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11-03-2014 CCMMeeting of the Elk River City Council Meld at the Elk River City Hall Monday, November 3, 2014 Members Present: Mayor Dietz, Councilmembers Wilson, Burandt, Westgaard, and Motin Members Absent: None Staff Present: City Administrator Calvin Partner, Community Operations and Development Director Suzanne Fischer, Community Operations and Development Deputy Director Jeremy Barnhart, Finance Director Tim Simon, Fire Chief John Cunningham, Park Planner /Planner Chris Leesebetg, Parks and Recreation Director Michael Hecker, Street Superintendent Mark Thompson, and St. Administrative Assistant Debbie Huebner L 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 11/03/20 1 4 Agenda Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve the November 3, 2014 agenda. Motion carried 5 -0. 4. Consider Consent Agenda Moved by Councilmember Wilson and seconded by Councilmember Westgaard to approve the following consent agenda: 4.1 Minutes • October 6, 2014, Regular • October b, 2014, Closed 4.2 Check register as outlined in the staff report. 4.3 Massage Therapist — Amy White Mountain, Bela Salon 4.4 Resolution for Summary Publication of Ordinance Relating to Fences and Accessory Structures, Resolution No. 14 -58 4.5 Resolution for Summary Publication of Ordinance Relating to Landscaping. Resolution No 14 -59 4.6 Flex Plan Benefit Design Motion carried 5 -0. City Council Minutes Page 2 November 3, 2014 S. Open Forum No one appeared for Open Forum. 6.1 Procla.maltion: National liospace Palliative Care Month Mayor Dietz read the proclamation and presented it to Nathan Grove, Executive Director of Business Operations for St. Croix Hospice. Mr. Grove stated the purpose of National Hospice Palliative Care Month is to raise awareness of Hospice and its life - affirming philosophy of care that promotes comfort and quality of life for those affected by a life - limiting illness or disease. 6.2 Resolution: Lions Club Bench Donation for Bailey Point Nature Preserve Michael Hecker stated that Harold Gramstad was present on behalf of the Elk River Lions Club. He stated the Elk River Icons donated $1,800 to the Parks and Recreation Department for a bench memorial at Bailey Point Nature Preserve. The donation covers the actual cash value of the bench, plaque, pavers, and city labor cost related to installation. Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve Resolution No. 14 -60, acknowledging the contribution of $1,800 from the Elk River Lions Club for the purchase and installation of one bench at Bailey Point Nature Preserve. Motion carried 5 -0. 6.3 ResoluUonm Midwest Landscapes Tree Donation Michael Hecker stated Midwest Landscapes of Otsego has donated up to 20 trees at a value of $11,000. He explained that staff feels the best location of the new trees would he at Orono Park and the grounds behind City Hall. Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve Resolution No. 14 -61, acknowledging the contribution of $11,000 from Midwest Landscapes for up to 20 trees. Motion carried 5 -0. 7.1 Requests by Roger Derrick/Washington Street Investors, LLC: a. Ordinance: Zone Change (113 to PUD) b. Conditional Use Permit for PUD — West Oaks Fifth and Shah Additions c. PreHminary plat for West Oaks Fifth and Sixth Additions d. Ordinance- Final Plat West Oaks Fifth and Sixth Additions Chris Leeseberg presented the staff report. Staff recommended approval of the four requests with the conditions outlined in the staff report. Mayor Dietz opened the public hearing. There being no comments, Mayor Dietz closed the public hearing. NATUREI City Council Minutes November 3, 2014 Page 3 Moved by Councilmember Motin and seconded by Councilmember Westgaard to approve Ordinance No. 14 -14, rezoning certain property described on Exhibit B from Townhouse /Multiple Family Residential (R3) to Planned Unit Development (PUD). Motion carried 5 -0. Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve a Conditional Use Permit for a PUD — West Oaks Fifth and Sixth Additions. Motion carried 5 -0. Moved by Councilmember Motin and seconded by Councilmember Westgaard to approve the Preliminary Plat for West Oaks Fifth and Sixth Additions. Motion carried 5 -0. Moved by Councilmember Burandt and seconded by Councilmember Westgaard to approve Resolution 14 -62, a resolution granting Final Plat approval for West Oaks Fifth Addition. Motion carried 5 -0. 8.1 Summary of City Administrator Performance Evaluation - Verbal Mayor Dietz stated the City Council conducted a performance review for City Administrator, Cal Portner and were in agreement that his performance met or exceeded their expectations. 