07-05-2016 CCM ">1. 4*..„
of
Elk
Meeting of the Elk River City Council
0 River Held at the Elk River City Hall
Tuesday, July 5, 2016
Members Present Mayor Dietz, Councilmembers Olsen,Burandt,Westgaard, and
Wagner
Members Absent: None
Staff Present: Fire Chief T.John Cunningham,Planning Manager Zack Carlton,
Engineer Justin Femrite,Acting Finance Director Lori Ziemer, and
Recording Secretary/Sr. Administrative Assistant Jennifer Johnson
I. 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 07/05/2016 Agenda
Moved by Councilmember Wagner and seconded by Councilmember
Westgaard to approve the July 5, 2016, agenda. Motion carried 5-0.
4. Consider Consent Agenda
Moved by Councilmember Westgaard and seconded by Councilmember
Olsen to approve the following consent agenda:
4.1 Check register, check numbers 9856-9858 and 97402-97574 as outlined
in the staff report.
4.2.A. Special Event Permit for the Sherburne County Agricultural Society for
the Sherburne County Fair and Parade held on July 14—17, 2016,with
subject to the following conditions:
1. Applicant shall provide garbage clean-up immediately following
the parade.
2. Signs shall be installed at the following locations no later than July
9, 2016:
a. Main Street and Morton Avenue (alerting westbound traffic)
b. West of Orono Road at Main Street and Joplin Street (alerting
eastbound traffic)
c. On Joplin Street at Orono Parkway (alerting southbound traffic)
Sd. Proctor Avenue and Main Street (alerting southbound traffic)
The signs shall state:
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July 5,2016
Main Street Closed •
July 16
10 a.m. —Noon
Parade
3. Applicant shall provide portable toilets and inform all parade staff
of the location of the toilets during parade staging.
4. Alcohol must be limited to the beer garden and grandstand area.
Wrist band control is required for patrons 21 and over.
5. Applicant shall ensure all applicable fire codes have been met and
all tents must be inspected by the fire marshal prior to opening.
Applicant is responsible for contacting the fire marshal at
763.635.1110 or 763.238.3489 to arrange for an inspection.
6. Applicant is responsible for ensuring the grandstand bleachers are
inspected properly and for ensuring maximum capacity is not
exceeded.
7. It is understood fair security will be handled by the Sherburne
County Sheriff's Office. The Sherburne County Sheriff's Office
denied a request for additional staffing from the Elk River Fire
Department.
8. Applicant shall provide the Elk River Fire Department, Division of
Emergency Management,with a copy of the Emergency
Operations Plan to include, but not limited to, appropriate annexes
for severe weather.
9. Access to the public safety facility, including the rear entrance area,
shall not be obstructed.
10. Candy may be handed out at the parade but is not permitted to be
thrown from moving objects.
4.2.B. Pyrotechnic Fireworks Display for Chuck FX, LLC, to conduct a
pyrotechnic display from the Sherburne County Fairgrounds on
Friday,July 15, 2016,with the following conditions:
1. Applicant must contact the fire marshal at 763.238.3489 to schedule
pre-loading and post-loading inspections.
2. Fire watch shall be established per direction of fire marshal.
3. Audience distance will be set onsite.
4.3 Solicitor licenses for the following employees of Aptive Environmental,
valid until December 31, 2016:
■ Derek Beutler
• Jason Beutler
■ David Daines
• Bryten Farley
• Payden Hathaway
• Brigham Lindsay
• George Parsons
• Brandon Pelfrey
• Elliot Pelfrey
• Tyler Vance •
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July 5,2016
4.4 Joint Powers Agreement 2016-22 with the Bureau of Criminal
Apprehension for the MN Internet Crimes Against Children
Taskforce, and designating the legal authority for signing contracts, as
outlined in the staff report.
4.5 Approve $196,200 in professional services from Hakanson Anderson,
Inc., associated with engineering services for the 2017 Street
Improvements as outlined in the staff report.
4.6 Temporary pay adjustment for Tristan Nicka for acting as interim IT
manager effective June 28,2016, as outlined in the staff report.
Motion carried 5-0.
5. Open Forum
No one appeared for Open Forum.
6.1 Presentations, Awards, and Recognition
There were no presentations, awards, or recognition given.
7.1. Ordinance Amendment Regarding Park Dedication Fees
11111 Mr. Carlton presented the staff report.
Mayor Dietz opened the public hearing. There being no one to speak at the hearing,
Mayor Dietz closed the public hearing.
Mayor Dietz stated he would like a future discussion to examine the possibility of
allocating additional liquor store profits to cover the eventual decrease in park
dedication money collection.
Moved by Councilmember Westgaard and seconded by Councilmember
Wagner to adopt Ordinance 16-13 modifying the park dedication requirements
described in Secion 30-327 of the City Code as outlined in the staff report.
Motion carried 5-0.
7.2. Ordinance Amendment for 2016 Master Fee Schedule to Update Park
Dedication Fees and Rental Dwelling Licensing Fees
Chief Cunningham presented the staff report.
Moved by Councilmember Westgaard and seconded by Councilmember
Wagner to approve Ordinance 16-14 amending the 2016 Master Fee Schedule
to update the Park Dedication Fee and Rental Dwelling License Fees of the
City Code as outlined in the staff report. Motion carried 5-0.
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July 5,2016
8.1. Discuss Work Session Items •
There were no additions made to the work session agenda.
Signalkation Update
Mayor Dietz provided an update regarding a meeting he and Councilmember
Wagner had with Representative Mary Kiffmeyer to discuss MnDOT's recent state-
funded highway corridor traffic study in Elk River. He stated as a result of this study,
signals were adjusted to allow local residents additional time to travel through town
and cross highways. Mayor Dietz discussed a recommendation of adding flashing
yellow left-turn arrows to increase traffic movement and asked MnDOT for a cost
associated with those additions. He stated he would like to discuss cost-sharing these
signal change improvements at the future joint meeting with the Sherburne County
Board of Commissioners.
