4.1 DRAFT MINUTES 03-18-2013 DRAFT
MEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE ELK RIVER CITY HALL
MONDAY, MARCH 4, 2013
Members Present: Mayor Dietz,Councilmembers Wilson,Burandt,Westgaard,and Motin
Members Absent: None
Staff Present: City Administrator Calvin Portner,Finance Director Tim Simon,
Community Operations and Development Director Suzanne Fischer,
Planning Manager Jeremy Barnhart,Engineer Justin Femrite,Parks and
Recreation Director Michael Hecker,Recreation Manager Steve Benoit,
Golf Course Superintendent Paul Anderson, 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 6:30 p.m.by Mayor Dietz.
2. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. Consider Council Agenda
Councilmember Motin requested to remove items 4.4 and 4.5 from the Consent Agenda for
discussion.
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER MOTIN TO APPROVE THE AGENDA WITH THE
ABOVE CHANGES. MOTION CARRIED 5-0.
4. Consent Agenda
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER WILSON TO APPROVE THE FOLLOWING CONSENT
AGENDA:
4.1 FEBRUARY 11,2013,WORKSESSION MINUTES AND FEBRUARY 19,
2013,REGULAR MINUTES.
4.2 CHECK REGISTER AS OUTLINED IN THE STAFF REPORT.
4.3.A SPECIAL EVENT PERMIT FOR ZYLSTRA HARLEY DAVIDSON'S
ONGOING EVENTS DURING 2013 SUBJECT TO 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.
City Council Minutes Page 2
March 4,2013
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 AREA SHALL BE DELINEATED WITH A BARRIER TO
RESTRICT TRAFFIC.
4.NO ELECTRICAL SERVICES SHALL BE ACROSS ANY DRIVE OR
WALKING SURFACE.
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.B SPECIAL EVENT PERMIT FOR MCCOY'S PUB 5K RUN SCHEDULED
FOR MARCH 16,2013,SUBJECT TO THE FOLLOWING CONDITIONS:
1.APPLICANT MUST CONTACT POLICE CAPTAIN RON
NIERENHAUSEN(763.635.1202)AT LEAST TWO WEEKS PRIOR TO
EVENT TO ARRANGE FOR POLICE RESERVES.
2.THE ROUTE AND REQUIREMENTS OUTLINED BY THE POLICE
DEPARTMENT ON THE ATTACHED REPORT MUST BE COMPLIED
WITH.
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. RACE MAY BEGIN AT THE DOWNTOWN RIVER'S EDGE PARK
AND END AT THE MAIN STREET PARKING PLAZA WITH THE
UNDERSTANDING THAT THE PARK AND PLAZA MUST REMAIN
OPEN TO THE PUBLIC AT ALL TIMES.
5.APPLICANT SHALL BE RESPONSIBLE FOR GARBAGE CLEAN-UP
IMMEDIATELY FOLLOWING THE RACE.
6.NO PAINT ALLOWED ANYWHERE ON TRAILS. CHALK OR
CONES MAY BE USED.
7. RECEIPT OF A CERTIFICATE OF INSURANCE NAMING THE
CITY,ITS OFFICIALS,EMPLOYEES,AND AGENTS,AS ADDITIONAL
INSURED.THE MINIMUM LIMITS MUST BE AT LEAST$1,000,000.
4.6 REBUILD ARENA DEHUMIDIFIER AS OUTLINED IN THE STAFF
REPORT.
4.7 SOLICITOR LICENSE TO KYLE WOLTERS, CHARTER
COMMUNICATIONS,VALID THROUGH DECEMBER 31,2013.
4.8 SHERBURNE COUNTY CLEAN UP DAY AGREEMENT.
4.9 2013 EQUIPMENT PURCHASE FOR PINEWOOD GOLF COURSE AS
OUTLINED IN THE STAFF REPORT.
4.10 LEGAL SERVICES REQUEST FOR QUALIFICATIONS AND
PROPOSALS AS OUTLINED IN THE STAFF REPORT.
MOTION CARRIED 5-0.
5. Open Forum
No one appeared for open forum.
