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4.1. DRAFT MINUTES (2 SETS) 08-19-2013 VA City of Elk Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, August 5, 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, Finance Director Tim Simon, Community Operations and Development Director Suzanne Fischer,Economic Development Director Brian Beeman, Planning Intern Zack Carlton,Parks Maintenance Supervisor Rodney Schreifels, Parks and Recreation Director Michael Hecker, City Attorney Peter Beck, Police Chief Brad Rolfe, Police Administrative Captain Bob Kluntz, Police Patrol Captain Ron Nierenhausen, Environmental Administrator Rebecca Haug, Street Maintenance Supervisor Mark Thompson, City Attorney Peter Beck, Human Resources Representative Lauren Wipper, and City Clerk Tina Allard Call Meeting to Orde` Pursuant to due call and notice thereof,the meeting of the Elk River City Council was called to order at 6:15 p.m. by Mayor Dietz. , 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider 08 /05/2013 Agenda Moved by Councilmember Westgaard and seconded by Councilmember Wilson to approve the August 5, 2013, agenda. Motion carried 5-0. 4. Consider Consent Agenda Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve the following consent agenda: 4.1. July 15 regular and closed meeting minutes. 4.2 Check register as outlined in the staff report. 4.3 Resolution 13-46 denying an appeal from the approval of Variance No. V 13-01 and establishing findings of fact therefore. 4.4 Lease and rental agreement with Mail Finance, Inc., for a postage machine and meter. 4.5.A Tobacco license to William Carroll, DBA/ E-Cig Healthy Living, located at 918 Highway 10 NW,valid through December 31, 2013. City Council Minutes Page 2 August 5,2013 4.5.B Tobacco license to The Ecig Palace located at 13493 Business Center Drive, valid through December 31, 2013. 4.6 Hosting a fall clean-up event in October. 4.7 Resolution 13-47 adopting the Sherburne County All-Hazard Mitigation Plan. 4.8 Hire Paula Schwichtenberg as Building Permit Technician effective August 6, 2013. 4.9 Convert CSO I position, currently occupied by Amy Berglund, from part-time back to full-time 4.10 Extend Conditional Use Permit, Case No. CU 11-08 to December 31, 2015 Motion carried 5-0. S. Open Forum No one appeared for Open Forum. 6.1 Resolution Donation from Great River Energy (GRE) Mr. Rolfe presented the staff report and introduced representatives from Great River Energy. Terry Setterholm,representing GRE- Stated Great River Energy is a supporter of the child ID program. He stated GRE is proud to be able to donate funds to the Police Department for the Child ID program. Tim Steinbeck,representing GRE- Stated GRE is proud to sponsor the child ID kit and supports the city's efforts in being proactive with locating missing children. Mr. Steinbeck presented a$5,000 check to Chief Rolfe and Mayor Dietz. The Council thanked GRE for the donation. 7. Public Hearings There were no public hearings. 8.1 Energy City Commission (ECC) Update Ms. Haug introduced Energy City Commissioner John Setala and members of the ECC. Energy City Commission Chair,John Setala stated the ECC did a Strengths, Weaknesses, Opportunities, and Threats analysis and discussed how the Energy City Commission could improve processes to highlight and promote the City of Elk River. He reviewed the following activities of the Commission: p 0 W I R 1 0 0Y NATUREI City Council Minutes Page 3 August 5,2013 • Tours offered to numerous countries and locally to energy demonstration sites. • Two previous Senator Franken group tours with a third tour scheduled for Thursday. • Break down of commissioners into subcommittees: • Energy Subcommittee: arrange for speakers to present and educate the ECC, flyers,video demonstrations, coordination of tours. • Demonstration Subcommittee: monitors and evaluates demonstration sites (current sites and new proposals) • Energy Design Subcommittee: focus is to builders, architects,with technical assistance to businesses and homeowners. • Visionary Subcommittee: focus on vision,goal is to make Elk River the most energy responsible city in Minnesota. Mr. Setala stated the ECC is patterning after the City of Vancouver Greenest City Action Plan and they hope to create greener buildings, open space,have zero waste, and be a top Green Step Program city. 8.2 Position Description for Economic Development Authority Marketing Intern Mr. Beeman presented the staff report. Moved by Councilmember Burandt and seconded by Councilmember Motin to approve the position description for an Economic Development Marketing Intern and for staff to advertise for the position. Motion carried 5-0. 