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10-20-2014 CCMt lk _ Fasting of the Elk Mver- City Council River Feld at the Elk River City Fall Monday, October 20, 2014 Members Present: Mayor Dietz, Councilmembers Wilson, Burandt, Westgaard, and Motin Members Absent: None Staff Present: City Administrator Calvin Portner, Deputy Director, Community Operations and Development Jeremy Barnhart, Finance Director Tim Simon, Fire Chief John Cunningham, Park Planner Chris Leeseberg, City Attorney Peter Beck, City Clerk Tina Allard, Planner Zack Carlton, City Engineer Justin Femrite, Communications Coordinator RaeAnn Gardner, Street Superintendent Mark Thompson, Environmental Technician Kristin Mroz, and Recording Secretary Jennifer Johnson 1. Call meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:03 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider 10/20/2014 Agenda Moved by Councilmember Wilson and seconded by Councilmember Motin to approve the October 20, 2014, agenda. Motion carried 5 -0. 4. Consider Consent Agenda Moved by Councilmember Motin and seconded by Councilmember Westgaard approve the following consent agenda: 4.1 Check register as outlined in the staff report. 4.2 2013 Street Improvements final pay estimates as outlined in the staff report. 4.3 Convey Lot 1, Block 1, Northstar Business Park to the Ells River Economic Development Authority as outlined in the staff report. 4.4 Department of Public 'Safety Grant Agreement for CRASH program as outlined in the staff report. 4.5 Heritage Preservation Commission Annual Report as outlined in the staff report. City Council Minutes October 20, 2014 Motion carried 5 -0. S. Open Forum Page 2 Mike Brubaker, Executive Director of the Sherburne History Center, presented the council with information regarding the Energy City document conservation history in Sherburne County and distributed the publication "Re -Use and Recycling: Going Green in Sherburne County." 6. a City of Elie River Volunteer of the Month — Mayor ®oetz Mayor Dietz introduced, read, and presented a plaque to Jane Houlton, the Volunteer of the Month for the month of October. He noted the following volunteering accomplishments and awards: • Co- founder of Elk River United Way (along with her husband) • Extensively Involved with Guardian Angels; currently still serves on the Board of Directors of Guardian Angels (and has been for more than 25 years) and the Fundraising Committee • History Committee and Sunday School teacher at Union Church • Actively Involved with the Courage Center • Legion Auxiliary Americanism Award • Lifetime Achievement Award from Guardian Angels • Outstanding Lifetime Service Award from Courage Center • Honorary Life Member of the Courage Center Board of Directors • Beautiful Activist Award from the American Association of University Women • Paul Harris Fellowship Award from Rotary International 7. D Tax Abatement and Business Subsody for Stonesthrow Properties, LLC (Coin -twiner) Mr. Barnhart presented the staff report. Mr. Barnhart explained that no recommendation had been made by the EDA Finance Committee to the EDA, who met earlier in the evening to consider the applicant's request. The EDA opened and continued the public hearing to November 17, 2014, to allow for staff to continue working with the applicant. Mr. Barnhart requested the Council also open the public hearing and continue it to November 17, 2014. Mayor Dietz opened the public hearing. There was no one to speak to this issue. Based upon Mr. Barnhart's recommendation, Mayor Dietz continued the public hearing to November 17, 2014, to allow staff to continue working with the applicant. 7.2 Lot Split Reg Powei0 Mr. Carlton presented the staff report. Because the applicant was requesting this application be pulled, no action was required. E R E i B Y INATUREI City Council Minutes Page 3 October 20, 2014 7.3 Lot Split R. Derrick, foot 41, West Oaks ° bird Addition Mr. Carlton presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Moved by Councilmember Westgaard and seconded by Councilmember Wilson to approve the lot split for Roger Derrick of Washington Street Investors, LLC, for Lot 41, West Oaks Third Addition, as outlined in the staff report. Motion carried 5 -0. 7.4 Administrative Subdivision by City of Elk River for Lot i, Block i for Northstar Business Park Mr. Barnhart presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Moved by Councilmember Motin and seconded by Councilmember Westgaard to approve the Administrative Subdivision by City of Elk River and its EDA for Lot 1, Block 1, Northstar Business Park as outlined in the staff report.. Motion carried 5 -0. 