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06-28-1999 CC MIN e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JUNE 28, 1999 Members Present: Mayor Klinzing, Councilmembers Dietz, Thompson, Farber, and Motin Members Absent: None Staff Present: Pat Klaers, City Administrator; Sandy Peine, City Clerk; Phil Hals, Street/Park Superintendent; Terry Maurer, City Engineer 1. Call Meetina To Order Pursuant to due call and notice thereot the meeting of the Elk River City Council was called to order at 6:00 p.m. by Mayor Klinzing. 2. Consider Aaenda Council member Motin requested Items 3.5. and 3.6. to be moved to the beginning of the administration items. The following items were added to the agenda: Item 7.a., Island View Drive WWTP Clarifier under Item 8 (Staff Updates) e COUNCILMEMBER MOTlN MOVED TO APPROVE THE AGENDA AS AMENDED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Consent Aaenda COUNCILMEMBER MOTIN MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3.1. 6/21/99 CITY COUNCIL MINUTES - APPROVED 3.2. CHECK REGISTER - APPROVED 3.30. PAY ESTIMATE #3 FOR EASTERN AREA IMPROVEMENTS TO S.R. WEIDEMA, INC. IN THE AMOUNT OF $891,315.20 - APPROVED 3.3b. PAY ESTIMATE #2 FOR 171sT AVENUE SIGNAL IMPROVEMENTS TO ACCURATE ELECTRIC, INC., IN THE AMOUNT OF $116,556.52 - APPROVED 3.4. TRANSIENT MERCHANT LICENSE FOR PETER IMAI, SOUTHWESTERN COMPANY, TO SELL EDUCATIONAL MATERIALS - APPROVED COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. Open Mike No one appeared for this item. 3.5. Replacement of Environmental and Code Enforcement Officer e Discussion was held regarding how hiring a full time environmental/code enforcement officer would affect the internship position. The City Administrator explained that the city would not pursue the hiring of the intern. Discussion was also held regarding the rate of turnover for this position. The City Administrator explained that this was due to the nature of the job in relation to dealing with Elk River City Council Minutes June 28.1999 Page 2 e complaints and the lack of career advancement opportunities within the city organizational structure. MAYOR KLINZING MOVED TO RELUCTANTLY ACCEPT LAURIE MEZERA-KERR'S RESIGNATION AS ENVIRONMENTAL AND CODE ENFORCEMENT OFFICER AND TO AUTHORIZE STAFF TO ADVERTISE FOR REPLACEMENT OF THE POSITION AS A FULL TIME ENVIRONMENTAL AND CODE ENFORCEMENT OFFICER AND TO ELIMINATE THE INTERN POSITION. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3.6. Emeraency Power Supply for Lift Stations Discussion was held regarding the recommendation to purchase used versus new WWTP generators because of the fact that the price difference was less than $2,000. There were also questions regarding the need to wire the generators for three voltages. Discussion was also held regarding the age of the used equipment. COUNCILMEMBER MOTIN MOVED TO TABLE A DECISION ON THIS ISSUE UNTIL THE NEXT COUNCIL MEETING ON JULY 12,1999. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.1. Consider Resolution Providina for the Issuance and Sale of the City's $5,725,000 General Obligation Improvement Bond, Series 1 999A e Dave MacGillivray, the city's bond consultant informed the council that bids have been received for the sale of the city's $5,725,000 General Obligation Improvement Bond Series 1999A. He indicated that the issue finances the water and sewer portion of the east Elk River project. Dave MacGillivray informed the Council that the city's bond rating has been upgraded by Moody's Investors Service from Baal to A3. Mayor Klinzing questioned whether there have been personal financial guarantees from the developers for the east Elk River project. The City Administrator indicated that this is not planned to happen and that no developer agreements have been entered into at this time. COUNCILMEMBER MOTIN MOVED TO ADOPT RESOLUTION 99-50, PROVIDING FOR THE ISSUANCE AND SALE OF THE CITY'S $5,725,000 GENERAL OBLIGATION IMPROVEMENT BOND SERIES 1999A AND THAT NORWEST INVESTMENT SERVICES, INC., BE RECOGNIZED AS ONE OF THE SUCCESSFUL BIDDERS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-1. Mayor Klinzing opposed. Mayor Klinzing stated she voted against the motion because the city does not have a developers agreement signed at this time. 5.2. Consider Martin Driveway e The City Administrator reviewed the staff report on this issue. He explained that after further research of this matter, it has been determined that Mr. Martin has not received a driveway permit from Sherburne County. The City Administrator indicated that due to a misunderstanding, the city advised Mr. Martin that he could install the driveway. The City Administrator further indicated that the city can correct this situation as no driveway permit has been issued. Elk River City Council Minutes June 28.1999 Page 3 e COUNCILMEMBER DIETZ MOVED TO HAVE THE CITY ENGINEER WRITE A LETTER TO SHERBURNE COUNTY INDICATING THAT THE CITY DOES NOT SUPPORT A DRIVEWAY PERMIT FOR MR. MARTIN'S DRIVEWAY AND FURTHER THAT THE CITY OFFER ITS SERVICES TO THE COUNTY FOR THE REMOVAL OF MR. MARTIN'S DRIVEWAY AND FURTHER THAT THE COUNCIL WITHDRAW ITS SUPPORT OF A DRIVEWAY PERMIT FOR MR. GRIMMER. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.3. Community Education Presentation for Providina Community Recreation Services Administrator of Community Education Charlie Blesener addressed the council regarding this issue. Charlie Blesener discussed the issues included in his memo to the Mayor and City Council dated June 18. 