Loading...
06-14-2004 CC MIN MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, JUNE 14, 2004 Members Present: Mayor K_linzing, Councilmembers Dietz, Kuester, Tveite, and Motin Members Absent: None Staff Present: City Administrator Pat Klaers, Finance Director Loft Johnson, Fire Chief Brace West, City Prosecuting Attorney Chris Johnson, Street/Park Superintendent Phil Hals, City Engineer Terry Maurer, Director of Planning Michele McPherson, and City Clerk Joan Schmidt 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 6:48 p.m. by Mayor Fdinzing. 2. Consider Council Agenda Councilmember Kuester stated that in the future she would like to see on the regular agenda an Informal Exchange Time category so that councilmembers could bring up whatever they wanted. City Administrator I~daers stated that a Council Open Forum item can be listed first under the Worksession agenda section. The Councilmembers concurred. MOVED BY COUNCILMEMBER ICUESTER AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THE AGENDA. MOTION CARRIED 5-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER KUESTER AND SECONDED BY COUNCILEMBER TVEITE TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1 3.2 3.3 3.4 3.5 5/24/04 Council Minutes Consider Resolution to Approve Premises Permit Renewal for Elk River Lions Club Consider Elk River-Rogers VFW Auxiliary #5518 Request for Excluded Bingo Consider Library Board Appointment Authorization to Hire a Law Clerk MOTION CARRIED 5-0. 4. Open Mike No one appeared for Open Mike. City Council Minutes June 14, 2004 5. Worksession Page 2 5.1 Draft LVastesvater Treatment Plant Master Plan City Engineer Terry Maurer indicated that the initial review of the emstmg Wastewater Treatment Plant (W~TP) facility and the emsting sanitary sewer collection system, relative to excess capacity, has been completed. Three components and three district areas were outlined in the draft Comprehensive Plan. Mr. Maurer stated that it has been determined that the capacity of the plant could be expanded rather significantly with a minimal amount of land acquisition at the WWTP site. This land could be acquired from Great River Energy. The land would be approximately one-half acre. He stated further that the initial analysis has been completed of the emstmg sanitary sewer collection system, relative to excess capacity, for coverage from three identified study areas to the treatment plant location. He presented a sketch plan of a future layout of the WWTP site and a map of the e.,dsfing WWTP collections system. Mr. Maurer explained that the best number that staff could come up with if the whole current urban district was developed would be 3.1 to 3.15 million gallons per day. That figure is a litde bit higher than what was projected in 1995. The difference may be that residential developments are denser than they were projected in 1995. At that time the city ~vas looking at 10,000 - 14,000 square foot lots and since 1999 we are seeing a lot more townhomes. We are seeing higher density than we had projected. The reverse is going to be true in the commercial/industrial areas. Right now we are reserving 1000 gallons per acre for that land according to textbook numbers. Mr. Maurer used Menard's as an example, which sits on 11 acres, and it doesn't generate 11,000 gallons of flow per day. He stated that we could have excess capacity available. He stated that the three areas to be looked at would be an area east of Co. Rd. 40, the Cargill property, and the gravel mine property. Regarding the east of County Road 40 area, Terry indicated that we could pump an additional 250,000 - 300,000 gallons per day through the e,,dsting Trott Brook Farm area without changing any infrastructure already in place. Staff looked at a concept plan with a school site penciled in, and Mr. Maurer felt that there is capacity for what has been talked about. He stated that in the Cargill area, the same type of capacity (250,000 - 300,000 gallons) is available. The trunk facilities can accept this amount of flow. The trunk line flows to the Highway 169 lift station. This is also where the east County Road 40 flow goes. The additional capacity at this lift station is 500-600,000 gallons per day. Terry stated that if the council is looking to develop the gravel mine area with a capacity of anything over 100,000 gallons, a whole new lift station would need to be built. If so, the Council would need to reserve a large enough area to consider the urban development to be cost effective. He stated that he has not had any cost analysis. He stated that basically it is two pieces: the feasibility of expanding the urban services and the master plan at the Wastewater Treatment Plant. He stated that we should wait to do the f'mal report until after the Comprehensive Plan was adopted so that all the plans can be consistent. Sometime in the future the council will have to make a decision to expand the Wastewater Treatment Plant to the point where all development areas can be handled. Ter~ stated that the market would dictate