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08-09-2004 CC MIN MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONOAY, AUGUST 9, 2004 Members Present: Members Absent: Staff Present: Acting Mayor Motin, Councilmembers Dietz, Kuester, and Tveite Mayor Klinzing City Administrator Pat Fdaers, Finance Director Lori Johnson, City Engineer Terry Maurer, Fire Chief Brace West, Liquor Store Manager David Potvin, Payroll Clerk Lauren Wipper, Police Chief Jeff Beahen, Building and Environmental Administrator Steve Rohlf, Street Superintendent Phil Hals, and City Clerk Joan Schmidt Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk Pdver City Council was called to order at 6:43 p.m. by Acting Mayor Motin. Consider 8/9/2004 Agenda Councilmember Dietz added under Item 5.1 Discussion Regarding School Board. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER KUESTER TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 4-0. Consider Consent Agenda Acting Mayor Motin removed Item 3.3 from the Consent Agenda to be considered prior to Item 5.1. MOVED BY COUNCILMEMBER KUESTER AND SECONDED BY COUNCILEMBER TVEITE TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. 3.4 8/2/04 COUNCIL MINUTES RESOLUTION #04-61 APPOINTING ELECTION JUDGES FOR THE PRIMARY ELECTION ON SEPTEMBER 14, 2004 APPROVE DITCH IMPROVEMENTS TO COUNTY DITCH #28 BY HERBST EXCAVATING FOR $11,668 AND THE STAKING COST BY H.R. GREEN WITH FUNDING TO COME FROM THE SURFACE WATER MANAGEMENT FUND. MOTION CARRIED 4-0. Open Mike No one appeared for Open Nfike. City Council iMinutes August 9, 2004 3.3 Set Special Meeting Date and Time To Canvas Election Results Page 2 MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER KUESTER TO SET THE SPECIAL CITY COUNCIL MEETING TO CANVAS THE RESULTS OF THE PRIMARY ELECTION FOR THURSDAY, SEPTEMBER 16, 2004 AT 5 P.M. MOTION CARRIED 4-0. 5.1. City. Council Open Forum Councilmember Dietz stated that he had been contacted by School Board Member Jack Hines regarding a school in east Elk River and wanted the Council to meet with the School Board on Tuesday. The Council discussed the meeting requirement for 72 hours notice and directed City Administrator Fdaers to call the School District and arrange a joint meeting. 5.2. Request to Pave 221st .Avenue Council had received a request from Dave Steiner, President of the Ridges of Rice Lake Homeowners Association, that the City pave the gravel portion of 221~ Avenue. Staff had received direction from Council at the july 6, 2004 meeting to prepare a cost estimate showing the abutting properties with their frontage and owners indicated. Using the 2004 overlay unit prices as a guide, staff estimated the cost to pave the gravel portion of 221't Avenue to be approx/mately $50,000. Councilmember Dietz asked if money from the landfill fund could be used for this purpose. Finance Director LoriJohnson stated that if the city had a truck count showing the use of this road and the need for additional maintenance then the city could justify using the funds for this purpose but additional analysis would be needed. Councilmember Dietz stated that if the assessments are small he doesn't want to defer the costs. Council.member Tveite stated that the city could fund th/s as it is an unusual circumstance (having gravel between two blacktop sections); the city will gain with maintenance efficiency; and we would be assessing ourselves by 25%. He stated he would like to see bids before making a motion for the city to fund this cost. MOVED BY COUNCILMEMBER TVEITE AND SECONDED BY COUNCILMEMBER KUESTER TO SOLICIT BIDS TO PAVE THE GRAVEL PORTION OF 221sT AVENUE. MOTION CARRIED 4-0. 5.3. Appointment of Council Liaisons to Boards and Commissions This item was on the agenda for the Mayor to appoint one Councilmember to the four advisory commissions (Planning Commission, Parks and Recreation Commission, Heritage Preservation Commission, and the Library Board) to serve as non-voting members and 1/aison between the Council and the commissions. In her absence, the Council members expressed their preference of appointments as follows: Councilmember Dietz as liaison to the Library, Board; Councilmember Kuester as liaison to the Heritage Preservation Commission; Councilmember Tveite as liaison to the Parks and Recreation Commission; and Councilmember Motin as liaison to the Planning Commission. City Council Minutes August 9, 2004 Page 3 MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE THAT THE TERM OF THESE APPOINTMENTS WOULD BE UNTIL DECEMBER 31, 2005. MOTION CARRIED 4-0. 