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11-10-2003 CC MIN - SPECIALSPECIAL MEETING OF THE ELK RIVER CITY COUNCIL HELD AT ELK RIVER HIGH SCHOOL MONDAY, NOVEMBER 10, 2003 Members Present: Members Absent: Others Present: Mayor Klinzing, Councilmembers Dietz, Kuester, Tveite, and Motin. None. Consultant Jim Brimeyer. Call Meeting To Order Pursuant to due call and notice thereof, Mayor Klinzing called the executive session of the special meeting of the Elk River City Council to order at 6:13 p.m. The City Council received input from Consultant Jim Brimeyer on the City Administrator's Evaluation. Adjournment There being no further business, Mayor Klinzing adjourned the executive session of the special meeting of the Elk River City Council at 6:50 p.m. Stephanie Iadinzing Mayor I~IEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER HIGH SCHOOL LITTLE THEATRE I~IONDAY, NOVEf4BER 10, 2003 Members Present: Members Absent: Staf£ Present: Mayor K2inzing, Councihnembers Dietz, Kuester, Tveite, and Motin. None. City Administrator Pat I43aers; Sareet & Park Superintendent Phil Hals; Finance Director Lori Johnson; Ice Arena Manager Rich Czech; Police ChiefJef£ Beahen; and City Clerk Joan Schmidt. Call Meeting To Order Pursuant to due cai1 and notice thereof, Mayor K_!mzing called the meeting of the Elk River City Council to order at 7:07 p.m. She announced that the council had been in a closed executive session to receive input from Consultant Jma Brimeyer on the City Administrator's evaluation. Consider 11/10/2003 Agenda MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE COUNCIL AGENDA AS AMENDED: The following items were added to the agenda under Other Business: · Discuss Collection of Information on City Goals · Update of Highway 10 and Main Street · Use of Voting Machines. MOTION CARRIED 5-0. Consider Consent Agenda MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILEMBER DIETZ TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. 3.2. 3.3. OCTOBER 27, 2003 COUNCIL MINUTES CHECK REGISTER CONSIDER AMENDMENT TO CITY OF ELK RIVER FLEXIBLE SPENDING PLAN MOTION CARRIED 5-0. Open N[ike No one appeared for Open Mike. City Council Nfinutes November 10, 2003 Page 2 5.1. 5.2 5.3 Consider Resolution for the Issuance and Sale of the City's $1,275,000 General Obligation Improvement Bonds. Series 2003A Finance Director LoriJohnson distributed the bid tabulations received today. Sid Inman of Ehlers and Associates was present to answer questions. He stated that Moody's has affirmed the city's A2 rating and has said -k/nd things about the City of Elk River. Moody believes the city has good reserve levels and sound plans in place to deal with the state budget cuts. MOVED BY COUNCILMEMBER DEITZ AND SECONDED BY COUNCILMEMBER TVEITE TO ADOPT RESOLUTION #03-77, A RESOLUTION PROVIDING FOR THE ISSUANCE AND SALE OF THE CITY'S $1,275,000 GENERAL OBLIGATION IMROVEMENT BONDS, SERIES 2003A. MOTION CARRIED 5-0. Consider Resolution Awarding the Sale of the City's General Obhgation Water Revenue Bonds, Series 2003B and Providing for their Issuance MOVED BY COUNCILMEMBER DEITZ AND SECONDED BY COUNCILMEMBER TVEITE TO APOPT RESOLUTION #03-78, A RESOLUTION AWARDING THE SALE OF THE CITY'S GENERAL OBLIGATION WATER REVENUE BONDS, SERIES 2003B AND PROVIDING FOR THEIR ISSUANCE. MOTION CARRIED 5-0. Consider Ice Arena Floor and Dasher Boards Bids Ice Arena Manager Rich Czech updated the council on the ice arena floor at the Barn. He indicated that ice has been made and that skafng took place on Saturday, November 8, 2003. He stated that there could be future problems but he xvas confident that it would hold ice throughout the year. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER KRUESTER TO ACCEPT THE BIDS FROM COMMERCIAL REFRIGERATION SYSTEMS AS FOLLOWS: · ICE RINK DASHER BOARD FLOOR BASE BID ALONG WITH ALTERNATE BID #1 FOR A TOTAL AMOUNT OF $85,784 · ICE RINK FLOOR REPLACEMENT BASE BID ALONG WITH ALTERNATE BID #2 FOR A TOTAL AMONT OF $298,912. MOTION CARRIED 5-0. Councilmember Modn asked why the cost was more for Alternate 1. Nh:. Czech replied because of the cost of labor as well as the cost of steel is going up. We will be using e.,dsting materials and Athletica didn't feel they could use those products. Councilmember Tveite noted that there are 255 pipes in the floor and that staff had to make 116 repairs by jack hammering the floor and replacing many of the leaks with couplings. Mayor ICdinzing and the Councilmembers wanted to thank Nh:. Czech and his staff for aH their hard work and great effort. City Council Nfiamtes November 10, 2003 5.4 Review Sidewalk Plowing Policy Page 3 Street/Park Superintendent Phil Hals stated that staff ~vould be eliminating some of the sidewalk plow routes used in the past years. Some routes had been added when they should not have been. The ones outlined in red on the map would be eliminated due to Iow volume, dead ends, being neighborhood residential routes, and budget restraints. An effort will be made to notify the neighborhoods. Staff will include tl~s information in the January Newsletter and notify the Homeowners Association. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE THE SIDEWALK SNOWPLOWING ROUTES AS PRESENTED. MOTION CARRIED 5-0. 5.5 Consider Labor Agreement between the Ciw and Law Enforcement Labor Services MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE THE 2004 LABOR AGREEMENT BETWEEN THE CITY AND POLICE UNION LELS LOCAL #231. MOTION CARRIED 5-0. 5.6 Discuss City, Council Meeting Schedule City Administrator Pat K2aers discussed with the council the concept of setting aside one meeting a month for a worksession. He is suggesting exchanging the fourth Monday for the first Monday of the month for regular city council business and to hold the worksession on the second Monday of the month. By setting aside one meedng a month helps in scheduling joint meetings with our boards, commissions, and the school board. One concern from staff was meedng just for the sake of meedng, but a list has been put together of possible topics, however, staff feels the majority of topics to be discussed should come from the council. Councilmember Tveite stated that he was in favor of the proposal but he didn't feel we should fdl up this time meeting with the school board or commissions but to use this time to work with staff. Councilmember Motin likes the idea of worksessions. He felt this would enable the council be more proactive versus reactive. He suggested the possibility of also moving the H1LA to meedng to another Monday. This item will be put on the HRA meeting agenda for discussion. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER DIETZ TO CHANGE THE MEETING SCHEDULE AS OUTLINED IN THE MEMO FROM THE CITY ADMINISTRATOR AND TO START THIS SCHEDULING WHEN THE COUNCIL CHAMBERS IS AVAILABLE. MOTION CARRIED 5-0. 5.7 Public Safety-City Hall-Utilities Construction Project Update City Administrator Pat K_laers gave a progress report on the public safety-city hall-utilities construction project explaining that the City Hall project is ahead of schedule and staff should be able to move in mid January into the offices. The council chambers may not be ready until February with cable television work that is necessary. We are still waiting for the official change order of approximately $31,000 for the HVAC system. Some mold that was City Com~cil 2vfinutes Page 4 November 10, 2003 found in the xvalls and in the Mtchen area still needs to be addressed. November 25 is the date for the next meeting with the architect and construction staff. Staff will be working on a moving schedule. Councilmember Dietz asked when the Elk River Municipal Utilities would be able to move into the building. Finance Director LoriJohnson stated shortly after March 1, 2004 after carpeting, xvatl painting, and other issues are addressed. Police Chief Jeff Beahen updated the council on the Public Safety building process. He thanked the council for the wonderful building and explained how efficiendy staff is able to operate in tlzis new setting The EOC cabinets have been reinstalled, the carpeting is down, and the room is back to the original design. Water testing has been done and no interior leaks found. The porous brick is totally sealed and the wall was power ~vashed under high pressure prior to sealant being applied and no leaks ~vere revealed. The exterior fence at the impound lot is being installed. T~vo pods (semi mailers) will be in that lot tomorrow to hold evidence involving a telecommunications fraud. Signs will be placed up front for parking. The internal gun range construction should start December 1~t. The city has received a $10,000 grant to help defray the cost of the ventilation system with $800 of this grant money earmarked to purchase hearing protection. The gun range should be totally operational by December 15. Council.member Dietz inquired if the city ~vill rent out the gun range to other cities. Chief Beahen stated yes, as well as there is a high interest from the public. This issue will need to be addressed with the insurance company. The officers could supervise this type of use. Councilmember Motin asked about the financial responsibility for the EOC damage. Chief Beahen stated the electrical company has said it ~vill be covered. Some cable ends have become rusty and Dell Corn has been authorized by staff to repair. Staff will go back to Collins Electric to cover this expense also. 6.0 2004 Municipal Budget City Administrator Pat Klaers recapped the budget information that ~vas outlined in his November 10, 2003 memo to council. Councilmember Motto stated he doesn't wish to use Host Fees for operating expenses. After discussion on the budget and the proposed budget changes, it was the consensus of the city council to agree with City Administer Klaers' recommendation of how to balance the General Fund budget for 2004 including the addidon of a Park and Recreation Director mid-year. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER DIETZ TO USE NSP FUNDS AND LIQUOR STORE FUNDS ON A $0-$0 BASIS FOR THE ICE ARENA FLOOR PROJECT. MOTION CARRIED 5-0. 6.1 Consider Hiring New Patrol Officer The police chief asked for permission to start the testing process now to enable another patrol officer coming on board in January. This posidon is in the 2004 budget. He ~vould then come back to council with permission to hire. City Council Mhmtes Page 5 November 10, 2003 MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE STAFF TO START THE HIRING PROCESS FOR A NEW PATROL OFFICER. MOTION CARRIED 5-0. The pohce cl~ief also wished to address another budget item. The command post vehicle is old, leaking fluid over the new floor, and the mechanics don't feel it's worth putting any more money into more repairs. He found a deal in Fort Meyers, Florida for $38,000 and it's a truck valued at $175,000. It had a crashed right rear end and since St. Petersburg is self insured, the city totaled the vehicle and parked it. The dealership xvould paint and decal and is selling it for $38,000 but xve would have to get it back here. The dealership will not be holding for much longer. The Chief stated that he would be willing to forgo the two new patrol vehicles that are in the proposed budget for this purchase. Finance Director Johnson stated that ~ve could pay for the purchase out of the equipment certificates and, instead of t~vo squad cars for 2004; staff would get this vehicle instead. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE STAFF TO PURCHASE THE COMMAND POST VEHICLE THAT IS AVAILABLE IN FORT MEYERS, FLORIDA, IN LIEU OF TWO POLICE CARS FOR NEXT YEAR. MOTION CARRIED 5-0. City Administrator Klaers stated that another budget item is the other three employees approved for 2004. It was the consensus of the council that the department heads could forward and make the request of council for authorization to start the advertisement process. 7. Other Business Councilrnember Dietz stated that a school board member had told him that the school district had asked to use the city's election equipment and xvas refused. City Administrator I43aers explained that this information was not correct. The school district did not have anyone who was able to tram the judges on the use of the machines and that he had been in contact with Joan Schmidt prior to her employment discussing this issue. The school district did not pursue using the machines. Councilmember Dietz inquired as to what happened to the mxaeframe originally stated to get the intersection of Highway 10 and Main Street done. City Administrator IClaers stated that he understands that there had been problems with the signals. Finance Director Johnson stated that it was her understanding that it is supposed to be open by Wednesday, November 12. Councilmember Kuester asked permission to add another discussion item. The council consented to this request. Councilmember Kuester asked if the Community Theatre could start using the backroom of the Litde Theatre for storage. Currently their items are stored in a private person's barn. They would like to build cabinets to use for storage. The consensus of the council was to allow this. Councilmember Kuester informed the council that she had received information from the League of Ivl_innesota Cities regarding goal setting and what other cides are doing. She stated that there appears to be a vast variety of what is being done. She felt this was good Citw Council bi_mutes Page 6 November 10, 2003 reference material as to how od~er cines have approached these topics. She ~v~ll maintain the information and other counc~nembers may borrow d~e material from her. 8.0 Staff Updates The police chief informed the council that there would be a press release tomorrow regarding a juvenile male driver who was picked up for erradc driving in Elk River and upon questioning of the youth and contacting Danbury, Wisconsin there was a confirmed death of one parent. 8. Adjournment There being no further business, Mayor IYJinzing adjourned the meeting of the Elk River City Council at 9:05 p.m. Joan Schmidt Cit7 Clerk