7.5 Ordinance Amendment: Modifying Fencing Regulations for Agricultural Uses Mr. Carlton presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Councilmember Wilson asked for and received clarification of the R1 c and Al districts and where livestock could be located in relation to fencing. Councilmember Burandt stated her concerns with the current language in this amendment in regards to livestock fences and the keeping of livestock. She stated her concerns with the current minimum setback for agricultural animals in the R -1 Single - Family Residential zoning districts, and stated she won't support this language as proposed. r IVERII IT ATUR City Council Minutes October 20, 2014 Page 4 Mr. Carlton stated this ordinance amendment, with guidance from the city attorney,, addresses the summary judgment concerns and inconsistencies with state statute. He agreed with Councilmember Burandt that the issue of livestock fences and keeping livestock back from a property line is a different issue entirely and is more a policy decision that may need to be addressed at a later date. Counselor Beck clarified that the 100' setback for the keeping of livestock is the existing ordinance and the change made is due to a district court judgment; the judge issuing the judgment stated our city ordinance was inconsistent and the city has to allow a boundary fence on the property line. The ordinance amendment does not create a new 100' setback as that already exists. If council wants to revisit that, he stated staff can be directed to review and bring to Planning Commission. Councilmember Westgaard stated the summary judgment had to do with boundary fencing and the only amendment being addressed this evening was to add an additional modification to Section 30 -796 referring to fences in the A -1 and R -1a zoning districts. Mr. Carlton clarified the change with the direction of the City Attorney, to footnote 3, in Sec. 30 -1007. Moved by Councilmember Westgaard and seconded by Mayor Dietz to approve Ordinance Amendment 14 -11 amending Section 30 -976 entitled "Fences; Visibility at Intersections and Driveways" and Section 30 -1007, entitled "Accessory Structures" in order to modify agricultural fencing requirements. Counselor Beck asked for clarification on whether Council is amending Section 30- 976 or 30 -796. Mr. Carlton stated it should be Section 30 -796. Councilmember Westgaard amended his motion to amend section 30 -796. Mayor Dietz seconded the amended motion. Motion carried 5 -0. After discussion, council directed staff to address the concerns of the 100ft. setback requirement. 7.6 Ordinance Amendment Modiffydng Landscapung Res ua rernents Mr. Carlton presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. _. _'Al City Council Minutes Page 5 October 20, 2014 Councilmember Motin asked for clarification on what types of trees could be used off the list from the University of Minnesota. Mr. Carlton confirmed the required trees are ones that will grow to maturity and will improve city beautification, but homeowners can add additional trees. Moved by Councilmember Wilson and seconded by Councilmember Motin to adopt Ordinance 14 -12 modifying Landscaping Requirements in all Zoning Districts as outlined in the staff report. Motion carried 4 -0. Councilmember Burandt abstained. 7.7 Ordinance Amendment Adding State Licensed ResidenVal FaeiH6es in the R -3 Zoning District Mr. Carlton presented the staff report. Mayor Dietz opened the public hearing. There being no one to speak to this issue, Mayor Dietz closed the public hearing. Moved by Councilmember Westgaard and seconded by Councilmember Wilson to adopt Ordinance Amendment 14 -13 amending State Licensed Residential Facilities as a permitted use in the R -3 (Townhouse /Multiple Family) residential zoning district. Motion carried 5 -0. 8.1 Twin Lakes Road dntersection Analysis Mr. Femrite and Mr. Portner presented the staff report, asking for discussion and direction from the council on how to proceed. Mayor Dietz stated he's received questions about the size of the roundabouts and whether or not large trucks can use them properly. Mr. Ferite explained how roundabouts are designed, noting they are designed state- wi m de to handle a regular size semi - trailer. The concerns that were raised to him were the oversize loads and longer trailers entering and exiting and how that affects operations. Mayor Dietz asked about the cost of a roundabout versus a standard intersection. Mr. Femrite doesn't have the specific breakdown of these costs. Councilmember Burandt referred to a recent EDA meeting where concerns were raised regarding movement out of a facility and only being allowed to turn in one p00'EAE1 et NATUREJ City Council Minutes October 20, 2014 Page G direction because of a roundabout. She also stated there are other sites the trucks travel and asked if any truck count figures were