1999. He indicated that he is providing information so that the council can make a more informed decision regarding the future of the Community Recreation program. He reviewed the background. back to the beginning. of the Community Education and Recreation programs. Charlie then reviewed the three options that have been discussed for continuing to provide community park and recreation services. The options are as follows: . Option A - Multi-community Joint Powers Agreement . Option B - Contractual Agreement with a City . Option C - Joint Powers Agreement with School District e Charlie stated that his preference is Option A. However. if this is not possible. Option C would be his second choice. Charlie indicated that he would like to see the program retain as many members as possible, He further indicated that he felt Option C would eliminate duplication of services and would be more effective for the public. Additionally. Charlie noted that with Option B. the city would have a lower priority ranking for use of school facilities than it currently has as a member of the Community Recreation organization. Mayor Klinzing indicated that she is in favor of looking at a Joint Powers Agreement with the school district. She felt it would be most cost effective and that the cooperation between the two government bodies would benefit the taxpayers. Council member Dietz indicated that he did not see Community Education and Community Recreation as a duplication. He indicated that his choice would be to see the City of Elk River assume responsibility for the Community Recreation program. Councilmember Motin indicated that he sees a cooperative effort between Community Education and Community Recreation as the least viable option. He indicated that there is already confusion between the two entities and he suggested that a split at this time might be the best option. e Charlie Blesener requested the council to consider the role the school district would be playing if the City of Elk River had its own Community Recreation program. Elk River City Council Minutes June 28.1999 Page 4 e Councilmember Thompson indicated that if an agreement between Community Education and Community Recreation happened, problems would occur regarding non-resident issues and fees. The City Administrator indicated that this issue would be discussed again at the July 19, 1999, meeting. 7. Other Business 7.a. Island View Drive Discussion was held regarding the possible renaming of Island View Drive. The City Engineer indicated that this is not being considered or proposed. 8. Staff Uodates The City Administrator distributed a memo in regard to the clarifier failure at the Wastewater Treatment Plant. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE PURCHASE OF A CLARIFIER FOR THE WASTEWATER TREATMENT PLANT RECOGNIZING THAT THE CITY WOULD NOT BE GOING THROUGH THE BIDDING PROCESS BECAUSE OF THE EMERGENCY SITUATION THAT THE FAILURE OF THE CLARIFIER HAS PRESENTED. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. e The City Council recessed at 7:27 p,m. and reconvened in the Training Room at 7:35 p.m. 6, Review of Caoitallmorovement Proaram Councilmember Farber was away from the council table at this time. The City Administrator indicated that the Capital Improvement Program (CIP) is reviewed by the council on a yearly basis. He indicated the CIP projects change from year to year due to different councils, priorities, and funding availability. The City Administrator requested that the council give staff direction regarding some of the capital improvements that will be discussed this evening. City Engineer Terry Maurer reviewed the status of current projects in the city of Elk River as indicated in his letter to the City Administrator dated June 23, 1999. STREETS City Administrator Pat Klaers reviewed the streets capital improvement projects. He indicated that streets are projects that include reconstruction or new projects, street signals, overlays, and sidewalks, plus the projects may include utilities under the streets. e Pavement Reolacement Proaram - City Administrator Pat Klaers explained that as some of the older streets in the city are reaching the point where they cannot be restored, the city must pursue a pavement replacement program. Pat Klaers indicated that staff is proposing a 20 or 25 year plan for this program. He further stated he is proposing to combine payment for the resurfacing through assessments and city resources including the tax levy. The City Administrator indicated that the city needs to hire an appraiser to determine how much of an Elk River City Council Minutes June 28. 1999 Page 5 e assessment the homeowners could absorb regarding the pavement replacement program. Discussion was held by the council regarding the timeframe for the ongoing project and whether the program is a viable program that will eventually include all streets in the city. Funding sources for the program were discussed. The funding sources identified to pay the city's portion of the program were the street reserve (landfill funds) and a tax levy. Mayor Klinzing noted that she was not in favor of using a tax levy to fund this project. COUNCILMEMBER THOMPSON MOVED TO CONTRACT WITH PATCHIN AND ASSOCIATES TO DO THE BENEFIT EVALUATION AT A COST NOT TO EXCEED $10,000 WITH THE FUNDING TO COME FROM THE STREET RESERVE. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. Business Center Drive/Waco/Highway 10 Sianal/North Frontaae Road - The City Administrator indicated that this project is scheduled for 2001 and the city share is proposed to be funded through MSA money. Discussion took place regarding delaying this project and the state's participation level. Kina Avenue - The City Administrator indicated that this project is scheduled for 2000. The project cost is $65,000, which is proposed to be paid partly by assessments from the benefited property owners and from the street reserves. e Highland Road Sidewalk - The City Administrator stated that the Highland Road sidewalk project is scheduled for the year 2000, but that the project could be delayed. No council direction was given for this item. Councilmember Farber returned at this time (8:45 p.m.) Dodae Avenue - The City Administrator reviewed the Dodge Avenue project. There was no council decision on this issue. The project is proposed for 2000 with some of the cost to be assessed to benefited property owners. County Road 12 and 175th Avenue from Tyler Street to Filmore Street - Discussion was held regarding the timing of these two projects. It was the consensus of the council that the city find out the county's timetable for completing County Road 12 so that the timing for the completion of 175th can be determined. Mayor Klinzing noted that 175th is slated for TEA-21 funding and when the funds are available the project must be done. The City Engineer was directed to continue working on this project. Railroad Drive and Parkina Lot - It was determined that this was low on the priority list. It was also noted that the possibility of a train depot in that location and the moving of the post office will impact this project. Evans Avenue South of Main Street - The City Administrator indicated that this is an old street that needs to be replaced. It was the consensus of the council to begin the plans for this project. e County Road 33 and 77 - This is a county project. Discussion was held regarding the poor condition of these county roads due to the gravel trucks. No direction was given by the council except to request county maintenance work on County Road 33. Elk River City Council Minutes June 28. 1999 Page 6 e County Road 77 and County Road 1 Sianal - The City Engineer stated that the county has found that this intersection warrants a signal and that this project is currently programmed for 2000. The city share will be 25 percent. Island View Drive and 198th Avenue - It was the consensus of the council to take no action on any project in this area until a request is initiated by the residents. Elk River Bridae - Following review by the City Administrator, no direction was given by the council regarding this issue. Overlays - The City Administrator indicated that assessable overlay projects are completed every other year and the next project is scheduled for 2000. Other Previously Discussed Street Proiects - The City Administrator reviewed the list of projects under this classification. SURFACE WATER MANAGEMENT The City Administrator briefly reviewed the surface water management ClP category and specifically noted some east Elk River expenses in 2000 and some future Ditch 28 work. PUBLIC BUILDINGS e Fire Station # 2 - The City Administrator explained that the fire chief is working with his department in analyzing the need and timing for a second fire station. Discussion was held by the council regarding the timing and the need for a fire station. The City Administrator indicated that the fire chief is aware that the first priority is to determine the location for the station and then purchase the land. City Hall Expansion and Community Center - The City Administrator discussed the need to expand City Hall. He also discussed the need for more large meeting room space in the city. He indicated that the City Hall expansion may include some of this type of meeting room space. The City Administrator reviewed the sources of financing, which include the government buildings (landfill) fund and the construction debris fund. Discussion was held regarding the need for a community center and possible methods of funding a community center. The two methods discussed were a property tax referendum and a Y2 percent sales tax referendum. Discussion was also held regarding the city and the school district working together regarding a community center. The City Administrator indicated that the city will keep saving money in the government buildings (landfill) fund and construction debris fund for the City Hall expansion. He informed the council that there may be a need to hire a space consultant/architect this winter. It was the consensus of the council that the two funds identified by the City Administrator could be used for the City Hall expansion. e It was the consensus of the council to continue discussing the ClP at a future council meeting and to review meeting dates at the July 12 meeting. Elk River City Council Minutes June 28.1999 Page 7 e 9. Adiournment There being no further business, Mayor Klinzing adjourned the meeting at 10:08 p.m. Sandra Peine City Clerk e .