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03-18-2013 CCMMEETING OF THE ELK RIVER O HELD AT THE ELK RIVER CITY HALL MONDAY, MARCH 18,2013 Members Present: Mayor Dietz, Councilmembers Westgaard, Burandt, and Motin Members Absent: None Staff Present: City Administrator Calvin Portner, Community Operations and Development Deputy Director Jeremy Barnhart, Park Planner Chris Leeseberg, City Attorney Peter Beck, City Engineer Justin Femrite, Fire Chief John Cunningham, Police Chief Brad Rohif, Community Operations and Development Director Suzanne Fischer, Wastewater treatment Supervisor Gary Leirmoe, Wastewater Treatment Operator Matt Stevens, and City Clerk Tina Allard 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 3/18/2013 Agenda Councilmember Burandt added discussion regarding an oak tree on Third Street and Gates Avenue that is part of the 2013 Street Improvement Project. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 5 -0. 4. Consider Consent Agenda MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WILSON TO APPROVE THE FOLLOWING CONSENT AGENDA: 4.1 MARCH 4, 2013 REGULAR MEETING MINUTES. 4.2 CHECK REGISTER AS OUTLINED IN THE STAFF REPORT. 4.3 PAY ESTIMATES AS OUTLINED IN THE STAFF REPORT. 4.4 RESOLUTION 13 -10 APPOINTING NORTHERN CAPITAL INSURANCE GROUP AS THE INSURANCE AGENT OF RECORD FOR JULY 1, 2013, THROUGH JUNE 30, 2018. 4.5 RESOLUTION 13 -11 ACKNOWLEDGING CONTRIBUTIONS TO THE CITY OF ELK RIVER. City Council Minutes Page 2 March 18, 2013 4.6 INCREASE IN 2013 WORK HOURS FOR THE PAYROLL CLERK BY 16 EACH BI- WEEKLY PAY CYCLE TO PROVIDE TEMPORARY HUMAN RESOURCES SUPPORT. 4.7 POSITION DESCRIPTION OF TEMPORARY PLANNING ASSISTANT /INTERN AS OUTLINED IN THE STAFF REPORT. 4.8 RYAN HOLMGREN AS THE PARKS AND RECREATION COMMISSION REPRESENTATIVE TO SERVE ON THE ICE ARENA COMMISSION TO FEBRUARY 2S, 2014. 4.9 RESOLUTION 13 -12 IN SUPPORT OF FUNDING FOR TH 10 IMPROVEMENTS. MOTION CARRIED 5 -0. 5. Open Forum No one appeared for Open Forum. 6.1 City of Elk River Volunteer of the Month -Mayor Dietz Mayor Dietz introduced, read, and presented a plaque to February Volunteer of the Month Liz Lindskoog. He noted the following volunteering accomplishments: • Member of the Boys and Girls Club Board • American Legion Volunteer • Created the world's largest "thank -you" card for troops for the Monticello based 251zt Military police serving in Afghanistan. 6.2 Jeff Mordal Retirement Chief Rolfe provided background on Mr. Mordal's work history who is retiring with 34 1/2 years of service. He reviewed the awards Mr. Mordal received over the years. Mayor Dietz read and presented a plaque to Mr. Mordal. He thanked him for his many years of service. Chief Rolfe read and presented the 2012 Chiefs Award to Mr. Mordal. 7.1 Ordinance Amendment: City of Elk River to Address Signage and Other Requirements in the I -3 Zoning District, Case No. OA 13 -01 Mr. Barnhart presented the staff report. He stated this ordinance amendment is needed to better clarify signage and setback regulations in the I -3 District. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Steve Anderson, representing Franklin Sign Company - Questioned why billboards are not being allowed in the I -3 District. He stated the city allows billboards in the I -1 and I -2 Districts and further noted that state and federal guidelines encourage billboards in industrial and commercial districts. He stated it is difficult to find billboard sites and he is against the amendment. City Council Minutes March 18, 2013 Page 3 Mr. Barnhart stated the number of billboards currently allowed in Elk River is at an appropriate number. He further noted they are difficult to remove once they are allowed. He stated the intent of the I -3 District is to create job growth on these parcels. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT ORDINANCE 13 -02 OF THE CITY OF ELK RIVER ADDING SECTION 30 -877 AND AMENDING SECTION 30 -1311 AND 30 -1312 OF THE CITY CODE TO ADDRESS SIGNAGE IN THE I -3, GENERAL INDUSTRIAL ZONING DISTRICT OF THE CITY OF ELK RIVER. MOTION CARRIED 4 -1. Councilmember Burandt opposed. 7.2 Land Use Amendment: City of Elk River to Amend Lot 1 Block 1 Hillside Crossings from OS. Open Space to HB Highway Business, Case No LU 13 -01 7.3 Land Use Amendment: City of Elk River to Amend Lot 2, Block 1, Elk River Crossing 6th from HB Highway Business to I -1 Light Industrial (Sportech ), Case No LU 13-02 7.4 Ordinance Amendment: City of Elk River to Rezone Certain Property from R1 c, Single Family Residential. to C3 Highway Commercial (Hohlen Property Lying Between Highway 169 and Zane Street), Case No ZC 13 -02 Mr. Leeseberg presented the staff report for these three items. Mayor Dietz opened the public hearing for all three items. There being no one to speak to these issues, Mayor Dietz closed the public hearing. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER WILSON TO ADOPT RESOLUTION 13 -13 AMENDING THE COMPREHENSIVE PLAN TO CHANGE THE LAND USE FROM OPEN SPACE (OS) TO HIGHWAY BUSINESS (HB), CASE NO. LU 13 -01. MOTION CARRIED 5 -0. MOVED BY COUNCILMEMBER WILSON AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT RESOLUTION 13 -14 AMENDING THE COMPREHENSIVE PLAN TO CHANGE THE LAND USE FROM HIGHWAY BUSINESS (HB) TO LIGHT INDUSTRIAL (I -1), CASE NO. CU 13 -02. MOTION CARRIED 5 -0. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER MOTIN TO ADOPT ORDINANCE 13 -03 AMENDING THE CITY OF ELK RIVER ZONING MAP TO REZONE CERTAIN PROPERTY FROM R1C, SINGLE - FAMILY RESIDENTIAL, TO C3, HIGHWAY COMMERCIAL, CASE NO. ZC 13 -02. MOTION CARRIED 5 -0. 