available. Mr. Femrite stated this is one of the city's heavier truck routes but he didn't have precise numbers. Councilmember Burandt asked how the city can be friendly to current businesses already located in our city and asked how that can be achieved in a way that's useful for the traffic patterns in general. Counci inember Morin expressed his concerns with a roundabout located by Morell Trucking and the number of businesses using this many times per day. He asked if the trucking companies provided input with their specifications. Mr. Fernrite stated there was some positive feedback with an alternative T- intersection with standard traffic signals that businesses seemed to favor that type of intersection, but has not seen any specific schematics or preferences from the trucking companies. Councilmember Westgaard stated he felt personally that a roundabout at 171st and Twin Lakes Road was a good fit with current businesses such as Novco, Lefebvre's, and Morrell's. He didn't feel the city was prepared to put in this type of intersection at this time. He felt these businesses are concerned with city future plans and will those be impacted with the addition of a roundabout or traffic lights and how will the city's decision to include roundabouts affect their future business plans. Councilmember Wilson stated, based upon feedback from area businesses and the possibility of impeding their ability to conduct their business, the roundabout shouldn't be included in the future plans at this time. He thought it would be better to remove the roundabout at 171 st and Twin Lakes from the plan. Mayor Dietz stated he would like the trucking companies to meet with staff to determine alternatives to 171St specifically, to discuss costs and determine all alternatives to give to the council before the council considers removing the option of a roundabout. Mayor Dietz felt the other two intersections, shown in the FAST plan, should include roundabouts. Councilmember Motin agreed for the need to look at all alternatives but to consider other companies other than the three trucking companies. He felt it important to review the feasibility for the entire development and how to accommodate all needs. Mr. Femrite stated he felt it important to review the entire corridor on a larger scale, looking at all the traffic generators from businesses and school use and pedestrian crossings as well as continued use of commuter rail traffic. [NATURE] City Council Minutes October 20, 2014 Page 7 Councilmember Wilson agreed that long -term business people should be part of this process to try to design what would be the best intersection to accommodate those current stakeholders. Councilmember Motin expressed his concerns to not rush this process and think things through. Council consensus was for staff to meet with the affected trucking companies and return to council with proposals to their concerns, options, and costs. 8.2 Feasibility Report for 2015 Street Improvement Project Nir. Femrite presented the staff report. Cody Hohns from Bolton & Menk presented a PowerPoint presentation outlining the Feasibility Report for the improvements at 165`'' Avenue and Jarvis Street and the costs associated with constructing a trail, which was not discussed as part of the current Parks and Recreation Master Plan. Mayor Dietz asked how the Parks and Recreation Commission felt about the trail. He felt like it was expensive and would get a lot of use. Mr. Femrite stated according to Parks and Recreation Director Michael Hecker, staff and the commission didn't feel the trail was an immediate need. He stated the city of Ramsey Parks Director didn't see it as a high benefit connection on their behalf. Councilmember Motin asked if an on- street type of trail was feasible in this type of layout. Mr. Holms stated it was an option and the street would be expanded to 36 feet, stating the cost to do so is less than a trail and would still be able to maintain the ditches that are currently in place. The cost would be less than the trail. Councilmember Burandt stated the trail should be looked at due to its location near sporting and field activities and trail use by pedestrians. She was concerned about cost of the trail but would like to consider both options. Mayor Dietz asked if a decision on the trail needed to be made this evening. Mr. Femrite stated the council could make a decision to accept the report and bring the trail back for further discussion and stated not installing the trail now wouldn't preclude them from adding one in the future. Councilmember Burandt asked if the cost of adding the trail later would increase the cost. P I! E R E I 11 NATURE . City Council Minutes Page 8 October 20, 2014 Mr. Femrite explained that the cost wouldn't be remarkably