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03-22-1999 CC MIN e Members Present: Members Absent: Staff Present: MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, MARCH 22, 1999 Mayor Klinzing, Council members Dietz, Thompson, Farber, and Motin Councilmember Farber left the meeting at approximately 7: 15 pm Pat Klaers, City Administrator; Sandra Peine, City Clerk; Lori Johnson, Finance Director; Bruce West, Fire Chief; Steve Dittbenner, Ambulance Coordinator; Tom Zerwas, Police Chief 1. Call Meetina To Order Pursuant to due call and notice thereof. the meeting of the Elk River City Council was called to order at 6:08 p.m. by Mayor Klinzing. 2. Consider Aaenda The following items were added to the agenda: e 7.1. 7.2. 7.3. Update on liquor store manager candidate Move Item 3.8. (Amendment to 4/5/99 Special Meeting Agenda) to 7.2 Community Center Discussion -- Council member Thompson COUNCILMEMBER THOMPSON MOVED TO APPROVE THE 3/22/99 CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consent Aaenda Mayor Klinzing had several questions regarding the check register. Her questions were answered by Finance Director Lori Johnson. Council member Motin questioned how the engineering and legal services are provided and inquired about the bidding process. He requested the City Administrator to contact him within a couple of weeks regarding these issues. COUNCILMEMBER MOTIN MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3.1. 3.2. 3.3. 3.4. . 3/15/99 CITY COUNCIL MINUTES - APPROVED CHECK REGISTER - APPROVED PAY ESTIMATE NO.3 TO KILLMER ELECTRIC, IN THE AMOUNT OF $26,732.52 FOR WORK ON THE EMERGENCY VEHICLE PRE-EMPTION AND SIGNAL IMPROVEMENTS - APPROVED CONSUMPTION AND DISPLAY PERMIT FOR ELK RIVER COUNTRY CLUB - APPROVED City Council Minutes March 22, 1999 Page 2 EXEMPTION FROM LAWFUL GAMBLING PERMIT FOR CHAMBER OF COMMERCE MAY 21 GOLF TOURNAMENT - APPROVED EXEMPTION FROM LAWFUL GAMBLING PERMIT FOR CHAMBER OF COMMERCE JULY 4 ANNUAL CELEBRATION - APPROVED EQUIPMENT PURCHASE OF GRASS SEEDING ATTACHMENT FOR TURF AERATOR AT $2,650 FROM PARK EQUIPMENT RESE~VE FUND - APPROVED 4/5/99 SPECIAL MEETING AGENDA AMENDMENT - MOVED TO ITEM 7.2. HIRING OF MAINTENANCE I STREET DEPARTMENT EMPLOYEE -- AMY BORST AT $12.17 PER HOUR - APPROVED COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. e 3.5. 3.6. 3.7. 3.8. 3.9. 4. Open Mike Charlie Blesener, representative of the 2001 Committee, requested representation of the City Council and city staff in the process of reviewing a Healthy Community Partnership Grant. He noted that program is for community wide planning purposes and would require about 6 to 8 full day worksessions along with other meetings. Mayor Klinzing indicated that she would like to serve on the committee and indicated that there is still room for another council member or staff member. 5.1. Insurance Renewals Lori Johnson reviewed the insurance premium quotes received by the LMCIT for property, liability and general coverage. She noted that the total premium has increased due mainly to increased expenditures and revised property and equipment values. Lori explained that the current renewal will include $25,000 of liability and $5,000 of extra expense coverage related to Y2K claims. She stated that the League is offering expanded Y2K coverage at an additional cost of approximately $6,445. Dan Greene of 1 sl National Insurance Agency was present. e COUNCILMEMBER FARBER MOVED TO APPROVE THE LMCIT RENEWAL FOR THE CITY'S PROPERTY LIABILITY, BOILER, OPEN MEETING, PETRO, CRIME, AND GENERAL COVERAGE, FOR THE PERIOD OF APRIL 1, 1999 TO APRIL 1, 2000. COUNCILMEMBER MOTIN SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER THOMPSON MOVED TO APPROVE THE EXPANDED Y2K COVERAGE. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Councilmember Farber left the table at this time. Lori Johnson reviewed the liquor liability insurance quotes. She noted that the low quote was received from American States Insurance Company. The quote received was $3,614 which is a savings of $4,323. COUNCILMEMBER MOTIN MOVED TO APPROVE THE LIQUOR LIABILITY COVERAGE FROM AMERICAN STATES AT $3,614. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 4-0. e City Council Minutes March 22, 1999 Page 3 . 