8.2 Rivers Edge Commons Park Paver Project Suzanne Fischer provided background information regarding the paver project. She stated that pavers have degraded and require replacement for aesthetic and safety reasons. Ms. Fischer discussed the condition of the retaining wall along the south boundary of the city parking lot behind the businesses. She also discussed the condition of the retaining wall adjacent: to the park, moving /transplanting of the trees, and stabilizing the bank for passive seating. Ms. Fischer discussed replacing the existing pavers with permeable pavers in order to reduce run -off. She stated that the supplier, Borgert Products, Inc. would provide permeable pavers at no cost, but city would be responsible for removal of the existing pavers, as well as the aggregate base work. She noted that Bolton -Menk has provided a quote of $28,080 for stormwater runoff calculations and construction specifications. Ms. Fischer also discussed the concrete flue by Daddy `O's, noting there currently is no way to treat the runoff from this area into the Mississippi River. She also discussed the possibility of relocating the trees on the bank of the west park boundary to address complaints that the trees block the view of concert goers. Ms. Fischer reviewed four options for addressing the paver replacement, as follows: Option 1 — Pavers in the crosswalk and alley: a. Engineering services for design $28,080 P0NIst® st City Council Minutes November 3, 2014 b. Pavers Donated c. Demo and aggregate base To be determined d. Installation Donated Option 2 — Pavers in the crosswalk, portions of the alley with asphalt midway ■ Crosswalk Pavers ■ Upper Alley Pavers ■ Lower Alley Pavers ■ Alley Midsection in Asphalt a. Engineering Services for design $28,080 b. Pavers Donated c. Demo and aggregate base To be determined d. Asphalt midsection $9,400 Option 3 — Pavers at crosswalk and asphalt alley ■ Pavers at crosswalk Donated o Demo and aggregate base To be determined ■ Asphalt alley $22,500 ■ Downtown beautification goal not supported ■ Reduced life expectancy (asphalt vs. pavers) ■ Reduced stormwater runoff control Option 4 — Asphalt crosswalk and alley o Crosswalk $6,000 o Alley 22,500 ■ Downtown beautification goal not supported ■ Reduced life expectancy ■ No stormwater runoff control Page 4 She stated there was a 5`' option discussed, which was closing the alley and expanding the park. She stated this option was discarded, as it was suggested the access was necessary for fire- fighting purposes and had discussion with Chief Cunningham to clarify. Ms. Fischer stated she will pursue Clean Water Act funds in 2015 for future projects, but those funds would not be available until 2016. Mayor Dietz asked if staff had looked at stamped concrete. He stated installation of concrete would be less costly. Councilmember Wilson stated they have tried stamped concrete in the past, but the product deteriorated badly, especially the color. Mr. Hecker stated that Rodney Schreifels, of his staff, was not in favor of concrete. Mayor Dietz stated there have been a lot of advancements in concrete since the time of the early installation, and they are able to mix the color more thoroughly. Councilmember Westgaard stated concrete would have a longer life. He asked if all the pavers needed to be replaced, or if they could just replace the bad areas. Ms. Fischer stated the representative from Borgert Products felt the entire batch was inferior. She noted the pavers should have a 25 -year life. Councilmember Westgaard asked why the base needed to be redone. Mark Thompson, Street Superintendent, stated staff s NATUREI City Council Minutes November 3, 2014 Page 5 recommendation is to use permeable pavers to reduce storm-water runoff, and that requires a base of 3' — 5' deep of crushed granite, in order to hold the water. Councilmember Westgaard stated he felt providing seating was a park issue and should be included in the Park Plan. He asked why Option 5 is off the table, and felt they need to have a discussion with the Fire Department as to the necessity- of the access, since there are other ways to access the site in case of a fire. Ms. Fischer had discussion with Fire Chief Cunningham to clarify. The alley is 15 feet wide, not the required 20 -foot wide space for emergency services. Therefore, a portion or the entire alley could be closed. Chief Cunningham did request that adequate space be left available at the bottom of the alley to accommodate a fire truck if needed. Councilmember Motin stated he would like to bring