more but perhaps slightly. Councilmember Wilson asked where does funding comes from for trails and didn't feel funding for trails should come from our state aid account or pavement management fund. Mr. Femrite stated the costs could be paid by the Minnesota State Aid account but he was unsure of any other accounts that could pay for trail expansion at this tithe. Mr. Femrite clarified that it's not coming from the dedicated franchise fee. He reviewed the Pavement Management Fund Analysis and MSA Analysis. Mayor Dietz stated he was willing to review the cost of increasing the width of the road to add a bike path, but because it was not a priority of the parks department, he was not willing to support addling a trail as he didn't feel it would be used much. Councilmember Westgaard asked how the cost share amount was determined for the City of Ramsey and felt the amount was inadequate. Mr. Femrite explained the draft cost share agreement and how it was split 50/50 which included the Jarvis Street quiet zone improvements. Mayor Dietz questioned how it would work with the City of Ramsey. Mr. Simon explained how the state account would provide interest -free monies with future allocation from the state aid account and the account would be replenished after next year's allotments and the share by the City of Ramsey over the next two years. He noted how trails were originally funded by Park Dedication Fees or paid by the developer in the plat projects. Councilmember Morin asked if this project can be approved tonight with the requests for changes to trails. Mr. Fernrite asked for a motion approving the feasibility report without the investment of the detached trail and bring the topic of a wider pavement section along Jarvis and 165d' back to a future meeting. Moved by Councilmember Westgaard and seconded by Councilmember Motin to approve the Feasibility Report for the 2015 Street Improvement Project without the investment of the detached trail and further amend the Feasibility Report to consider at a future date the costs of a wider pavement section. Motion approved 5 -0. F a V I R I I I NATURE) City Council Minutes page October 20, 2014 8.3 Request by Great Mver [Energy (GCSE) for License renewal for Energy Recovery Project Ms. Mroz presented the staff report. Project Manager Tim Steinbeck from Great River Energy was present to answer any questions. Moved by Councilmember Westgaard and seconded by Councilmember Burandt to approve the request by Great River Energy (GRE) for License Renewal for Energy Recovery Project. Motion carried 5 -0. 8.4 Consider Requests for Proposals for ly unicipai Garbage /Recycling Collection Services Ms. Mroz presented staff report. Moved by Councilmember Wilson and seconded by Councilmember Westgaard to approve the proposal and agreement for Randy's Environmental Services to provide the city facilities Municipal Garbage /Recycling Collection Services as outlined in the staff report. Motion carried 5 -0. 0.5 Councilmernber Nomination to Serve on Art Project Committee Mr. Barnhart presented the staff report. Councilmember Burandt was nominated to serve on the art project committee. 8.6 Wayfinding Signage Program Ms. Gardner presented the staff report. She outlined ballpark pricing received from Visual Communications for the monument signs at the four entrances to the city ranging from $42,000 to $90,000 for Option 1 for Option 2, costs range from $62,000 - $90,000. For both options, the cost stated doesn't include land, landscaping or lighting, She reiterated the goals of a wayfinding plan and indicated the Facebook comments from the poll that asked residents about the options they liked. She stated the comments received for the sign of Option 1 were the following: natural, elegant, understated, safe, simple, and it feels like home; for Option 2, which received the most Facebook likes, the comments were bold, updated, it stands out, hip, and timeless. Mayor Dietz asked why it was difficult to determine a cost for the entire plan and not just the entrance signs. I P ON E R E I R T A TUR City Council Minutes October 20, 2014 Page 10 Ms. Gardner explained the process for the wayfinding sign schedule was to first determine a sign design and then further into the process was to specify the design cost. She outlined things to consider, such as the land, landscaping, and electricity. She explained the R.FP process for determining the costs for the signs and why the cost could vary considerably. She noted this long -term plan wouldn't remove all the signs at once but would replace them as needed or as budgeted. Mayor Dietz stated his concerns with the hesitation to provide cost figures and felt once the council approved a project design, there was a point of no return after receiving