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03-22-2004 CC MIN MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER HIGH SCHOOL LITTLE THE.~TER MONDAY, MARCH 22, 2004 Members Present: Members Absent: Staff Present: Mayor [(dinzing, Councilmembers Dietz, Kuester, Tveite, and Motin None City Administrator Pat I~aers, Director of Planning Michele McPherson, Poi~ce Chie~'Jeff Beahen, Police Captain Brad Rol£e, S~reet/Park Superintendent Phil Hals, Recording Secretary Jessica Miller Call Meeting To Order Pursuant to due call and notice d~ereof, the meeting of the Elk River City, Council was called to order at 6:30 p.m. by Mayor I'-2inzing. Consider 3/22/2004 Agenda Tl~e following items were added to the agenda: Item 5.1.B. Police Department Grant Update item 5.11. Consider Street Department items MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED $-0. Consider Consent Agenda Councilmember Dietz asked that Item 3.3. Pay Estimates be removed from the Consent Agenda for discussion. It was added after Open Mike. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILEMBER K-ULSTER TO APPROVE THE FOLLOWING CONSENT AGENDA AS AMENDED: 3.1. 3.2. 3.4. 3.5. 3.6. 3/15/04 COUNCIL MINUTES (Withdrawn) CHECK REGISTER CONSIDERATION OF PUBLIC SAFETY FACILITY AND CITY HALL/UTILITIES CHANGE ORDERS CONSIDER TEMPORARY ON SALE BEER LICENSE FOR ELK RIVER AREA CHAMBER OF COMMERCE PENDING RECEIPT OF A CERTIFICATE OF INSUtL~_NCE PARRISH AVENUE BRIDGE NLAINTENANCE AGREEMENT SAFETY COMMITTEE FOOTWEAR POLICY CHANGES MOTION CARRIED 5-0. City, Council ?vLmutes March 22, 2004 4. Open Mike Page 2 No one appeared for Open 5Like. 3.3. Pay Estimates Councihnember Dietz stated that he ~vas concerned about the $13,576.13 that is Listed in the pay estWnate for dumpsters. He stated that Finance Director Lon Johnson asked for an explanation from Kraus-Anderson and that he ~vas not pleased with the response given by Kzaus-Anderson. City Administrator Pat I<72aers stated that the city is only paying for the dumpsters that are being used and he believes that I~:aus-Anderson is getdng the best price for the city. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE THE PAY ESTIMATES AS PRESENTED WITHHOLDING THE $13,576.13 LISTED AS PAYMENT TO KtLa, US-ANDERSON FOR DUMPSTER USE AT CITY HALL PENDING A FURTHER EXPLANATION FROM KRAUS-ANDERSON. MOTION CARRIED 5-0. Staff ~vill ask ?-2taus-Anderson to be present at the April 12, 2004, City Council meeting to present an explanation on the dumpster charges. 5.1. Presentation of Lidar Radar Equipment to Police Department for Safe and Sober Efforts Bob O'Brien from the statewide Safe and Sober program presented Sergeant David Dummer on behalf of the Elk River Police Department with Lidar radar equipment valued at over $4,000 in appreciation for their ~vork with the Safe and Sober program. CNief Beahen stated that Sergeant Jeff Mordal ~vas unable to attend the meeting but Chief Beahen thanked Sergeant Mordal for his excellent work in coordinating and executing the Safe and Sober program. 5.1.B. Police Department Update Police Chief Beahen stated that he received a letter today from the U.S. Department of Jusdce stating that Elk River had been selected to receive a grant covering the expenses associated with the hiring of t~vo ~-ull-dzne patrol officers. The grant reimburses for hiring expenses as well as part of the salaries and benefits for a d~ree-year period. Chief Beahen noted that the city must match the grant with 25% of the costs associated with hiring these t~vo ofricers. The total grant for both officers is $150,000. The PoLice department was planning on requesting two more officers in 2005 but it may be in the city's best interest to hire them in 2004 to utiLize the grant money. Chief Beahen indicated that he should be receiving the en~e packet of grant information this week and that t~e ~vilI provide the Council with more information in the near future. 5.2. Consideration of Heritage Preservation Comrmssion Appointment Citw Administrator Pat I~aers stated ~har staff received one appLication for the Heritage Preservauon Commission vacancy from >~s. Linde Pouu. Ms. Pou~i was unable to attend meeting due to a scheduling conflict. [t was the consensus of the Council that they ~vould Ciw Council MSnutes Page 3 March 22, 2004 like to interview Ms. Pouti. The Council also indicated that they would like staff to condnue to advertise for the posidon and accept applications until an appointment is made. Staff wili ask Ms. Pouti to attend a future Council meedng to be interviesved by the Council. 