8.3. Elk River Landfill Update Ms. Haug presented the staff report. Mayor Dietz questioned what recourse the city may have regarding the compliance boundary. Ms. Haug stated staff can resubmit comments and attend the public hearing before the Minnesota Pollution Control Agency (MPCA) Board. Councilmember Wilson asked if there is any indication why the MPCA is ignoring the city's comments. Ms. Haug stated the MPCA has commented that the boundary is laid out in previous plans and they see no issues to the landfill's proposal. Attorney Beck stated the MPCA provided correspondence regarding the city's comments but there wasn't anything substantial in the letter. He stated this item is P 0 W I R I D 9 Y 1`4Af- UREJ City Council Minutes Page 4 August 5,2013 still at staff level and the city intends to participate in the formal public notice process. 8.4 Odorant Facility, Case No. SP 13-08 Mr. Carlton presented the staff report. Moved by Councilmember Wilson and seconded by Councilmember Westgaard to approve Site Plan, Case No. SP 13-08, for an essential service submitted by Northern Natural Gas. Motion carried 5-0. 8.5 City Beautification Project Mr. Carlton presented the staff report. Councilmember Wilson questioned who is responsible for maintenance of property that is located north of Highway10 and east of Jackson Avenue at the intersection and asked that the corner be spruced up and maintained. Staff noted the Parks Department maintains this location. Moved by Councilmember Westgaard and seconded by Councilmember Burandt to develop plans for Option A& C. Motion carried 5-0. 8.6 Recap of Maintenance Facility Open House Ms. Fischer presented the staff report. She thanked Council for the contingency funding and their support. She further thanked various staff and Mr. Thompson for their hard work and great attitude. She presented photos of the event. The Council noted it was a wonderful event and they were able to learn more about the street/parks departments. 8.7 SAC/WAC Payment Policy Mr. Barnhart presented the staff report. Mayor Dietz stated it seems like a long timeframe to extend the term of the assessments out to 7 years and he is not comfortable with it. Councilmember Westgaard stated setting terms to 3, 5 and 7 years may be a better solution and would be more consistent with the terms allowed for restaurants. (Referencing page 2, Section 4 of the Policy for Payment and Assessments of the P 0 W I R I D 9 Y 1`4M UREI City Council Minutes Page 5 August 5,2013 Costs to Connect and Repair Private Utility Lines.) He further asked staff why the recommendation for 3, 7, and 10-year terms. Mr. Barnhart stated it is only a recommendation. He further stated staff reviewed the dollar amount size of the assessment and the goal the policy wants to achieve and the desire to spread the payments out so they are more manageable to a business. Mr. Barnhart further reviewed additions to Section 1F of the policy. Councilmember Motin stated he doesn't feel the policy should be crafted to one business owner coming to Elk River. He stated he concurs with Councilmember Westgaard regarding the terms for assessments and felt 10 years was too high. Councilmember Wilson also concurred and further questioned how the city finances these projects until they are paid off by applicants. Mr. Simon stated the city is buying into the future growth of the expansion of the wastewater treatment facility and water infrastructure and the city/municipal utilities accumulates the SAC/WAC charges for future expansions/infrastructure costs with the increased demand on the system. He stated the city doesn't defer assessments for this policy, but rather the fee is paid over the number of years with interest. . Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve amendments to the Policy for Payment and Assessments of the Costs to Connect and Repair Private Utility Lines with the following additional change: All Other Properties $25,000 to 50,000 Up to 3-years All Other Properties $50,001 to 100,000 Up to 7 5-years All Other Properties $100,001 to 150,000 Up to-10 7-years Motion carried 5-0. 