those numbers. Mayor Dietz stated his priority was not to approve a project based upon the public's opinion without reviewing the costs first. Councilmember Motin stated his concerns with the sign design with the goal of uniform signage and the regulatory sign requirements. He stated the monuments were beautiful but without factoring in cost, it was difficult for him to approve a project without addressing the sign layout. Ms. Gardner explained how the process was laid out in another city and how she felt it important that the sign design be decided before moving forward. She stated the city may also have the ability to create some of these signs. Councilmember Motin stated they've only received the design for the monument signs and nothing has been presented to determine the uniformity of signs, what's going to hold the signs, and where they'll be located. Ms. Gardner stated Visual Communication would return with that information once the initial design was chosen. Councilmember Motin asked what more the consultant would be providing the city. Ms. Gardner stated Visual Communications, once a design is chosen, will then create all the sign designs and determine the location of those signs. She explained the specs would then be created, breaking down each piece of the sign, and those specs would then be available to allow for quotes. Mr. Portner explained when the council went out for bids for a consultant, bids came back with a wide spectrum of costs to determine the wayfinding signage program, but each proposal may or may not have estimated pricing of sign design and creation costs as it may have been part of the final bid. But the consultant's bid chosen by the council was to provide a plan to determine an artist's conception that took the themes of Elk River, and use these themes into a final design that everyone agrees upon. Mr. Portner stated since monuments are the most public pieces of the design, it's used to determine the final global plan which is a connection that ties all these factors together. He stated the council could agree on Option 1, Option 2, or go back to Visual Communications to have something different provided, or scrap it all together. 0.I E R E l e Y NATURE-) City Council Minutes October 20, 2014 Page 11 Councilmember Westgaard stated they are both elegant designs, but he prefers Option 1 and wondered if Facebook fans would like Option 2 knowing it's twice as much in costs as Option 1. He stated it's difficult to make decisions on something when you don't know the cost. Councilmember Wilson stated he didn't like either option, especially on the amount of money they could potentially cost, and wondered if they should go back to the drawing board to fine -tune these options. Councilmember Burandt also requested a third option. Mayor Dietz asked if the council would make a motion to approve either option. No motion was made. Councilmember Westgaard asked that a third option be provided. Councilmember Motin stated both options are nice but not something that knocks his socks off and wasn't supportive using the Facebook comments considering it was less than 1 % of the city population. He also prefers the city logo be incorporated into the sign design. Mayor Dietz also wants to see the city logo incorporated into the sign design. He was not in favor of either option. Councilmember Westgaard stated in an effort to provide clear direction to staff was the signage cost an issue to the other councilmembers or just the design of the sign. Mayor Dietz stated he doesn't feel a cost for the entire plan has been provided and that's what he is specifically looking for. Mr. Portner asked if the council would be open to meeting with Visual Communications themselves to discuss sign needs and options. Councilmember Westgaard stated if meeting with Visual Communications would facilitate some specific direction back to the consultant and staff, a work session may be valuable. Council consensus was to request a third sign design option from Visual Communications and to meet with members of the sign committee and Visual Communications to discuss ideas and needs of the city's wayfinding signage programs. The meeting recessed at 7:51 p.m. and reconvened at 7:5$ p.m. for the work session. p I W E I E I I Y ,NUKE City Council Minutes October 20, 2014 9.1 201 5 -2019 Capital Improver nentt Plan Mr. Simon presented the staff report. Mr. Femrite presented the infrastructure improvement funds. Mr. Hecker and Mr. Schreifels presented the park improvement fund report. No changes were noted from the Council. 10. Adjournment Page 12 There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 8:43 p.m. Minutes prepared by Jennifer Johnson. Y�0 JihnDietz, Mayor �l Tina Allard, City Clerk pa■EIEI I 16 1 rmATUREI