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10-08-2012 CCM MEETING OF THE ELK RIVER CITY COUNCIL • HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, OCTOBER 8, 2012 Members Present: Mayor Dietz,Councilmembers Gumphrey,Motin(8:09 p.m.),Westgaard, and Zerwas Members Absent: None Staff Present: City Administrator Cal Portner,Finance Director Tim Simon,Parks and Recreation Director Michael Hecker,Human Resources Representative Lauren Wipper,Environmental Administrator Rebecca Haug,City Attorney Peter Beck,Street Superintendent Mark Thompson,Parks Supervisor Rodney Schreifels,Recreation Manager Steve Benoit,City Engineer Justin Femrite,IT Manager Robert Pearson,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 GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA. MOTION CARRIED 4-0. 4. Consider Consent Agenda MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE FOLLOWING CONSENT AGENDA: 4.1. OCTOBER 1,2012,REGULAR MEETING MINUTES. 4.2. AGREEMENT BETWEEN THE CITY OF ELK RIVER AND ALLINA HEALTH EMERGENCY MEDICAL SERVICES FOR FIRST RESPONDER TRAINING AND MEDICAL DIRECTION OVERSIGHT SERVICES. 4.3. SPECIAL EVENT PERMIT TO EARLY CHILDHOOD FAMILY EDUCATION FOR A 2K AND 5K RUN/WALK,SUBJECT TO THE FOLLOWING CONDITIONS: 1. APPLICANT SHALL BE RESPONSIBLE FOR GARBAGE CLEAN-UP IMMEDIATELY FOLLOWING THE EVENT. 2. WALKERS/RUNNERS ARE TO UTILIZE SIDEWALKS,TRAIL SYSTEMS,OR ROAD SHOULDERS THROUGHOUT THE ENTIRE ROUTE.NO ROAD CLOSURES WILL BE City Council Minutes Page 2 October 8,2012 PERMITTED.IT IS EACH RUNNER'S RESPONSIBILITY TO ENSURE THE STREETS/INTERSECTIONS ARE SAFE PRIOR • TO CROSSING. 3. ECFE SHALL DESIGNATE RACE MARSHALS TO MONITOR THE RACE ROUTE AND PARTICIPANTS. MOTION CARRIED 4-0. 5. Open Forum No one appeared for open forum. 6. Work Session 6.1. Ditch Agreement Mr. Simon presented the staff report Diane Arnold,Sherburne County Auditor and Mike Lindenau-Sherburne County Public Works Ditch/Drainage Technician provided an overview and history of the Elk River ditches.Ms.Arnold distributed a map outlining Elk River's ditches.She stated that the city began paying for all ditch work within Elk River in the late 1990s. She added that Elk River is the only entity in Sherburne County currently not billing benefitted property owners. It was noted that there does not appear to be a contract on file between the city and the county relating to the ditch work. Mr.Beck stated his recollection is that the city desired to take over control of the ditch work • and funded the work through a storm water impact fee on new development. He stated that the city needed special legislation authorizing the county to turn over control of the ditch work and the county assisted the city in obtaining this permission.He stated that this is a good time to revisit that policy. Ms. Haug stated that ditch work is currently funded through a surface water management fee that developers pay when new development occurs. She added that with the lack of new development,the fund is nearly depleted and a new source of revenue is necessary. Ms.Arnold explained that the county only does ditch work when a request or complaint is received. She stated that there is no preventative maintenance,just minimum maintenance. Mayor Dietz requested that county and city staff come back with additional information. He added that he would like to see information on how much residents would have been assessed for ditch work if the county had done the assessments. 6.2. 2013 Flexible Benefit Design Ms.Wipper presented her staff report. She outlined the options and the potential savings if employees are given the option to opt out of health insurance. Council consensus was to move forward with the change in life insurance carriers,a 4% increase in the city contribution,a 1%increase in the HSA contribution,and to allow • City Council Minutes Page 3 October 8,2012 employees the option to opt out of the city's health insurance. This item will come back • next week for formal approval. 6.3 Yellow Ribbon Signs Mayor Dietz indicated that the Yellow Ribbon Committee would like to install four small Yellow Ribbon Community signs on Elk River's population signs.He stated the Yellow Ribbon Committee will pay for the signs and MnDOT will install. Mr.Portner noted that he discussed this issue with Councilmember Motin and he has no concerns. Council consensus was to move forward with the Yellow Ribbon Community signs. 6.4 Houlton Property Update Mr. Hecker stated that staff and members of the Parks and Recreation Commission toured the Houlton property for sale.Mr.Hecker presented pictures from the tour.He also discussed some possible funding partners. Mayor Dietz questioned what the land could be used for.Mr. Hecker stated that there is the potential for ball fields and other recreational amenities.He noted that some funding options could limit the recreational uses and certain conservation funding could prohibit any public use of the land. Mayor Dietz stated he has no problem exploring funding sources for the property but the city would be unable to purchase the property without funding support. 