5.4. Salary, Survey The Personnel Committee was directed by Council to conduct a salary survey of non- exempt and exempt employees. The five-member committee consisting of David Potvin, Lauren Wipper, Bruce West, Lori Johnson, and Joan Schmidt presented information based on surveying 12 comparable metro area cities and comparing their pay to similar positions in Elk River. The Committee surveyed a total of eight exempt and five non-exempt positions. Comparisons were made between the city's pay to the median pay of all of the other cides surveyed. The results of the survey indicated that non-exempt and exempt pay in Elk River were both slighdy below median. The Committee also discussed specific exceptions: building inspectors (Committee assumed the inspectors would not get the increase as they had received an increase already); hquor store employees (some concern expressed that this department is getting out of balance compared to the market; may need to meet some other requirements for pay adjustments); waste water treatment plant operators (license driven); building and environmental technicians (certification requirements); and others (f~re department not in the pay plan and plan did not include any unions or seasonal employees). The Committee recommended that the non-exempt pay plan increase by four percent and the exempt pay plan increase by two and one half percent. The City Administrator stated his support for this recommendation. The Council discussed the results of the study and the financial impact of the recommendation. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THAT THE NON-EXEMPT PAY PLAN INCREASE BY FOUR PERCENT (with the exception of the building inspectors) AND THE EXEMPT PAY PLAN INCREASE BY TWO AND ONE HALF PERCENT EFFECTIVE AUGUST 22, 2004. MOTION CARRIED 4-0. Acting Mayor Motin called a recess at 8:26 p.m. The meeting reconvened at 8:36 p.m. 5.5. Budget Worksession City Administrator Pat Klaers provided a general overview of the 2005 financial situation and asked for feedback from the City Council. He stated the most important issues to discuss are staff additions and taxes. Finance Director Lori Johnson stated that a net tax capacity increase of 10% could yield about $700,000 of additional tax levy with no change in the city tax rate. Councilmember Dietz asked if we could set aside funds for staff in 2005. Ms. Johnson replied that the city could keep funds set aside for as long as wanted or change a reserve designation of set aside funds at any time. City Council Minutes Page 4 August 9, 2004 The Councilmembers reviewed the positions requested clarifying the need for some of the positions. Councilmember Kuester stated she felt there was a need for a job description for the position of Community Development Director. Councilmember Dietz stated that he felt there was a need to have the organizational structure in place and then he would be more comfortable in the hiring of this position. Councilmember Dietz asked how much revenue would be generated with a 1 percent tax increase (.04). Ms. Johnson approximated the amount to be $75,000. Councilmember Tveite stated that the last payment for the Small Theater at the high school would be in 2005 and it may be good to accelerate and pay in 2004 if funds are available. The Council was happy with the priority list that the City Administrator had put.together in regards to staffing. However, they wanted the Community Development position to be changed to a midyear appointment. Since the Council had just approved an increase in salary for staff, there would be more of a budget gap. Councilmember Dietz complimented the department heads for their understanding of positions and in saying that their requests "maybe not needed this year" and being in favor of the priority list. IT WAS THE CONSENSUS OF THE COUNCIL TO CALL A SPECIAL CITY COUNCIL BUDGET WORKSESSION FOR MONDAY, AUGUST 23, 2004 AT 6:30 P.M. 6.1. Consider Dates for Joint Meeting with Utilities Commission The Councilmembers prioritized when they would like to have the Joint Meeting with the Utilities Commission. First choice was on Tuesday, September 7, 2004 with second choice of Wednesday, August 25 at 6 p.m. 6.2. Call Special Meeting on Wednesday, August 25, 2004 at 5:30 p.m. to Consider Amendment to the City. Sign Ordinance MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER TVEITE TO CALL A SPECIAL CITY COUNCIL MEETING REGARDING THE CITY SIGN ORDINANCE FOR WEDNESDAY, AUGUST 25, 2004 AT 5:30 P.M. MOTION CARRIED 4-0. 7. Staff Updates None. 8. Adjournment There being no further business, Acting Mayor Motin adjourned the meeting of the Elk River City Council at 9:16 p.m. City Council khnutes August 9, 2004 Joan Schmidt City Clerk Page S