8.8 Summary of City Administrator Performance Review Mayor Dietz provided a summary of City Administrator Cal Portner's performance over the last 18 months. The Mayor noted Mr. Portner met all expectations and the Council is happy with his performance. 8.9 Discuss Worksession Items Mr. Portner presented the staff report. 9. Council Liaison Updates The Council provided updates of the work of the various boards/commissions. P O w E R E U 9 1 1`4 U City Council Minutes Page 6 August 5,2013 The City Council recessed at 7:50 p.m. in order to go into worksession. The City Council reconvened at 8:00 p.m. 10.1 2014 Budget Mr. Simon presnted the staff report. The administration,human resources,legal, library, and police departments reviewed their 2014 goals and requested budgets. Administration Council consensus was to increase the cost of logo embroidery from $6 to "up to $12"in order to cover the additional cost of the Powered by Nature logo embroidery on items purchased personally be employees. Staff to work on clarifying whether the cost of the Powered by Nature embroidery would come from the city or economic development budget. Library Mayor Dietz requested library staff to bring back their maintenance of effort, and to look at alternatives for the storytellers,which are in the budget at$11,000. He suggested using volunteers for the program. Librarian Will Hollerich stated the storytelling program is one of most popular and is very well attended. Some Councilmembers had concerns with a volunteer not being trained or good at storytelling as it may take a special skill with young children. Mayor Dietz suggested to Mr. Hollerich that he would like to see more consistent hours for the library as he gets complaints from library patrons. He suggested he'd Eke the Great River Regional Library Board to consider extending the hours to Monday through Friday, 10:00 a.m. to 8:00 p.m.,which would be an extra four hours per week. Parks Maintenance There was discussion on the diseased trees at the library and whether the Council should utilize contingency funding in 2013 in order to save them. Staff stated spring 2014 would be the best time to take care of the trees. Mr. Simon reviewed the 2014 preliminary General Fund expenditure budget, requested positions,budget analysis snap shop, and tax rate estimates at shown in his POWERED 9r 1`4M City Council Minutes Page 7 August 5,2013 staff report. He also reviewed levy limits and how the city's 2013 budget and tax rate compare with the City of Ramsey. The differences in services offered by both cities were noted. Mayor Dietz stated it is difficult to explain to the community why Ramsey's tax rate is lower than Elk River's but that this chart will help show the differences. II. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 9:50 p.m. John J. Dietz,Mayor Tina Allard, City Clerk POWERED 9r 1`4M City ELti�� Speci al Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, August 12, 2013 Members Present: Mayor Dietz, Councilmembers Burandt,Westgaard, and Motin Members Absent: Councilmember Wilson Staff Present: City Administrator Calvin Portner, Finance Director Tim Simon, Community Operations and Development Director Suzanne Fischer, Deputy Community Operations and Development Director Jeremy Barnhart, Police Captain Ron Nierenhausen, Fire Chief T.John Cunningham, Street Superintendent Mark Thompson, Environmental Administrator Rebecca Haug, Parks and Recreation Director Michael Hecker,Recreation Manager Steve Benoit,Ice Arena Manager Rich Czech, Golf Course Superintendent Paul Anderson, Senior Center Program Coordinator Annette Bonin,and Senior Administrative Assistant Jennifer Johnson Call Meeting to Order Pursuant to due call and notice thereof,the meeting of the Elk River City Council was called to order at 6:31 p.m. by Mayor Dietz. ` 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. 2014 Budget imon presented the staff report. He, along with Ms. Fischer and Mr. Thompson,reviewed the Equipment Replacement Fund for the years 2014-2018. The streets, environmental, and recreation departments reviewed their 2014 goals and requested budgets. It was the consensus of the Council to approve the purchase of a TurboChef fast- pace oven in 2013 and this request will be placed on the consent agenda for consideration at a future meeting. City Council Minutes Page 2 August 12,2013 4. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 8:20 p.m. Minutes prepared by Jennifer Johnson. John J. Dietz,Mayor Tina Allard, City Clerk P O w E R E U 9 1 1`4 U