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4.1. DRAFT MINUTES (2 SETS) 04-03-2017 VA City of Elk Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, March 6, 2017 Members Present: Mayor Dietz, Councilmembers Olsen, Ovall,Westgaard, and Wagner Members Absent: None Staff Present: City Administrator Calvin Portner and Executive Secretary/Deputy City Clerk Jessica Miller I. Call Meeting to Order 4&1 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 03/06/2017 A enda Moved by Councilmember Wagner and seconded by Councilmember Olsen to approve the March 6, 2017, agenda. Motion carried 5-0. br, 4. Consider Consent Agenda Moved by Councilmember Westgaard and seconded by Councilmember Olsen to approve the following consent agenda: 4.1 February 21, 2017, Minutes tlk 4.2 Check register, check numbers 9886-9888 and 100659-100826 as outlined in the staff report. 4.3Special event permit for the McCoy's Pub 5K on March 11, 2017, subject to the following conditions: 1. The event planner is required to notify surrounding businesses, residents, and organizations. The city will provide a template of the notice that must be distributed and a list of the property owners to notify. Event planner must submit an affidavit that the notice was distributed. 2. ERPD will provide two reserve officers/community service officers to assist with traffic control. Applicant must contact Captain McKernan (763.635.1202) at least one week in advance to make arrangements. The officers will be posted at Boston St/Mississippi St and Main St/Tipton Ave and will move along the race route. 3. Walkers/runners shall utilize sidewalks, trail systems, or road shoulders throughout the entire route. No road closures are City Council Minutes Page 2 March 6,2017 ----------------------------- permitted and runners are not to block roadways or obstruct traffic at any time. It is each runner's responsibility to ensure the streets/intersections are safe prior to crossing. 4. Race marshals shall be placed at start of race, at Main St./Proctor Rd., Main St./Tipton Ave., Mississippi./Orono Rd., Boston St./Orono Rd., and along the race route to keep walkers, runners, and roller blades on sidewalks per MN Stat. 169.21. Bike riders are permitted to ride on the shoulder of the roadway with the flow of traffic following the statutory requirement of MN Stat. 169.221. Route marshals will not direct traffic but should provide direction to runners. 5. Participants shall not gather on the roadway or obstruct traffic at the completion of the race, they are to remain on the sidewalk. 6. The registration materials should clearly state the rules for the event. Race marshals shall give a safety brief to all participants prior to the start of the race explaining the rules. Walkers should start after the runners. 7. Race may begin at the downtown River's Edge Park with the understanding the park must remain open to the public at all times. 8. Applicant shall be responsible for garbage clean-up immediately following the race. 9. No paint allowed anywhere on trails. Chalk or cones may be used. 4.4 Hire Amanda Bednar as environmental coordinator effective March 13, 2017, as outlined in the staff report. 4.5 Hire Christina Bolduc as part-time community service officer effective March 7, 2017, as outlined in the staff report. 4.6 Prestigious Woodland Hills Fourth Addition Development Agreement. 4.7 Agreement 2017-02 Pinewood Management Agreement for the Elk River Country Club to operate the Pinewood Golf Course. 4.8 Quit Claim Deed for Right-of-Way Adjacent to Proposed Development. Motion carried 5-0. S. Open Forum No one appeared for Open Forum. 6. Presentations, Awards, and Recognition There were no presentations, awards, or recognition. 7. Public Hearings There were no public hearings. NATURE] City Council Minutes Page 3 March 6,2017 ----------------------------- 8.1 Downtown Decorative Fixtures Ms. Othoudt presented her staff report. Ligbting Mayor Dietz stated he is not in favor of spending a couple thousand dollars annually for lights. Councilmember Wagner indicated she believes the Downtown River's Edge Group would be willing to contribute towards the lights. Councilmember Olsen expressed concern with the life span of the proposed lights. He questioned if the lights can be up-scaled to last more than two years. Councilmember Westgaard indicated he would also be interested in a quote to upscale the lights to something that would last longer. He would also like to ask the Downtown River's Edge Group if they'd be willing to contribute towards the lights. Mr. Portner stated staff discussed having the stringed lights for seasonal use and possibly adding more of a landscaping light product that's meant to be used every night such as solar lights for everyday use. Consensus of the Council was for staff to research this issue further and bring back additional options and cost