making that decision. He was asked if it would be feasible to build a second plant. He said that it certainly could be done, but that from a cost standpoint it would be less to expand in the lower section of the city. It would be better to look at one plant versus two and to build the infrastructure to get down to that plant. City. Council Minutes Page 3 June 14, 2004 Mr. Maurer stated that when council continues discussion on the Comprehensive Plan and comes up with scenarios in the target population range, then he could figure out the cost for the trunk hnes and come up with pricing. Other, vise, fight now he doesn't know where to consider the additional trunk lines. He stated that 1000 gallons per acre seems to be a good number to use for sizing a large undeveloped area. He stated that after council deliberates and decides, if the answer is that we want to plan for more than 3 million gallons per day, then we would need to talk to Great River Energy. He stated that the land that we would want to buy from Great River Energy is currendy being used for outside storage. Mayor Klinzing summarized the discussion by saying that this is the information that the council has requested, unless there are more specific questions at the dine of reviewing the Comprehensive Plan, that this is now what's available for the council to review. Ron Bratlie, School District #728 - stated that the District needed to build a school, preferably in Elk River, and he needs to have a decision within 90 days if there is a possibility to build a school here or he will need to look elsewhere to the south. He currently has a plan and an architect and needs to know where he stands. Ed Dulak - stated that property he controls is being donated and also he will be paying for some of the infrastructure. He stated that the timing is such that they need to do something at this time. It is hoped that the school would be opened by September 2006 and he stated that we do have time now for the planning to have this happen. Mayor Klinzing stated that council had made a decision to table the Comprehensive Plan and this decision was tied to getdng more information about the sewer study and the council wished to be more comfortable before going forward. Most likely the Comprehensive Plan discussion will be held on July 19. She is in favor of the area, including the 30 acres that are being donated to the school, to be urban services and she felt a school in that location is excellent. However, the capacity of the lift station is the issue. She feels that the capacity for the sewer system is there and doable and that it's not the sewer plant, but the lift station capacity that could be a problem. A ~voman in the audience asked if there was anything more that can be done to expand the urban area to their property. Mayor Klinzing replied that the citizens should discuss their issues with the councilmembers. Mayor Klinzing recessed the meeting at 7:55 p.m. At 8:07 p.m. the meeting was reconvened. 5.2a Discussion of Structure of City. Organization City Administrator Pat Klaers reviewed his memo and discussed possible changes in the city's organizational structure. Organizational chart options were reviewed along with his recommendation to council of options A or B. He also recommended the following: · Accept retainer contract for services from Howard R. Green regarding Terry Maurer; · Establish the director of administrative services position and place Loft Johnson in that position; · The city clerk position to remain under supervision of the city administrator; City Council M. inutes Page 4 June 14, 2004 · Move forward with the establishment and filling of the community development director position (option A) or the public services director position (option B) and; incorporate funds into the 2005 budget for one of these positions. Mayor Klinzing likes the structure of the City of Blaine but felt it is better for the administrator to be removed from the actual hiring and firing of staff. She felt Safety Service including Code Enforcement was interesting. Councilmember Dietz asked if the city currently is paying more than $8,000 per month, over and above developer driven projects, for Terry Maurer's services. Mr. Maurer answered that last year he billed a little over 1000 hours to Elk River. It was felt that it would be more cost effective if he were on staff because the city would get double the hours for a fiat rate rather than a dollar per hour rate. Howard Green gains by keeping the city as a major client. Mr. Dietz felt that adding a whole engineering department would be expensive because it would be adding more than one person. Council_member Dietz had concerns in hiring the additional positions of assistant city administrator and community development director and if there would be sufficient work for them. Nh:. Fdaers stated that we could have an internal person doing a dual function such as an engineer and a public works director. These positions would better coordinate the activities of the individual departments