5.3. Consider A~vard of Skate Park Equipment Bids Director of Planning MSchete McPherson stated that the 2004 Park Capital Improvement Budget included $50,000 for the purchase of skatepark equipment. Along ~vith the $12,775 r,xised by local youth and a $1,500 donadon received by the Lions Club, $64,275 is available for the skatepark equipment. Three bids were received and the lo~v bidder was American Ramp Company (ARC) ~vith a bid of $52,317.75 wida a scheduled completion date of May 14, 2004. Staff contacted the ARC references and received positive feedback and comments. Ms. McPherson stated that staff is recommending that the Ci~ Council a~vard the skatepark contract to American Ramp Company for $52,317.75, as they are the lowest responsible bidder. Councilmember Tveite stated that he would like to see the money the youth raised and the monev donated by the Lions Club used f~rst and for the balance of the ci~ money to be reserved for future skatepark equipment as appropriate. Councilmember Motin concurred. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER DIETZ TO AWARD THE SKATEPARK CONTRACT TO AMERICAN RAMP COMPANY FOR $52,317.75 AND PRESERVE THE BALANCE OF THE BUDGETED FUNDS IN THE PARK CAPITAL IMPROVEMENT BUDGET TO PURCHASE ADDITIONAL SKATEPARK EQUIPMENT AS APPROPRIATE. MOTION CARRIED 5-0. 5.4. Bt/meyer Work Plan Proposal City Administrator Pat ICdaers presented the Brimeyer work plan proposal as directed by the Civ Council. The proposed plan consists of three sessions each lasting approXWnately three to four hours with the City. Council, Ci~ Administrator, and staff. The planned May 15 (Sat) meeting is not going to be held. bgr. 143aers noted that the fee for the preparation, sessions, and summary, is $3,500.00 plus any additional expenses. Any additional services xvould be negotiable. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE WORK PLAN AS PRESENTED BY MR. BRIMEYER AND ALLOCATE $3,500.00 PLUS EXPENSES OUT OF THE COUNCIL CONTINGENCY FUND FOR THE PLAN. MOTION CARRIED 5-0. 5.5. Consider Changing Building Cleaning Program City Adrmnistrator Pat l~aers indicated that for about the past year the ci~ has contracted out ~vith Tony Karpe for cleaning services and that city staff has been evaluating [ts building cleaning program for d~e last few montlxs. Mr. Klaers stared float staff is recommending that the city. end tt:e contract ~vith Tony [~arpe and hire par~-ume emplo?ees to provide cleaning services. The part-ume employees would be managed by the bmlchng maintenance City Cotmcil N~mtes Page 4 Mazch 2£, 2004 supervisor and the assistant building maintenance supervisor. The library would continue to be cleaned by the contract cleaners. }viz. I~daers sta~e~i that between the police, fire, recreation, and City Hall budgets, there is $59,000 for cleaning services for 2004 and sufficient funds are available to end the cleaning contract and hire four part-time employees. Councilmember Dietz questioned if the ciw would be able to i-md quality, part-time employees. Street/Park Superintendent Phil Hals stated that he believes the ci~ will get a good applicant pool to choose from. Councilmember Dietz questioned if additional equipment and supplies would be needed if the part-time cleaners cleaned both buildings at the same time. bk. Hals stated that the ci~ has ample equipment and supplies for both buildings to be cleaned at the same time. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO AUTHORIZE THE ADVERTISEMENT FOR PART-TIME CUSTODIAL EMPLOYEES TO PROVIDE CLEANING AND LIGHT BUILDING MAINTENANCE SERVICES. MOTION CARRIED 5-0. 5.6. Consider Building Supervisor Wage Adjustment City Administrator Pat I<Llaers stated that GaO' Lore has been assigned to building maintenance for approXWnately eight or nine months, l'v[r. Klaers indicated that biz. Lore is meedng the expectations o£ the posidon very ~vell and he believes I~'[r. Lore should receive a v-age adjustment to step D of pay grade 9 and, assuming Gary's ~vork continues to be satisfactory, that he goes to thee top o£pay grade 9 on July 1, 2004. b~[r. I,ilaers noted that the building m,qintenance job was originally an assignment for blt. Lore that the city, recently made it his official job position. Councilmember Motin questioned if N[r. Lore is currendy supervising anyone. Street/Park Superintendent PlY Hals stated that Mr. Lore is not currendy supervising anyone but that is scheduled to change in the next month. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO PLACE BUILDING AND MAINTENANCE SUPERVISOR GARY LORE AT STEP D OF PAY GRADE 9 EFFECTIVE SUNDAY, MARCH 21, 2004 AND ASSUMING THAT MR. LORE'S WORK CONTINUES TO BE SATISFACTORY~ HE BE MOVED TO THE TOP OF PAY GRADE 9 ON JULY 1, 2004. MOTION CARRIED 5-0. 5.7. City, Hall Remodeling Proiect and Office Relocation Update City, Administrator Pat I~aers stated that the relocation of ciw offices is on schedule and the final building inspection tests at the remodeled facility are going well. NLr. KJaers noted that the City. Council Chambers and Wellness Room will not be completed for a couple of weeks, l,iraus-Anderson will be in attendance at the April 12, 2004 meeting to provide the Council with an update on the project. Nk. Klaers took the opportunity, to thank aL! of the ciw office employees for their padence during the past nine months and ~o esDeciallv thank Finance Director Lot{ Johnson (or all of her work in coordinating this remodeling project. Ciw Counc;J N[h~utes March 22, 2004 Page 5 The Mayor ~vished to also thank Elk l~ver Municipal Utilities ['or their cooperation and for the use of their space during the City. Hall remodeling. Consider Resolution Approving the Plans and Specifications and Ordering the Advertisement for Bids in the Matter o( the Park Improvement of 2{)04 Director of Planning Nhchele McPherson stated that three small projects xvere included within the Park Capital Improvement Budget for 2004. The projects include an expansion to the Lion's Park parking lot, overlaying the birurmnous trails within Lion's Park, and the consn:ucdon of a basketball court at Highlands West neighborhood park. Ms. McPherson stated that the three projects have been combined into one set of plans and specificauons for bidding purposes. The anticipated bid date is April 14, 2004 with the bids coming before the Council at the April 19, 2004 meeting. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER KUESTER TO APPROVE RESOLUTION 04-19 APPROVING THE PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS IN THE ~[ATTER OF THE LION'S PARK TRAIL OVERLAY AND PARKING LOT EXPANSION IMPROVEMENT OF 2004. MOTION CARRIED 5-0. 5.9. Consider Lions Park Building Changes City Administrator Pat Klaers stated that he visited with the Mayor regarding the officing of the parks and recreation director and it xvas agreed that additional information needed to be presented and discussed with the Ci~ Council before a final decision is made. Nh:. Klaers discussed tine benefits to having the director located at Lions Park Center (LPC) as outlmed ~n his staff report. Mayor I42mzLug expressed the desire to make a decision on where the parks and recreation director will be officed prior to deciding on any LPC improvements. Mayor KSnzing indicated that she believes the director should be located at LPC to be near the staf£he/she will be supervising. Councilrnember Motto stated that he believes if the parks and recreation director is located at LPC that he/she will end up functioning as a recreation manager rather than functioning as a director. Councilmember Motto questioned how the director will work xvith other department heads officed at City Hall if his/her office is located offsire. Mir. ICdaers indicated that it xvould be no different than how the current offsite department heads interact with City Hall staff and that workspace at Ciw Hall will be available. He also noted that the director would be expected to be at City Hall a portion of the time for various meetings. Counc~nember Dietz stated he believes the director should be located at LPC since recreation is such a large parr of the director's job. He stated that the director should have a lo~ o[' recreation experience and xvill be able to assist the recreation manager when needed. Counciknember Dietz was concerned with spending $50,000 smctlv to accommodate the parks and recreation director. He suggested scaling :he remodehng down. City Councd *Enutes Page 6 March 22, 2004 Councilrnember Tveice also expressed concern about spending $50,000 at this tm~e. He suggested possibly expanding LPC at a later date once the needs o( the Recreation Department are better known. Councklmember Tve~te noted that he believes if the director had to choose ~vhere to be officed, that he/she would choose LPC. Councilmember Kuester indicated that she believes the director should be at LPC because this would allow the Parks and Recreation Department to feel more like an entire department and ~vork better