City Council Minutes Page 3
March 4,2013
6.1 Awards.Recognitions&Presentations
None.
7.1 Public Hearings
None.
4.4 Request for Proposal for Comprehensive Plan
Councilmember Motin asked questions regarding the need and cost to update the
Comprehensive Plan,noting it was updated considerably in 2004. He noted he hoped not to
have to start from square one on the plan.
Mr.Barnhart explained the need for review,noting the cost would be minimal but updating
the plan would be beneficial to the city by having outside firms,as well as public,offer input
to determine if the Plan still reflects the needs of the community.
Mr.Portner concurred,noting the plan was in need of a review and fine tuning it would be
beneficial.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER BURANDT TO APPROVE THE REQUEST FOR
PROPOSAL FOR COMPREHENSIVE PLAN AS OUTLINED IN THE STAFF
REPORT. MOTION CARRIED 5-0.
4.5 Community Operations and Development Deputy Director
Councilmember Motin asked questions regarding the process of filling this position,why it
was filled internally,and the overall need to fill this position.He noted he is very confident
in Mr.Barnhart's abilities but had concerns that Council wasn't given an opportunity to offer
direction.
Mayor Dietz felt he remembered during budget discussions that the intention was to fill the
Deputy Director position with an internal employee.
Mr.Portner explained the position was approved during the budget process,and explained
the decision to recommend Mr.Barnhart was due to a number of factors based upon the
strengths of the Community Operations and Development Director.The Deputy Director
position became a hybrid position of sorts.During the budget process,the Council reviews
and approves all positions and vacancies and approves wage and benefit funding to fill each
approved position.Mr.Portner explained he was following state statute and past practices in
regard to the hiring process,but if the Council wished to change this,a formal policy can be
outlined at a future work session.
Councilmember Westgaard felt this particular hiring process was done adequately and Mr.
Portner ensured all department needs were fulfilled.He stated he didn't feel Council needed
to review every single position as Mr.Portner is able to evaluate operations and staffing
requirements.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER BURANDT TO PROMOTE JEREMY BARNHART TO
City Council Minutes Page 4
March 4,2013
COMMUNITY OPERATIONS AND DEVELOPMENT DEPUTY DIRECTOR.
MOTION CARRIED 5-0.
8.1 Introduction of Librarian and Presentation of Annual Report
William Hollerich,Branch Librarian with the Great River Regional Library,introduced
himself to the Council and provided his education background and work experience.He
stated he was excited to work in such a supportive community.
Mr. Hollerich provided 2012 statistics for the Elk River branch of the Great River Regional
Library.
8.2 Orono Park Playground Replacement
Mr.Hecker presented the staff report. He outlined the replacement details with a
PowerPoint presentation.
Mayor Dietz agreed with the idea that the additional$10,700 is needed to fully fund this
project could be absorbed from Parks and Recreation budget expenditures and therefore
avoid having to remove components of the playground as presented in order to stay within
the budget.
Councilmember Westgaard agreed with Mayor Dietz regarding the funding.He asked if
there were any safety concerns of the current playground that needed to be addressed
immediately.
Mr.Hecker stated there were some safety hazards on areas of the playground due to how the
playground was originally designed and built 25 years ago.He noted the playground was
tentatively scheduled to be removed sometime in June but that date could be moved up if
necessary.
Councilmember Westgaard stated if there were hazards,they should be reviewed by staff and
counselor Peter Beck to ensure that safety concerns were considered and action taken if
necessary.
Councilmember Motin agreed with Councilmember Westgaard and wanted to ensure that
children remained safe. He asked about the layout of the proposed playground and its
proximity to the parking lot.
Mr. Hecker explained staffs desire to avoid removing a few trees,if any,as well as placing
the equipment in as flat an area as possible.He noted the proposed location may be
modified in order to keep within these constraints.