Mayor Dietz asked Mr. Femrite to discuss the Parrish Avenue traffic backup.Mr.
Femrite indicated the adjustments made on the main line traffic on Highways 10 and
169 will eventually help incentify traffic to stay on the main highways, and avoid the
cut-through on Parrish Avenue that their phone apps may determine is a quicker
course to take.
Chief Cunningham discussed possible dates for a joint meeting with the Sherburne
County Board of Commissioners.After some discussion regarding schedules,July11111
27, 2016,was chosen as a possible date to meet and Chief Cunningham would
contact the county to finalize.
9.1 Council Liaison Updates
The Council provided updates of the work of the various boards/commissions.
The Council recessed at 6:57 p.m.in order to move into a work session. The meeting
reconvened at 7:05 p.m.
10.1 Community Center Site Analysis
Adam Barnett from JLG Architects presented the staff report. He recommended,
based upon all the information received, the site with the most potential was
determined to be the location of the Dave Anderson Athletic Complex in Orono
Park. The steering committee reported they were not fully in consensus with this
option and suggested finding a contractor willing to harvest the poor material and
donate the suitable fill needed to offer the location at Lion John Weicht Park (Lions
Park Center site). The steering committee also asked to provide costs associated with
relocation of the baseball fields at the Dave Anderson Athletic Complex to the
Youth Athletic Complex (YAC). The steering committee also wondered what the
council was feeling for the community center site.
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July 5,2016
• Mayor Dietz stated he would love to have the community center located at Lion
John Weicht Park but felt there was too much risk involved to the taxpayers with
building a community center on soft soils unable to carry the load of a modem
building.
Councilmember Olsen asked how staff felt about relocating the Dave Anderson
softball fields.
Mr. Hecker outlined the potential of increasing tournament opportunities and a
syngery of participation that would be generated by increasing fields at YAC.
Dave Williams, field director for the Youth Football Association,was in attendance
and indicated a change in field location wouldn't affect the youth players he has
currently situated at the Dave Anderson fields.
Councilmember Westgaard asked how confident JLG felt with the proposed field
relocation cost of$1.2 million dollars.
Mr. Barnett indicated final costs could be determined when additional project scope
could be defined but stated this price was consistent with recent construction values
on a fairly level piece of property of similar size and did not include any land
acquisition or asset transfer costs or additional site upgrade costs.
Mayor Dietz stated he would rather put funds into a tangible asset like updated
baseball fields rather than moving dirt with an unknown outcome. He stated street
department staff were involved in the original grading of YAC and felt staff could be
utilized again should they decide to move the fields. He wondered if Sherburne
County could rent time or use the facility as well because it is so close to the county
buildings. Mayor Dietz stated he wants a unified front from the council on their
decision to choose a site.
Discussion was held regarding reusing the former arena site as a practice facility or
gym space facility,which Councilmember Wagner said was in high demand in the
community. She indicated the possibility of having the arena rink space as part of
another phase to this overall project.
It was consensus of the council to move ahead with selecting the Dave Anderson
Athletic Complex, located at Orono Park, as the proposed site for the community
center and provide this choice to the steering committee. Mr. Barnett indicated a
final report from JLG Architects would include more firm cost figures including the
cost to taxpayers.
10.2 Sponsorship Policy
Mr. Hecker presented the staff report. He reviewed the proposed policy and levels of
• sponsorship as outlined in the staff report.
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July 5,2016
He requested council discussion regarding alcoholic beverages. It was the concensus
of the council to review and discuss this portion of the policy at a future work
session.
Councilmember Westgaard asked if the Arena Commission has reviewed this policy,
as they have a separate policy for certain levels of sponsorship at the arena, such as
dasher boards and the Zamboni. He wondered if the two policies should be
combined.
Mr. Hecker indicated the Arena Commission has not had an opportunity to review
the policy. He showed a chart establishing sponsorship dollar amounts for the City
of Shakopee's community center, and suggested offering a public notice of available
sponsorship opportunities. He felt this policy could be combined with the Arena
sponsorship policy.
It was the concensus of the council to have Mr. Hecker prepare sponsorship cost
proposals and naming rights and allow the council to review the final draft of the
policy.
Mr. Hecker stated he would present this policy to the Arena Commission at their
next scheduled meeting in August for discussion and feedback.
10.3 2017 Budget
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Ms. Ziemerresented the staff report and requested council direction for the
p P q
proposed tax levy expectations and budget process.
The council discussed preliminary budget figures and budget meetings.
Mayor Dietz stated to plan for a 2%pay increase but indicated he felt it could always
be adjusted. He liked the process of having departments heads involved with the
council to present their goals and budgets to them and be available to answer
questions about their requests.
Councilmember Westgaard indicated he would like to look at the budget as what it
costs to run the city,instead of figuring out a percentage of increase or decrease
from the previous year. He suggested starting with a budget with the same level of
service as the current year and comparing budgets with the last 3 years actuals. He
asked questions regarding using up the fund balance and indicated he didn't like
carrying a big fund balance from year to year. He also expressed concern with a
possible community center vote to the taxpayers together with an increase in
proposed property taxes.
It was the consensus of the council to proceed with the budget process similar to the
previous year.
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July 5,2016
. I I. Adjournment
There being no further business, Mayor Dietz adjourned the meeting of the Elk
River City Council at 8:31 p.m.
Minutes prepared by Jennifer Johnson.
L.'hn J. 'Metz, %or
Tina Allard, City Clerk
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