estimates. Bencbes, bike racks, and planters Ms. Othoudt explained staff has been working with the Housing and Redevelopment Authority and the Downtown River's Edge Group on benches,bike racks, and planters for downtown. She indicated the group requested four benches, four planters, and replacement of the two current bike racks with two art-inspired bike racks. Councilmember Wagner questioned if there are opportunities to work with local artists on the bike racks. She added she wasn't in favor of the bike racks presented. Ms. Othoudt stated staff has not explored the possibility of partnering with a local artist. Council consensus was to proceed with the benches, flower planters,and bike racks as presented as long as the capacity of the new bike racks is at least that of the current racks. The Council also expressed a desire to keep the current bike racks downtown for additional space. Larry Toth, Chair of the Housing and Redevelopment Authority, stated he recalls the HRA expressing an interest in increasing the number of bike racks downtown so it would be desirable if the current racks can be maintained in addition to the new racks. l F 0 W I R 1 0 0 Y UREJ City Council Minutes Page 4 March 6,2017 ----------------------------- 8.2 Library Board Appointment Mayor Dietz presented the staff report. Moved by Councilmember Olsen and seconded by Councilmember Westgaard to appoint Rita Dreissig to the Library Board for a term beginning immediately and expiring December 31, 2018. Motion carried 5-0. 8.3 Discuss Work Session Items Mr. Portner presented the staff report. Mayor Dietz questioned if the joint meeting with the school board will take place during facility discussions possibly in April or May.Mr. Portner will check and report back. 9. Council Liaison Updates The Council provided updates on the various boards/commission. Council recessed at 7:13 p.m. in order to go in to work session. Council reconvened at 7:18 p.m. 10.1 Great River Regional Library Branch Agreement Mr. Portner presented his staff report. Consensus was for this item to be placed on a future consent agenda for approval. 10.2 Council Goal Setting Mr. Portner presented the staff report. He asked the Council if they had any additional comments from the visioning work session from a couple weeks ago. Mr. Portner indicated Council and staff were asked to take a short survey to gauge how to move forward with the SWOT results. He reviewed the following draft statement he put together based on Council and staff discussion and asked for comments: ELK RIVER—A welcoming community with revolutionag and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prospeTzty. Council liked the statement and felt it captured the spirit of the visioning results. Mr. Portner reviewed the survey results one question at a time. NATUREI City Council Minutes Page 5 March 6,2017 ----------------------------- Healthy engaged community Mr. Portner indicated both staff and the Council scored this high. He added it may not have to be identified as a goal if the Council feels good about it. Council consensus was to continue to grow a healthy, engaged community and to continue to work on infrastructure projects and encourage community engagement. Community preservation, infrastructure maintenance Mr. Portner stated staff and the Council scored this about the same. Council consensus was for this to remain a priority but it doesn't have to be identified as a goal. Beautification Mayor Dietz believes weeds in the medians and junk around town doesn't make a good impression of the city. He added he believes Mr. Hetrick is doing a good job enforcing codes and educating residents. He is in favor of continuing the complaint- based code enforcement. Mr. Portner questioned if the Council wants to revisit prairie grass in the medians. He explained planting alternatives will be a higher investment initially and maintenance would require additional staff time and funding. Mayor Dietz indicated he doesn't think medians are the appropriate place for prairie grass and would like to find a cost effective alternative. Councilmember Westgaard concurred with Mayor Dietz. Councilmember Wagner noted the prairie grass concept is good but the grass gets tall and obnoxious. She is in favor of identifying a couple locations in the city to create the "wow" factor for people living and visiting the city. Councilmember Westgaard commented Maple Grove has committed to the Arbor Lakes area and stated if the city isn't willing to commit funding and resources to maintenance, then it should not be done. Mayor Dietz questioned if medians could be maintained by volunteers. Mr. Portner indicated a volunteer group would have to be established. Councilmember Ovall explained he struggled with this question because he has issues with the city legislating their way to beautification. He agrees with complaint- driven code enforcement. He