08-05-2013 CCM City of
Meeting of the Elk River City Council
® Held at the llc River City Hall
Monday, August 5, 2013
Members Present: Mayor Dietz, Councilmeinbers Westgaard,Burandt, and Motin
Members Absent: None
Staff Present: City Administrator Calvin Portner, Cointnunity 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 Thonnpson, City Attorney Peter Beck, Human
Resources Representative Lauren Wipper, and City Clerk Tina Allard
I. Call Meeting to Order
Pursuant to due call and notice thereof, the ineeting 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.
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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.
Terfy Setterhol n, 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.
Tun Steinbeck,representing GRE - Stated GRE is proud to sponsor the child ID lit
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 ( ) Update
Ms. Haug introduced Energy City Commissioner John Setala and members of the
ECC.
Energy City Convnission Chair,John Setala stated the ECC did a Strengths,
Wealmesses, Opportunities, and Threats analysis and discussed how the Energy City
Commission could improve processes to highlight and promote the City of Ell-,
River. He reviewed the following activities of the Commission:
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August 5,2013
• Tours offered to nurnerous 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)
• Eneigy Design Subcommittee: focus is to builders, architects, with
technical assistance to businesses and homeowners.
• Visionag Subcorvinittee: focus on vision, goal is to make Ella 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 Prograin 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. Elic 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.
Councils iember Wilson asked if there is any indication why the MPCA is ignoring
the city's comments.
Ms. Haug stated the MPCA has comtnented 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
cor vents but there wasn't anything substantial in the letter. He stated this item is
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August 5,2013
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still at staff level and the city intends to participate in the formal public notice
process.
8.4 Odorant Facility, Case No. SP 13-013
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.
O.S City Beautification Project
Mr. Carlton presented the staff report.
Councihnetnber Wilson questioned who is responsible for maintenance of property
that is located north of Highwayl0 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.
0.6 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 titneframe to extend the term of the
assessments out to 7 years and he is not comfortable with it.
Counciltuetnber Westgaard stated setting terms to 3, 5 and 7 years may be a better
solution and would be snore consistent with the terms allowed for restaurants.
(Referencing page 2, Section 4 of the Policy for Payment and Assessments of the
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Costs to Connect and Repair Private Utility Lutes.) 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 snore manageable to a business. Mr.
Barnhart further reviewed additions to Section 1F of the policy.
Councilineinber Motin stated he doesn't feel the policy should be crafted to one
business owner coining to Llli River. He stated he concurs with Councihnember
Westgaard regarding the teens for assessments and felt 10 years was too high.
Counciltnember 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 sunnnnaty of City Adininistrator 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/cointnissions.
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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. Sivnon presnted the staff report.
The administration, human resources, legal, library, and police departments
reviewed their 2014 goals and requested budgets.
Admihisti-afion
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 etnbroidety 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 Counciltnembers 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
like 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 Mabdename
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.
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Mr. Sitnon reviewed the 2014 preliminary General Fund expenditure budget,
requested positions, budget analysis snap shop, and tax rate estimates at shown in his
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staff report. He also reviewed levy litnits 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 cointnunity 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 Ell-,
River City Council at 9:50 p.m.
Joq J. ietz,* or
Tina Allard, City Clerk
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