and their assignments. The community development director may restructure the department and assume some of the responsibilities that economic development or planning currently have. The community development director is one of the positions that came up the strongest in the goal setting sessions with the council. More communication among boards, commissions, and staff is needed and a community development director can help in this regard. In the role of assistant city administrator, this person would be given some of the work that the administrator currently does and that he can't delegate to others because their work load is also full. The assistant position would help in areas when there are vacancies and would offer a great deal of flexibility as the city organization structure evolves. In the future, perhaps this position would supervise human resources or the prosecuting attorney. Councilmember Dietz asked why Mr. Klaers would want the city clerk and prosecuting attorney under his supervision. Mr. Kdaers stated that he wants the position tied to the consulting attorney as we are trying to move some work away from Attorney Beck and also to keep it independent from the other department heads. The city clerk's position is ded closely with the city administrator's roles, such as working closely with packets, agendas, etc. and she supervises the support staff. He also would lose his clerical support help. Council Tveite expressed the following: · To have Terry Maurer on retainer; but not having an engineering department; afraid would need to dissolve in 10 years; · Community development director is a necessary position because of the communication required among those departments and in servicing all customers; to be given a high priority; · Establish director of administrative services and ~ve have a talented person on staff to fill that role; · Assistant city administrator--he felt this position was going to be a function of the director of administrative services position; seems more like a luxury at this time and may be needed in the future. City Council 3~finutes Page 5 Jtme 14, 2004 Mr. I4Aaers stated that the assistant city administrator needs to be more than just a rifle and needs to be another person that he would be giving work to; right now the work is dispersed in a piecemeal fashion. Councilmember Kuester expressed the following: · Difficult time seeing us move to Blaine's organizational structure; downsizing of department heads would be enough transition; · Assistant city administrator sounds like a trouble shooter and she would like 2/3 of the job assigned with specific job duties; · In terms of administrative services and community development positions, didn't see as outside applicants but internal. Need to take the time and develop a job description for these positions. · Uncomfortable committing to those two positions until see the comp worth studies. Mr. I~aers stated that in the ultimate organizational chart, the clerk would report to assistant city administrator or direcdy to the city administrator. The positions of community development director, parks and recreation director, and administrative services would have their own areas of responsibility. Councilmember Kuester indicated that it is difficult for her to project to the ultimate but can see the next few steps that need to be taken. Mr. I~aers stated he was asked to put the ultimate plan together so the Council could see what it looked l/ke; so this is what he has done. He stated that if we don't have some of these key positions filled, then we are just doing it all on paper and nothing has changed. Councilmember Dietz questioned if directors will be higher paid because they have division heads reporting to them. Mr. K2aers stated that pay could be impacted but that wages may not change with current division heads. If promoted, th?y may get an increase. Councilmember Tveite stated that community development director and administrative services director positions should do a job analysis and decide as to how we are going to fill the position and at what wage level. Councilmember Dietz stated that he feels the hardest positions will be in the community development and public works areas. Councilmember Motto expressed the following: · It will take time to get down to this small number of reports to the city administrator; · He is not in favor of a public services director but community development director and public works d/rector seem to make sense. · An assistant city administrator doesn't seem necessary, as one person won't be able to fill in with all positions (when they become vacant). · Administrative services and public works director eventually will be necessary. · City clerk could fall under administrative services with direct supervision form director of administrative services. · He stated that he is leaning towards chart C. M_r. IGaers stated the whole idea was to have fewer direct reports to him and this would allow him to have more time for those who are reporting to him. There will