6.5. Recycling Rebate Program Ms.Haug presented her staff report. Council consensus was to terminate the recycling rebate.This item will be brought back at the next meeting for formal approval. 6.6. Activity Center Staff Restructuring Mr.Hecker presented the staff report.He noted that the city no longer has office space at Guardian Angels. Council consensus was to increase Annette Bonin and Natalie Anderson's hours to 40 per week,approve the revised senior citizen coordinator position description and appoint Ms. Bonin to that position,and approve the revised senior citizen programmer position description and appoint Ms.Anderson to that position.This item will come back next week for formal approval. 6.7. Assessment Manual/Policy/Funding Options Mr. Femrite outlined his staff report. • City Council Minutes Page 4 October 8,2012 The Council discussed the pros and cons of switching to a tax-based levy approach or a franchise fee process similar to some other cities for funding street improvement projects. • There was some concern about how to treat those that have paid assessments in the past. Councilmember Gumphrey indicated he believes a levy-based program would provide consistent funding and allow for more projects to be completed each year.He also noted that he would like to see a way to credit residents who have paid assessments in the past five to seven years. Councilmember Westgaard concurred. (Councilmember Motin arrived 8:09 p.m.) Mr. Femrite stated that if the Council would like, staff can do a more in-depth study on what the public process to change the policy would entail and come back with proposed options for making it fair on those that have paid previous assessments. Mr. Femrite stated that he will hold off on the Assessment Manual updates until a more definite decision on funding is made.He proposed beginning the 2013 Street Improvement project continuing with past practice of assessing the project. This will allow for the preliminary work on developing the project to begin while reserving the ability to assess the project if no funding policy changes are made. Councilmember Gumphrey would like to make the change soon if a change is going to be made. Councilmember Motin stated he is in favor of switching to the levy-based approach but would like the financing phased in to make the process fair for residents who have recently paid assessments. • Council consensus was for Mr. Femrite to report back to the Council with additional information about a franchises fee versus tax-based approach and the options for making it fair to residents who have recently paid assessments. 6.8. 2013—2017 Capital Improvement Plan Mr. Simon presented his staff report on the city's Development Fund,Capital Outlay Reserve Fund,Park Dedication,and GRE Reserve Fund. Mr. Pearson reviewed the technology replacements over the next five years. Mr. Hecker and Mr. Schreifels reviewed proposed park projects.They stated that staff will work to prioritize the projects. The Council would like staff to see if trail repairs in Kliever Lake Fields can be tied back to the developer since the development is still in progress. Mr. Hecker stated that the Parks and Recreation Commission unanimously supported removing the downtown parking lot landscaping from next year's Capital Improvement Plan. It was noted that the school district would like to complete the Oak Knoll irrigation repair soon and is interested in splitting the cost with the city.Mr. Simon stated he will provide an 1111 update once actual pricing on the repair has been received. City Council Minutes Page 5 October 8,2012 • Discussion took place on increasing the transfer from the municipal liquor store to the Park Improvement Fund in order to begin addressing park maintenance projects. Councilmember Zerwas stated that he does not have an issue increasing the amount but believes tripling the amount is excessive.Councilmember Westgaard concurred.He added that purchasing and installation is only a portion of the funding process and that staff should also budget maintenance when considering improvements. Mayor Dietz indicated that he believes increasing the transfer to$300,000 is not unreasonable. Council consensus was to continue discussion on the parks Capital Improvement Plan when the remainder of the CIP discussions are held next month. 6.9. 2013 Budget Mr. Simon presented his staff report. Council consensus was to spread the Spectrum PILOF over four years and to add a.5% employee turnover into the budget and the rest of the adjustments as listed. 6.10. Council Open Forum Mr.Portner stated that most of the iPads have been updated.He stated that a Council Information folder has been added to Dropbox and that staff will put documents the • Council may find interesting in this folder.He reminded the Council not to delete documents from Dropbox. 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 9:57 p.m. Minutes pre s ared by Jessica Miller. \ ; IlLak Jo J. 1 etz,May 7'2% Tina Allard,City Clerk •