added he agrees the corridors in to Elk River should be maintained. Mr. Portner indicated the Housing and Redevelopment Authority is working on enhancing beautification by issuing rehabilitation loans and by purchasing homes identified in future redevelopment areas. Consensus was to maintain beautification as a goal and the expectation is to work towards a seven. UREJ City Council Minutes Page 6 March 6,2017 ----------------------------- Sustainable community Mr. Portner stated he believes the city is very progressive in this area and could get better with marketing. Consensus was to continue to maintain a sustainable community. Safe Community -Police and Fire Services Mr. Portner questioned how safe the Council feels. Councilmember Wagner indicated she feels safe but worries about her children walking to and from school and around town based on crime statistics. Mayor Dietz believes the Police Department is very aggressive and well respected by citizens and he likes that. He also believes the department does a good job of community policing. He stated he isn't sure how the department could be improved without adding staff. Councilmember Ovall stated he is comfortable with the current level of service but would like to see the department spend more time engaging the community and patrolling troubled areas versus traffic stops. Business Friendlyl Economic Development Mr. Portner explained he would like to update the city business cards to include a short survey statement asking how the staff member could have better served them today. He stated he believes this will allow people the opportunity to offer comments and for issues to be discussed instantly instead of waiting. The Council discussed positive responses from the Economic Development Department's business retention and expansion visits. Mr. Portner questioned if there are things staff can work on improving. Mayor Dietz indicated he likes the suggestion of separating those who need extra staff assistance to work through processes and those who do not. Consensus was to continue to work towards improving the city processes to be more business friendly. Mr. Portner asked if the Council had any additional goals to add. Councilmember Westgaard stated he would like a smaller, more concise list of goals to focus on. Mayor Dietz concurred. Councilmember Ovall indicated one item that stands out to him is the public buildings. He stated the city owns a lot of buildings and should be more strategic in that area. Mr. Portner explained infrastructure is divided into two areas—streets and public facilities. He further explained it just happens the city currently has three park facilities in failing condition at one time but the rest are in good shape. He added all ongoing maintenance and repair is in a 20-year plan. UREJ City Council Minutes Page 7 March 6,2017 ----------------------------- Councilmember Wagner questioned if there is anything that can be done about removing the vacant house on Line Avenue. Mr. Portner indicated he can look into the city's options. Mr. Portner indicated some issues have come up regarding the board/commission attendance policy. Ms. Miller explained the policy is challenging to the commissions that do not meet monthly. Council consensus was for staff to research and bring back. II. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 8:38 p.m. Minutes prepared by Jessica Miller. John J. Dietz,Mayor Tina Allard, City Clerk p 0 w I R 1 0 0 Y UREJ VA City of Elk Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, March 20, 2017 Members Present: Mayor Dietz, Councilmembers Olsen, Ovall,Westgaard, and Wagner Members Absent: None Staff Present: City Administrator Calvin Portner, Police Chief Ron Nierenhausen, Planning Manager Zack Carlton, Park Planner Chris Leeseberg, MPCA Green Corps Member Tam Nguyen, City Attorney Peter Beck, and Recording Secretary/Se dor Administrative Assistant Jennifer Johnson I. Call Meeting to Order Pursuant to due call and notice thereoIfI;the meeting of the E10""ver City Council was called to order at 6:00 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. .; 3. Consider 03/20/2017 Agenda Moved by Councilmember Westgaard and seco'n ed by Councilmember Wagner to approve the March 20, 2017, agenda. Motion carried 5-0 4. Consider Consent Agenda Vk Moved by Councilmember Westgaard and seconded by Councilmember Olsen to approve the following consent agenda: 4.1 Check register, check numbers 100827-101005 as outlined in the staff report. 4.2 Pay estimates as outlined in the staff report. 4.3 Resolution 17-12 approving the premises permit for the Elk River Youth Hockey Association to conduct gambling at Sammy Perrella's, 19232 Evans Avenue. 4.4 Special Discharge Permit for Elk River Landfill, Inc., for the temporary disposal and treatment of their landfill leachate as outlined in the staff report. 