still be the City Council Minutes June 14, 2004 same amount or more of work going on. then the clerk will have two bosses. Page 6 If the city clerk reports to administrative services, Mayor Klinzing stated that from the discussion, two positions have been identified to possibly move forward with, and those are the community development director and the administrative services director. She stated that another position that may be needed is human resources. Finance Director Lori Johnson stated that the city does not currently have a human resources position but that Payroll Clerk Lauren Wipper has been performing some of those duties. Ms. Johnson stated that she would like to see the city hire a payroll clerk so Ms. Wipper can concentrate on human resource activities. Mr. Klaers stated that he believes in order to implement the organizational structure, the community development director should be considered for the 2005 budget. Nh:. IGaers noted that his biggest time commitment for departments he supervises is in the area of community development. Councilmember Kuester stated that in deciding which positions to add, the Council needs to review the internal services, such as the number of reports to city administrator and communication, as well as the external customer service that the city is providing. It was the consensus of the Council for staff to prepare job descriptions for a community development director and a director of administrative services for Council review. Mayor Klinzing stated that another task that needs to be completed is for the Council to adopt an organizational structure and the work program. It was discussed that the Council needs to review the following topics prior to the adoption of the organizational structure and the work program: the preferred governance model, set individual and departmental goals, discuss acceptable behavior between Council and staff, revie~v relationships with boards and commissions, and continue work on the organizational chart. Mr. Kdaers noted that he has had meetings with the 14 different individuals he supervises to talk about departmental goals and individual goals and has tried to have these goals implemented. He stated that his plan is to have frequent meedngs and to assist staff. MOVED BY COUNCILMEMBER KUESTER AND SECONDED BY COUNCILMEMBER TVEITE TO APPROVE ENTERING INTO AN AGREEMENT WITH HOWARD R. GREEN TO RETAIN TERRY MAUER'S SERVICES AS CITY ENGINEER AS PROPOSED. MOTION CARRIED 5-0. 5.2.b. Review Results of Council/Staff Governance Worksession Mr. Klaers stated that a Board and Commission Guidebook is in the process of being prepared by the City Clerk and will be presented to the Council next month. 5.3. Schedule for Utilities Building Removal and Parking Lot Expansion City Administrator Pat Kdaers indicated that the overall plan for downtown is to remove the utilities building, close IGng Avenue, and to work with First Nadonal Bank and the school City, Council Nlmutes Page 7 June 14, 2004 district on their parking issues, with funding coming from the TIF District. Mr. I~aers stated that he would like to see a task force of business owners formed in order to get them on board and buying into the fact that additional parking is being created and parking enforcement may be needed. It was the consensus of the Council that they understand that the plan for the downtown area includes the demolition of the utilities building and the closure of King. 6. Other Business There was no Other Business. 7. Staff Updates Mr. I4daers stated that he will be on vacation for ten days and will not be in attendance at the next Council meeting. The overlay project is beginning this week and should be completed by the end of the month. A letter went out to property owners today indicating who to contact if there are issues. Mr. K2aers stated that the growth in the city is moving at the same pace as last year and it may be a trend. He stated that there has to be a way to limit the growth and so he asked Ms. McPherson to research other cities and see what they do legally to manage growth and limit building permits. He stated that there is some concern about the pace being too fast. Mayor Klinzing provided the Council with an update on transitional housing. She stated that there is a family in the Bailey house and things are going well and the family in the first house will be moving into permanent housing this fall. Mr. I~daers noted that the closing on the Koehler house is scheduled for next week but the Koehlers will have a month to vacate the house. Councilmember Dietz questioned what the plans for the house are. Mr. I~aers stated that there are many options and he would like Council direction. Councilmember Dietz stated that the Bmldmg Department should inspect the house and see how much work would need to be done before it could be rented out. Adjournment There being no further business, Mayor ICdnzing adjourned the meeting of the Elk River City Council at 9:55 p.m. City Council Minutes June 14, 2004 Joan Schmidt City Clerk Page 8