5.2. Citv/School Liaison Program Update City Administrator Pat Klaers updated the council on the proposal discussed by the school/city liaison committee. He noted that no formal action has been taken on this proposal, but the concept has been accepted by consensus of the school board. The City Administrator explained that the proposal is based on a percentage of dollars available through the crime levy and on a percentage of the secondary students in Elk River. These percentages equate to an allocation of approximately $43,000 for next year. Pat indicated that Dr. Flannery requested a re-evaluation of the funding level take place if anything changes by 20 percent or more in any year. He noted that it is the goal of both the school and the city to establish a five year agreement. Discussion was held regarding how the shortage in city revenues would be funded. Councilmember Farber returned to the table at this time. e Councilmember Motin indicated his concern with Dr. Flannery's request for the re- evaluation of the funding level if anything changed by 20 percent or more. Paul noted that at the committee meetings discussion had already taken place regarding a proposed increase in the crime levy and it was his understanding from the school board members in attendance that this increased revenue would then be passed on to the city according to the established formula. Paul indicated that with a 20 percent clause, any time the funding level changed by $.50 or more, then a re-evaluation would be required. Paul stated that he may find it acceptable for some type of re-evaluation clause, but only after the crime levy had reached the $2.00 per capita rate. It was the consensus of the City Council to not take action on the agreement with the school district at this time and to indicate its concerns with a "20 percent clause." The City Council noted that if the crime levy funds dedicated toward the liaison program, as based on the percent of students in Elk River, were to go above the actual cost for the services, then those funds should be returned. The City Council recessed at 7:07 p.m. and reconvened at 7: 15 p.m. 6.1 . Ice Arena 1998 Annual Report Rich Czech presented the 1998 Ice Arena Annual Report. 6.2. Fire and Ambulance 1998 Annual Report Fire Chief Bruce West presented the 1998 Fire Department Annual Report. Steve Dittbenner presented the 1998 Ambulance Annual Report. 6.3. Administration 1998 Annual Report This item was postponed until a later date due to the lateness of the meeting. e City Council Minutes March 22, 1999 Page 4 . 7. Other Business 7.1. Liauor Store Manaaer Councilmember Dietz updated the council on the status of the interviews held for the position of liquor store manager. He indicated that the interview team has narrowed the decision to one top candidate with a very good second choice close behind. He requested council authorization to allow the City Administrator to contact the top applicant and to enter into an informal employment agreement subject to council approval. The council consented to the request regarding the top candidate. 7.2. Amend Special Meetinq Notice Mayor Klinzing questioned the need to specifically add agenda items to the special meeting agenda prior to the meeting. The City Clerk noted that in order to meet the intent of the law, special meeting notices should be agenda specific. The Mayor then questioned the purpose of filling special meeting agendas with items other than for which the meeting was called. e COUNCILMEMBER THOMPSON MOVED TO APPROVE THE 4/5/99 MEETING AGENDA AMENDMENT AS PRESENTED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 7.3. Community Center Discussion -- Councilmember Thompson Council member Thompson indicated that he brought up the issue of a community center at a recent Chamber of Commerce meeting. He noted that the chamber members recommended that the council consider forming a task force to study the issue. Council member Dietz indicated that he is in favor of the idea provided there is a diverse group of people serving on the task force. Council member Motin stated that timing is a concern because of the number of issues presently taking place including the Central Business District Study and the school bond issue. Council member Thompson stated that all issues should be looked at together with the idea of possibly combining needs and saving money for the taxpayers. Mayor Klinzing indicated that she is hesitant to do anything that will interfere with the school district's plans. She indicated she did not want to hire another consultant to facilitate the process. e Council member Thompson requested to defer this issue until there is a full council present. City Council Minutes March 22, 1999 Page 5 . 8. Staff Uodates City Administrator Pat Klaers informed the council that a proposal for a zoning code amendment would be moving forward to allow fairgrounds in a business park zone. 9. Adiournment There being no further business, MAYOR KLINZING ADJOURNED THE COUNCIL MEETING. The meeting of the City Council adjourned at 9:25 P.M. c<n:rrl' " v Sandra Peine City Clerk e e