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09-04-2012 CCM MEETING OF THE ELK RIVER CITY COUNCIL • HELD AT THE ELK RIVER CITY HALL TUESDAY, SEPTEMBER 4, 2012 Members Present: Mayor Dietz, Councilmembers Zer-\yas,Gumphrey,Westgaard, and Motin Members Absent: None Staff Present: City Administrator Calvin Portner,Finance Director Tim Simon,Fire Chief T.John Cunningham,Human Resources Representative Lauren Wipper,IT Manager Bob Pearson,and Recording Secretary Jennifer Johnson 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 7:20 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider Council Agenda Councilmember Westgaard pulled the August 6 meeting minutes from the Consent Agenda. • MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE AGENDA WITH THE CHANGE NOTED ABOVE.MOTION CARRIED 5-0. 4.1 August 6,2012 Regular Council Meeting Minutes Councilmember Westgaard noted the minutes stated he was absent but he was in attendance at the meeting. Councilmember Gumphrey stated he may have been absent. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO CHANGE THE AUGUST 6 MEETING MINUTES TO REFLECT THAT COUNCILMEMBER WESTGAARD WAS IN ATTENDANCE AND COUNCILMEMBER GUMPHREY WAS ABSENT. MOTION CARRIED 5-0. 4. Consent Agenda MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE FOLLOWING CONSENT AGENDA: 4.1 MINUTES • • AUGUST 13,2012,WORK SESSION. • AUGUST 17,2012, SPECIAL CANVASSING. City Council Minutes Page 2 September 4,2012 • AUGUST 20,2012, REGULAR. 4.2 CHECK REGISTER AS OUTLINED IN THE STAFF REPORT. • 4.3 2012 STREET IMPROVEMENT FINAL PAY ESTIMATE AS OUTLINED IN THE STAFF REPORT. 4.4 PROPOSAL FROM FLUID INTERIORS IN THE AMOUNT OF $58,314.17 TO FURNISH AND INSTALL FURNITURE AND WORKSTATIONS FOR PUBLIC WORKS FACILITY. 4.5 THE REQUEST FOR PROPOSAL FORM IN THE STAFF REPORT AND TO ADVERTISE FOR ENGINEERING SERVICES FOR THE 2013 STREET IMPROVEMENT PROJECTS. 4.6 PROCLAIM CONSTITUTION WEEK, SEPTEMBER 17-23,2012 AS REQUESTED BY THE DAUGHTERS OF THE AMERICAN REVOLUTION,ANOKA CHAPTER. MOTION CARRIED 5-0. 5. Open Forum No one appeared for open forum. 6. Awards/Recognitions There were no Awards/Recognitions. 7. Public Hearings There were no Public Hearings. 41111 8.1 2012 Tax Levies and Set Budget Meeting Date Mr. Simon presented the staff report. Mayor Dietz stated he will vote to authorize the proposed tax levy but will hold on the final budget determination until all the financial numbers come in from Sherburne County and for the 2013 budget. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER ZERWAS TO ADOPT RESOLUTION 12-46 AUTHORIZING THE PROPOSED PROPERTY TAX LEVY FOR COLLECTION IN 2013.MOTION CARRIED 5-0. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER GUMPHREY TO ADOPT RESOLUTION 12-47 APPROVING THE HOUSING AND REDEVELOPMENT AUTHORITY 2013 TAX LEVY. MOTION CARRIED 5-0. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO ADOPT RESOLUTION 12-48 APPROVING THE 2013 TAX LEVY FOR ECONOMIC DEVELOPMENT PURPOSES FOR THE ELK RIVER ECONOMIC DEVELOPMENT AUTHORITY. MOTION CARRIED 5-0. 110 City Council Minutes Page 3 September 4,2012 MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY • COUNCILMEMBER ZERWAS TO SET THE BUDGET HEARING FOR DECEMBER 3, 2012 AT 6:30 P.M. MOTION CARRIED 5-0. 8.2 Highway 169 and Main Street Intersection Landscaping Improvement Quotes Mr.Barnhart presented the staff report. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE QUOTE FROM MIDWEST LANDSCAPES FOR MAIN STREET AND HIGHWAY 169 LANDSCAPING IMPROVEMENTS AT A COST NOT TO EXCEED $19,737. MOTION CARRIED 5-0. 8.3 Orono Parkway Median Landscaping Improvement Quotes Mr.Barnhart presented the staff report.He noted that at the last meeting,Council requested staff to review whether installing rock in the medians would be feasible. He stated he didn't get quotes but got estimates from the architect,which were high. Mayor Dietz introduced Dave Anderson's email into the record. Staff noted they would work with the landscaper to work out any issues, such as grading, etc. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE QUOTE FROM MIDWEST • LANDSCAPES FOR ORONO PARKWAY LANDSCAPING IMPROVEMENTS AT A COST NOT TO EXCEED $10,732. MOTION CARRIED 5-0. Councilmember Westgaard stated the Council understands the addition of the trees are only a beginning to this plan and that more will come on the decision as to what needs to be in place for ground cover and putting in the trees now will not be affected by future changes to the median landscaping plan. Mayor Dietz asked staff to bring pictures showing what the different landscaping options would look like. Council consensus what to install the trees this year and to keep moving forward with a plan for next year. 8.4 Award of Construction Bid for Backbone Fiber Optic Ring Mr. Pearson presented the staff report. Mayor Dietz questioned why Sherburne County's share of the cost decreased. Mr. Pearson stated the county has only two buildings they want to initially utilize the fiber ring for but if the city's ring can connect to the school district,the county may have an opportunity to get to other facilities, such as Zimmerman. • Mr.Portner stated nothing has been firmed up with Sherburne County but in his talks with the county administrator,it should be something the county can fit into their budget.He City Council Minutes Page 4 September 4,2012 stated they would have a 25°o share of the bundle and would buy more into the system as they need it in the future. He stated if the county can't contribute. then the city would look • at offering them a lease option. He stated the advantage of the city owning the fiber is in having the ultimate control over it. It was noted that timing for this project is critical because the contractor is already their work installing lines for another project. Councilmember Gumphrey questioned why there is such a large discrepancy between the two bidders and wanted to make sure nothing is being missed. Mr. Pearson stated this is a bundle deal because the low bid contractor is already digging in the ground for another project. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT RESOLUTION 12-49 ACCEPTING BID AND AUTHORIZING EXECUTION OF CONTRACT IN THE MATTER OF THE 2012 BACKBONE FIBER OPTIC RING PROJECT. MOTION CARRIED 5-0. See below for continuation of this item. 8.5 On-line Enrollment for 2013 Flexible Benefits Plan Open Enrollment Ms.Wipper presented the staff report. Councilmember Westgaard questioned how this software will be budgeted for future years. Mr.Portner stated he is unsure how or if this would be budgeted in the future.He stated it would be brought back to Council again after staff has had time to review how the online enrollment worked out. Councilmember Motin stated the amount of the software seems nominal compared to the amount of work it will save staff. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO CONTRACT WITH FINANCIAL CONCEPTS, INC TO UTILIZE APPRIZE TECHNOLOGY BENEFIT MANAGEMENT SOFTWARE FOR THE CITY'S 2013 FLEXIBLE BENEFITS PLAN OPEN ENROLLMENT IN THE AMOUNT OF $2,000. MOTION CARRIED 5-0. 8.4 Award of Construction Bid for Backbone Fiber Optic Ring.(Continued) Continuation from 8.4 above. Mr. Portner noted a motion was missed asking the Council to authorize the city attorney to draft usage agreements for the city,Sherburne County,and Elk River Municipal Utilities. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO AUTHORIZE THE CITY ATTORNEY TO 110 City Council Minutes Page 5 September 4,2012 DRAFT USAGE AGREEMENTS FOR THE CITY, SHERBURNE COUNTY, IIIAND ELK RIVER MUNICIPAL UTILITIES. MOTION CARRIED 5-0. 8.6 Discuss Fork Session Agendas Mr. Portner presented the staff report. Council consensus was to accept the worksession items proposed for the September 10, 2012, Council meeting. 9. Announcements Ouiet Zones Mayor Dietz stated he has been getting many phone calls regarding the installation of quiet zones and he would like to have it revisited by the city.He questioned why Elk River's costs would be so much more than other communities. He suggested pulling the money from the capital fund or the landfill fund. He stated citizens seem to want quiet zones no matter the costs. Councilmember Motin stated the cost is important to consider and he questioned what the benefit might be to the city,noting that quiet zones can be installed but it doesn't necessarily stop the train whistles from still happening. He stated he is not opposed at looking at this issue again and noted that the City of Ramsey did indicate an interest in paying for a portion of a quiet zone near the border between the two cities. Mr.Portner stated the city will not be able to stop the noise but could look at ways to ID minimize the impact to surrounding areas and there may be other possible funding sources. He also stated the city could look at phasing in options. Mayor Dietz suggested bringing it back to Council sometime over the winter. 10. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 8:00 p.m. .. ,111., ", John J. D..tz,Mayor .- OF i Tina Allard,City Clerk III