8.0 Oak Tree at Gates Avenue and Third Avenue (2013 Street Improvement Project) Mr. Femrite reviewed the proposed alignment approved by Council at their March 1, 2013, meeting. The staff recommended alignment results in the removal of an oak tree at Gates and Third Avenues. Based on input received in wanting to save the tree, Mr. Femrite reviewed an alternative alignment to the intersection. He further reviewed the accident history noting accidents have not been a result of traffic movement but more weather related. City Council Minutes Page 4 March 18, 2013 Councilmember Burandt stated this was brought to her attention by citizens who felt the tree had historical value and believed it to be over 200 years old. She stated she would like to save the tree if the intersection alignment could still be safe. Councilmember Motin stated he is hesitant to take the tree down but also feels this is a bad intersection and will become more dangerous in the future. He stated he would like to make sure the alignment is safe before saving the tree, He further stated he has issues designating trees as historical landmarks. There was discussion on other alignment alternatives. It was discussed if the alignment could be straightened out but noted that the city would need to acquire right -of -way from adjacent landowners. There were also concerns regarding the difficulty of saving the tree with construction work being so close to it. MOVED BY COUNCILMEMBER BURANDT AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT THE ALTERNATE PLAN PRESENTED BY THE CITY ENGINEER. MOTION CARRIED 4 -1. Councilmember Motin opposed. Councilmember Motin stated he is opposed due to safety concerns with the road alignment. 8.1 Resolution Adopting Wastewater Treatment Facility Plan Mr. Femrite presented the staff report. Steve Peterson, representing Bolton & Menk - Reviewed the following: • purpose of the plan • design parameters • two options for growth • summary of existing facility ® needed improvements ® cost estimates for the various components ® alternatives for bio -solids handling ® impact on wastewater user rates ® project schedule Mr. Peterson recommended Option 2 without the UV component. He reviewed funding and finance options. There was discussion on the parcel the city owns adjacent to the Wastewater Treatment Facility and staff noted that an 18 -month notice will be required to Great River Energy (GRE) when the expansion takes place. The bio -solids process was discussed. Mr. Feinrite outlined why there is no BTU value for GRE to burn the sludge. He stated there have been discussions with GRE about having them send us some of their flow, in exchange for burning our bio- solids, because they don't have a backup system in place when their wastewater treatment system goes offline. Councilmember Westgaard stated Option 3 has additional initial costs, is newer technology and questioned if ongoing operating costs were considered in the cost analysis for the long- term operating future. City Council Minutes Page 5 March 18, 2013 Mr. Peterson stated the GRE option is most cost - effective all- around. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT RESOLUTION 13 -15 TO ADOPT A WASTEWATER TREATMENT FACILITY PLAN FOR SUBMISSSION TO THE MINNESOTA POLLUTION CONTROL AGENCY. MOTION CARRIED 5 -0. 8.2 2013 -2017 Fire Department Strategic Plan Chief Cunningham presented the staff report. He thanked members of the Task Force and others who were involved with developing the plan. Mayor Dietz read a letter from former Councilmember Gumphrey who was a member of the Task Force. Mayor Dietz stated at times it was a contentious process with developing this plan. He stated there were firefighter concerns with the organizational chart and a couple of new positions outlined in the strategic plan. He outlined the process for how positions would be filled. He noted there would be ordinance amendments coming forward and the firefighters /fire department would have to operate like every other city employee /department. He stated the Task Force communicated with firefighters the best they could and that the strategic plan is a working document acting as a guideline for helping the department plan for the future. Councilmember Westgaard stated the strategic plan is a road map to where the city wants to get in the future with the department and that the fire chief did a nice job in leading this initiative. He further encouraged the firefighters to work with the fire chief to implement the plan. MOVED BY COUNCILMEMBER BURANDT AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT THE 2013 -2017 FIRE DEPARTMENT STRATEGIC PLAN. MOTION CARRIED 5 -0. Announcements Hockey Day, Minnesota Mr. Portner stated Elk River has been chosen for Hockey Day Minnesota for 2014. Performance Revieav Mayor Dietz stated it has been 18 months since Mr. Portner began employment with the city and questioned if the Council would like to do a performance review. Councilmember Westgaard noted feedback should be provided to Mr. Portner on a regular basis. Councilmember Wilson asked about the process such as goals and expectations and the criteria used. He discussed his past experience with reviews and how the discussion was geared constructively towards development goals. Mayor Dietz outlined past processes. City Council Minutes Page 6 March 18, 2013 ----------------------------- Council consensus was to hold the review for the city administrator on a two -year rotation. Mayor Dietz stated he would bring back materials at an April meeting for Council discussion. Alternative Hours Mayor Dietz stated he received a question from a resident asking if the Building Division can be open late one weeknight. Staff was directed to review the matter. 10. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 8:07 p.m. J J. Oiciz, Ma or Tina Allard, City Clerk