MOVED BY COUNCILMEMBER BURANDT AND SECONDED BY
COUNCILMEMBER MOTIN TO REMOVE THE CURRENT PLAYGROUND
EQUIPMENT AT ORONO PARK AND APPROVE THE PURCHASE OF A
NEW PLAYGROUND THROUGH THE STATE CONTRACT IN THE
AMOUNT OF$260,700 WITH THE DESIGN RECOMMENDED BY THE
PARKS AND RECREATION COMMISSION AS OUTLINED IN THE STAFF
REPORT.MOTION CARRIED 5-0.
City Council Minutes Page 5
March 4,2013
8.3 Background Screening Policy
Mr.Hecker presented the staff report.He outlined the details of the background screening
policy with a PowerPoint presentation.The policy would apply to all Parks and Recreation
employees and volunteers who will or may be expected to have contact with children or
vulnerable adults.Mr.Hecker then provided an update on the field and facility use policy,
commenting that this item would be further discussed at the next Council work session.He
noted all Field and Facility Users'program participants,who will or might have such contact
with children or vulnerable adults,would be subject to this condition for approval of a field
and facility use permit.This background policy would then apply to any youth sports
organizations that use the city's athletic fields.
MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY
COUNCILMEMBER WESTGAARD TO APPROVE THE BACKGROUND
SCREENING POLICY AND LIMITING THIS POLICY TO THOSE
INDIVIDUALS WHO WOULD COME INTO CONTACT WITH YOUTH
AND/OR VULNERABLE ADULTS.MOTION CARRIED 5-0.
8.4 Approve the Plans and Specifications and Authorize the Advertisement for Bids for 2013
Street Improvement Project
Mr. Femrite presented the staff report. He introduced Ed Youngquist from WSB,who
presented PowerPoint Presentation,and highlighted the elements that have been modified
based upon public comments received and during preparation of the final design:
Gates Avenue&3rd Street:improve sight conditions while still remaining in the right-of-way
185th Street—added right turn lanes at Queen and Pascal
Business Center Drive&Gary Street—removed the straight-on intersection,revised the
curve,and lowered the speed limit to 25 mph
Railroad Drive—by adding a roundabout,there is a reduction in the pavement area and
better definition of traffic flow;a roundabout also allows for addressing drainage issues and
improving the safety of intersection
202nd Avenue—WSB felt an overlay is sufficient and would recommend that option;
however,they are adding an option of full-depth reclamation as a bid alternative to
determine the cost difference
Councilmember Motin asked if the set of mailboxes and collection boxes on Railroad Drive
would be relocated.
Mr. Femrite stated due to the reconfiguration of the street,they would need to be moved
and he would be discussing this relocation with the post office.
Councilmember Wilson asked what the timeframe was for construction and how long
businesses would be affected by construction.
Mr. Femrite outlined the proposed construction timeframe,stating the project would begin
sometime in early June,and would be scheduled as such so that businesses and residential
areas would be affected as little as possible.
MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY
COUNCILMEMBER TO APPROVE THE PLANS AND SPECIFICATIONS
City Council Minutes Page 6
March 4,2013
AND AUTHORIZE THE ADVERTISEMENT FOR BIDS FOR 2013 STREET
IMPROVEMENT PROJECT.MOTION CARRIED 5-0.
8.5 2013—2014 Visioning Update
Mr.Barnhart presented the staff report.He outlined the 5 goals identified by the Council in
August,and modifications made by staff to the Strategic Planning goal by renaming it
"Planning and Positioning."Barnhart noted that staff is now working on identifying tasks
and will review those tasks with Council in 4-6 weeks.
8.6 Discuss Work Session Agendas
Mr.Portner presented the staff report.He added an item regarding a request for an increase
in staff hours.
9. Announcements
Mr.Portner explained the new and improved city website's soft launch occurred on March 1.
He thanked the staff involved in the project.
Mr.Portner reminded Council of the volunteer appreciation dinner to be held on
Wednesday,March 6,at Rockwood's Restaurant.
Mr.Portner stated the wayside horn demonstration took place on March 6. Staff would
present their findings to the Council at a future meeting.
10. Adjournment
There being no further business,Mayor Dietz adjourned the meeting of the Elk River City
Council at 8:12 p.m.
Minutes Prepared by Jennifer Johnson
John J.Dietz,Mayor
Tina Allard,City Clerk