4.5 Climate Smart Municipalities internship as outlined in the staff report. Motion carried 5-0. City Council Minutes Page 2 March 20,2017 ----------------------------- S. Open Forum Jim Snetzinger, 18648 Simonet Drive,provided the council with some documents regarding the property at 18629 Simonet Drive and improvements he claimed an individual named David Scott Larson made to the property. He requested the city determine why building permits were not obtained and if there would be consequences for not following city ordinance. He stated he brought these concerns to the building official, the city administrator, and the city attorney and was told that not much could be done. He requested the council review the information he provided. The council stated they would add this to a future meeting agenda and Mr. Snetzinger would be notified of that date. 6.1 City of Elk River Volunteer of the Month — Mayor Dietz Mayor Dietz introduced, read, and presented a plaque to Jill Varty as Volunteer of the Month for March. He noted the following volunteering accomplishments: ■ 11 years as volunteer assistant coach for Elk River boys/girls cross country teams ■ Volunteer at CAER three days a week ■ WCCO Radio "Good Neighbor" award ■ Volunteer at Meadowvale Elementary School ■ Sunday school confirmation teacher at church 6.2 Introduction of New Employees Mr. Portner introduced Amanda Bednar, the new environmental coordinator. Ms. Bednar noted a few of her previous work accomplishments and stated Kristin Mroz did a wide variety of environmental work in this position and was looking forward to learning it all. Chief Nierenhausen introduced Christina Bolduc, the new part-time community service officer. He indicated Ms. Bolduc was currently a reserve officer with the city and noted her high number of volunteer hours for the city in 2016. She will continue to serve as a reserve and is currently in school to obtain her bachelor's degree in law enforcement. The council welcomed the new employees. 6.3 Complete Streets Survey Results Ms. Nguyen presented the results of the complete streets survey with a Power Point presentation. UREJ City Council Minutes Page 3 March 20,2017 ----------------------------- 7.1 Simple Plat of Yankee Doodle Crossing, Ebert Construction Mr. Leeseberg presented the staff report. He distributed an updated page 1 of the staff report with modifications to the conditions. The applicant was present. Mayor Dietz opened the public hearing. Brian Bremer, the applicant, expressed concerns with the amount of space for future U-Haul parking, as well as the slope of Oudot A and amount of grading that will need to occur when the existing freestanding sign is relocated. He expressed concern with a large retaining wall and how his property would be viewed as being in a hole. There being no one else to speak,Mayor Dietz closed the public hearing. Moved by Councilmember Wagner and seconded by Councilmember Olsen to approve Resolution 17-13 for the Final Plat of Yankee Doodle Crossing with the following conditions: 1. Any development of Outlot A in the Yankee Doodle Crossing subdivision will require an amendment to Conditional Use Permit No. 14-13 (U-Haul Trailers). 2. The existing freestanding sign must be relocated to Lot 1, Block 1, of the Yankee Doodle Crossing subdivision when any development, redevelopment, platting, or other approvals on Outlot A of the Yankee Doodle Crossing subdivision occur. 3. No permit for modifications to the existing freestanding sign on Outlot A of the Yankee Doodle Crossing subdivision will be issued. 4. Future development or redevelopment on Outlot A, and Lot 1, Block 1, of Yankee Doodle Crossing must comply with all setback and design standards described in city code. Motion carried 5-0. 8.1 General Business There were no items to discuss under General Business. ------------ Mayor Dietz announced the council will recognize the state champion Elk River High School girls' basketball team at the April 3, 2017, council meeting. Council recessed at 6:25 in order to go into work session. Council reconvened at 6:31 p.m. UREJ City Council Minutes Page 4 March 20,2017 ----------------------------- 9.1 Ordinance Amendment Relating to Dumpsters and Portable Storage Containers in City Right-of-Way Mr. Leeseberg presented the staff report. It was the consensus of the council to continue enforcing the ordinance as it is currently written by continuing to prohibit containers and other materials from being placed in the right-of-way and not issue permits. -------------- Mr. Portner distributed information to the council regarding proposed bills being reviewed at the state legislature regarding local decision-making authority and asked the council to review and provide feedback. 10. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 6:50 p.m. Minutes prepared by Jennifer Johnson. John J. Dietz,Mayor Tina Allard, City Clerk UREJ