but it would provide a
preliminary project schedule.
6.3. Coal Tar-Based Sealant
Ms. Haug presented her staff report.
Councilmember Gumphrey questioned how a resident would be aware that a coal tar based
product is being used on their driveway. Ms. Haug stated that the resident could ask for a
material safety data sheet(MSDS) that would detail the products used.
Councilmember Motin questioned if there is a significant cost differential between coal tar
based products and non-coal tar based products. Ms. Haug stated that the cost is comparable
• but the coal tar does last a little longer.
City Council Minutes Page 4
July 9,2012
Mayor Dietz questioned the timeline for the ordinance. Ms. Haug stated that the ordinance
would be prepared accord in s to a regular ordinance schedule. She stated that staff would
also utilize social media and the city newsletter to notndi residents of the new ordinance and
send letters notif ing area vendors and professional applicators about the ban.
Mr. Beck explained that one option for enforcement that is not included in the sample
ordinance is a licensing requirement for professional applicators. l\Lr. Beck stated that he will
research how other cities are handing enforcement.
Council consensus was for staff to work with the city attorney to prepare an ordinance
banning coal tar based sealant.
6.4. Residential Garbage and Recycling Contract Renewal
Ms. Haug presented her staff report. She noted that representatives from Allied Waste and
Randy's Environmental Services are present to answer questions.
Mayor Dietz questioned when single stream recycling would take effect.Ms. Haug indicated
that the haulers would like to have it in place by the time the snow flies.
Councilmember 1\lotin indicated that there is no language in the contract requiring the single
stream recycling. Mr. Beck stated that language could be added.
Councilmember Westgaard questioned if staff sought bids for the garbage contract. Ms.
Haug explained that bidding on the contract is not required and staff did not feel it was •
beneficial because of the good working relationship the cite has with the current haulers and
the level of service that they provide to the city. She added that she did check with other
communities that have organized collection and the city's rates are competitive, even lower
in some instances.
Ms. Haug stated that staff wanted to make sure the Council was agreeable to the contract
changes relating to contract length and single stream recycling. She indicated that the
contracts will be brought back for faunal approval once the garbage haulers have had a
chance to review the contracts with their legal staff.
6.5. 2013 Budget Discussion
Mr. Portner reviewed a PowerPoint overview of the 2013 budget.
Mr. Simon reviewed General Fund revenues and expenditures. Staff from the following
departments reviewed their requested budget and goals:
• Engineering
• Human Resources
• Building Maintenance
• Legal
• Information Technology
• Finance
• Council Contingency
Mr.Portner reviewed the personnel requests. •
City Council Minutes Page 5
Tula-9.2012
• 6.6. iPad User's Discussion
'\ r. Pearson provided an update on the iCloud calendar. He reviewed how to sign in to the
calendar and indicated he can set up the calendars for the Council.
6.-. Council Open Forum
There were no items for discussion under open forum.
_announcements
There were no announcements.
8. Adjournment
There being no further business,Mayor Dietz adjourned the meeting of the Elk River City
Council at 9:23 p.m.
Minutes prepared by Jessica Miller.
11\,,
J n J.7etz,=�
_ -
Tina Allard, City Clerk
•