the issue to the downtown business owners for input. Mr. Hecker stated Steve Benoit, of his staff, contacted the group and let them know the issue is being discussed. Mr. Hecker stated some grass and seating on the bank would provide more space for concert patrons. Councilmember Motin asked where the trees would be relocated, and if there would only be grass on the bank. Mr. Hecker stated some low shrubs could be added, which would not block the view. Councilmember Motin stated he was unsure about using pressed concrete, but asked how they would know for sure they would get 25 years out of the pavers. Ms. Fischer stated a representative of Borgert could attend a future meeting and provide details on the products. Councilmember Butandt stated she felt it was important to address both the aesthetics and the run -off. Discussion followed regarding their options. It was noted replacement of the pavers with the same type of paver would not address the stormwater run -off concerns, not would the use of stamped concrete. Discussion also followed regarding whether the pavers should be replaced on the crosswalks. Mayor Dietz asked why they need to have pavers in the crosswalks, if they are deteriorated from salt. He noted it is difficult to see the crosswalk now with the patching. Mr. Thompson stated the pavers ate designed to hold up to salt, but the pavers currently in place have been determined to be inferior. He stated they could paint lines to make the crosswalk area more visible. Councilmember Wilson stated he would like to see pavers stay in all the current locations. He felt they should look more closely at Option 5 and noted that he was never fond of the alley being left open and seemed to be unnecessary and confusing for drivers and pedestrians. Mr. Thompson noted he recalls the alley was used years ago for pumper trucks to get down to the river to fill with water, but that practice has long been abandoned, Mayor Dietz asked if the projects mentioned could be done "piecemeal " - first, by fixing the pavers, and then the Park Commission could look at the retaining walls and the NATURE City Council Minutes November 3, 2014 Page 6 sealing. Mayor Dietz asked if the leaning wall was critical at this time. Mr. Hecker stated no, but they will have to discuss it sometime soon. Staff felt installation of permeable pavers would address concerns of aesthetics, safety, and stormwater runoff. This item will be discussed during the worksession. 8.3 Discuss Work Session Items Proposed future worksession topics added included possible ordinance amendment regarding boundary fences in the R1 zoning district. 9, Councal Liaison Updates Updates were provided by Councilmembers. l C l 2015 -2019 CapaW Improvements Flan Finance Director Tim Simon presented the staff report. Mr. Simon reviewed the list of upcoming replacement /repairs proposed for 2015 -2019 as follows: • Activity Center • Fire Station #1 • Public Safety Building • Laons' Park warming house • Sealcoating- municipal buildings • Maintenance Facility woodshop Mr. Simon then discussed other components of the CIP including: • Development Fund • Capital Outlay Reserve Fund • Technology upgrades • Fleet Summary • Park Dedication Fund • GRE Reserve Fund • Downtown Paver Project Ms. Fischer stated that after discussions with the Fire Chief, they may be able to utilize Option 5 for the downtown paver issue after all. She stated they will explore the option of leaving the access open to the upper parking level and closing the remainder of the alley to expand the Rivers Edge Commons Park. Councilmember Westgaard suggested getting quotes for both types of pavers. Mr. Simon indicated he should put together a CIP sheet for next year. Mr. Simon indicated Ms. Fischer stated that they would get bids together for a spring installation. Mr. Simon stated that one possible source of funding for the retaining wall work would be peaking plant funds. p01IiAEa IV NAIUREJ City Council Minutes November 3, 2014 10.2 2015 Budget Page 7 Mr. Simon provided an overview of the 2015 budget. He explained that since the gas prices have come in lower than expected, they are able to reduce the levy change from 1.93% to 1.66 percent. He noted that the city tax rate is now projected to 47.11 %. Mr. Simon stated that an additional worksession can be held Nov. 17, if needed, with presentation of the budget for approval at the Dec. 1 City Council meeting. II. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council to the worksession at 8:26 p.m. Minutes prepared by Debbie Huebner. 4 J n J ietz, Wyor Tina Allard, City Clerk �U�FAEtI Bi INATUREI