together. She also indicated that she believes having the director located at LPC xxdll allow for proactive leadership, which she believes is effective in recreation. MOVED BY COUNCILMEMBER KUESTER AND SECONDED BY COUNCILMEMBER DIETZ TO HAVE THE PARKS AND RECREATION DIRECTOR OFFICE AT LIONS PARK CENTER. MOTION CARRIED 4-1. Councilmember Motin opposed. Director o£ Planning Michele McPherson presented the proposed Lions Park Center improvements. Councilmember Dietz questioned why the money is being spent for a large break room when there is so few employees at LPC. He questioned if they could use the large meedng room to eat lunch and take breaks. He also questioned how much the large room is scheduled over lunch and if a portion could be sectioned off for a break area. Ms. McPherson stated that staffwal bring back schedule info. Mr. I~aers noted that over half of the cost for the improvements at LPC is for repairs and for furniture, supplies, etc. Mr. I~aers questioned ~vhat the cost of taking out the oid restrooms and making a break room would be. Street/Park Superintendent Phil Hals stated that he did not have exact figures but that portion of the project would of minimal cost. Mr. Hals also noted that money could be saved by purchasing used office furniture for the remodel. Councilmember Motin questioned what other sources of funding are available rather than using park dedicauon monies. NE:. IGIaers indicated that alternative sources of funding for the project could be the liquor store enterprise fund or the NSP reserves. Councilmember Tveite noted that he doesn't want to end up spending more money later by being conservative now. Ms. McPherson stated that staff ~vill obtain quotes on the individual components o£ the project and bring back the details so the Council has the opdon to decide which components of the project they would like to keep. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO ADD THE DISCUSSION ON THE LIONS PARK IMPROVEMENTS TO THE APRIL 5, 2004 CITY COUNCIL AGENDA. MOTION CARRIED 5-0. 5.10. Revie~v CouncLI Meedn§ ScheduIe City Adrmnistrator Pat KIaers provided the Council with an updated meedng schedule. [~aers noted ~hat the Council meetings wR1 be held at Citv Hall beginning with the City Councd M&~utes Page 7 March 22, 2004 May 3, 20{)4 meeting. He noted that the Council xvill need to pass an ordinance changing the meedng dates. The Council requested a tour of the remodeled Ciw HaH. Mx. I~aers stated that a tour can be scheduled for Monday, May 3, 2004 at 6:00 p.m. 5.11. Consider Sn:eet/Park Department Items Street/Park Superintendent Phil Hals stated that he has been xvorking with Finance Director Lon Johnson on purchasing some smaller equipment for the Street/Park equipment. Nk. Hals stated that staff purchased a used crack melter ketde for $2,875.50 at an auction. Mr. Hals asked the Council to approve the purchase and add it to the check register as a payment. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE THE PURCHASE OF A USED CRACK MELTER KETTLE AND ADD A CHECK TO I-RAY AUCTIONS FOR $2,875.50 TO THE CHECK REGISTER. MOTION CARRIED 5-0. Mr. Hais stated that staff located a used stdd loader/mower trailer for $3,400.00. He stated that the mdler has been used only a couple of dines and is like nexv. biz. Hals asked the Council to authorize the purchase of this trailer. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE THE PURCHASE OF A USED 2000 MACLANDER 25' SKID LOADER/MINI TRAILER FOR $3,400.00. MOTION CARRIED 5-0. Mr. Hals indicated that the Street/Park Department has an equipment certificate to purchase a backhoe because under a new state law they must maintain and repair outflows for the new NPDES program. Nh:. Hals stared that staff located a mini tracked dump that they believe xvould cause much less damage than a backhoe while completing this work to comply with the new NPDES regulations. NIZ. Hals would like Council to authorize staff to bid a maXZmum of $7,500 on the mini dump at auction. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER KUESTER TO AUTHORIZE STREET/PARK DEPARTMENT STAFF TO BID A MAXIMUM OF $7,500.00 FOR A USED MINI TtLkCKED DUMP AT AUCTION: MOTION CARRIED 5-0. 6. Other Business There was no Other Business. 7. Staft Updates There were no Staff Updates. C~ Council N2nutes March 22, 2004 8. Adjournment Page 8 There being no further business, Mayor I<lmzing adjourned the meeting of tee Elk River CiU, Council at 8:45 p.m. N[inutes prepared by Jessica MSller. Joan Schmidt City Clerk