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04-25-1995 CC MIN - SPECIAL e SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL TUESDAY, APRIL 25, 1995 Members Present: Mayor Duitsman, Councilmembers Scheel. Farber, Holmgren, and Dietz (5:35 p.m.) Members Absent: None staff Present: Pat Klaers, City Administrator; Sandra Thackeray, City Clerk; Lori Johnson, Assistant City Administrator; Phil Hals, Street/Park Superintendent; Tom Zerwas, Police Chief; Terry Maurer, City Engineer; Steven Ach, City Planner; Peter Beck, City Attorney 1. Call Meetinq To Order Pursuant to due call and notice thereof, the special meeting of the Elk River City Council was called to order at 5:00 p.m. by Mayor Duitsman. 2. Consider Aoril25, 1995, City Council Aqenda The following items were added to the agenda: e 12.1 Proclamation Honoring the Small Business Persons of the Year 5b. Business Center Drive Change Order COUNCILMEMBER FARBER MOVED TO APPROVE THE APRIL 25, 1995, CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Ice Arena Uodate and Consider Hirinq a Construction Manaqer City Administrator Pat Klaers stated that the Ice Arena Task Force sent out proposals for construction management services to seven professional firms. He stated that the Task Force, after interviewing three firms, is recommending that the Council consider the proposal from M.A. Mortenson. This is a very qualified firm and was the lowest priced proposal the city received. Jeff Gongoll, Ice Arena Chair, stated that the Ice Arena Task Force is proposing a reduction in the contract for the services of Brad Lemberg of I.C.E.. Inc. He stated that the Task Force is proposing that Mr. Lemberg work only on the ice design aspect of the project which would reduce the contract from $50,000 to approximately $27,500. e COUNCILMEMBER FARBER MOVED TO AMEND THE I.C.E., INC., CONTRACT WITH MR. BRAD LEMBERG IN AN AMOUNT NOT TO EXCEED $27,500. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 3-1. Councilmember Scheel opposed. Special City Council Meeting April 25, 1995 Page 2 e COUNCILMEMBER FARBER MOVED TO APPROVE THE CONSTRUCTION MANAGEMENT SERVICES CONTRACT BETWEEN THE CITY OF ELK RIVER AND M.A. MORTENSON IN THE AMOUNT OF 3.25 PERCENT OF THE COST OF THE WORK BASED ON THE GUARANTEED MAXIMUM PRICE THAT IS ESTABLISHED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 3.1. Councilmember Scheel opposed. 4. Review City Application Standards for Planned Unit Development Rezoning Reauests City Administrator Pat Klaers stated that the City Council previously discussed the application standards for requesting a PUD rezoning. Steve Ach. City Planner, stated that staff has modified the PUD ordinance to include a minimum list of information to assist the Planning Commission and City Council in considering PUD rezoning requests. Mayor Duitsman stated that he would like the Planning Commission to review the draft amendment to the PUD ordinance. COUNCILMEMBER SCHEEL MOVED TO REFER THE PROPOSED PUD ORDINANCE TO THE PLANNING COMMISSION FOR THEIR REVIEW AND COMMENTS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4.0. 5. Consider Revised SIte Plan for Riverwoods Development e City Planner Steve Ach presented the Council with a revised site plan relating to the proposed cut in the median on Business Center Drive. He explained that the revised site plan will eliminate the right in/right out on Business Center Drive and reestablish a new driveway further west beyond the proposed median on Business Center Drive. COUNCILMEMBER SCHEEL MOVED TO ACCEPT THE REVISED SITE PLAN FOR RIVERWOODS DEVELOPMENT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5b. Barbarossa Chanae Order City Engineer Terry Maurer reviewed the proposed change order for Barbarossa for the Business Park/Joplin Crossing development. Terry Maurer informed the Council that a formal change order would be presented at the next Council meeting. He stated that the change order will be in the amount of $425.000 of which $385,000 would be developer costs for the Business Center Drive and 183rd Avenue. He indicated that $40,000 would be appropriated for the widening of Joplin Street. including the installation of a median. He further stated that the city's total contribution would be $10,000 or less. COUNCILMEMBER FARBER MOVED TO DIRECT THE CITY ENGINEER TO BEGIN THE CHANGE ORDER AND TO AUTHORIZE WORK TO BEGIN CONTINGENT UPON THE DEVELOPER SUBMITTING A WAIVER AND PETITION. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. e Special City Council Meeting April 25, 1995 Page 3 e 8. Leaislative Uodate City Attorney Peter Beck updated the City Council on the ditch legislation. City Administrator Pat Klaers updated the Council on pending legislation regarding the House Tax bill and the House DFL proposed constitutional amendment relating to school finance. The City Administrator also updated the Council on pending TlF legislation. 9. MnDOT Tour City Engineer Terry Maurer informed the Council that MnDOT has given three possible dates for the annual MnDOT ICity Council tour. He further informed the Council that due to the ethics law, the City of Elk River and MnDOT will be alternating in paying the cost of the luncheon. COUNCILMEMBER FARBER MOVED TO CALL A SPECIAL MEETING OF THE CITY COUNCIL ON MAY 26, 1995, AT 10:00 A.M., FOR THE ANNUAL MNDOT TOUR. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 12.1 Small Business Person of the Year Proclamation e COUNCILMEMBER FARBER MOVED TO ADOPT A PROCLAMATION HONORING DON ERDMAN AND JIM OSTERMAN OF E & 0 TOOL AND PLASTICS, INC., AS SMALL BUSINESS PERSONS OF THE YEAR FOR 1995. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6. Consider City Comoarable Worth Pav Plan and Pav Adiustments The City Council reviewed the information regarding the employee pay plan contained in the memos from the City Administrator and the Comparable Worth Committee. The City Administrator stated that the Comp Worth Committee is requesting the City Council to consider the adoption of the twelve step pay plan as originally presented by the Committee or to adopt a twelve step pay plan with step increases being given in July and cost of living adjustments being given in January. Councilmember Holmgren stated he feels uncomfortable moving forward with a pay plan without a review process in place. Councilmember Dietz arrived at this time (5:35 p.m.) Mayor Duitsman stated that he also supports a formalized review process. Council member Farber stated that he was in favor of adopting the twelve step pay plan with step increases being given in July and cost of living adjustments being given in January. e Assistant City Administrator Lori Johnson stated that there are several scheduled increases for 1995. She suggested that the Council allow these increases to be given and that they be given on the 1995 pay plan. Special City Council Meeting April 25, 1995 Page 4 e Council member Dietz indicated his concern regarding the employees receiving a cost of living adjustment an~ a step increase totaling about 7.5 percent. He further indicated that the pay plan is fair but it puts a burden on the city budget. He indicated that the implementation of this pay plan will take the place of the hiring of additional employees for the next two years. The City Administrator discussed the Senior Citizen Coordinator's point ranking. He indicated that the point ranking for the Senior Citizen Coordinator increased by 18, while her title and duties remained the same, and recommended that she move up two steps in the pay plan. COUNCILMEMBER HOLMGREN MOVED TO ADOPT THE TEN/TWElVE STEP PAY PLAN AS PRESENTED BY THE COMPARABLE WORTH COMMITTEE AT 95 PERCENT OF THE METRO AREA SALARIES WITH COST OF LIVING ADJUSTMENTS BEING GIVEN AT THE BEGINNING OF THE YEAR BEGINNING JANUARY 1, 1996, AND STEP INCREASES BEING GIVEN IN MID YEAR BEGINNING JULY 1, 1996, AND FURTHER, THAT ANY SCHEDULED STEP INCREASES FOR 1995 BE GIVEN BASED ON THE 1995 PAY PLAN. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5~0. COUNCILMEMBER FARBER MOVED THAT LORI JOHNSON, ASSISTANT CITY ADMINISTRATOR, AND TOM ZERWAS, POLICE CHIEF, MOVE UP TO STEP 8 (STEP H) IN THE PAY PLAN AND THAT THE INCREASE IN SALARY RESULTING FROM THE JUMP IN STEPS BE RETRO~ACTIVE TO JANUARY 1, 1995. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5~0. e COUNCILMEMBER HOLMGREN MOVED TO MOVE SUZANNE KOSTANSHEK, SENIOR CITIZEN COORDINATOR, UP TWO STEPS IN THE PAY PLAN AND THAT ANY INCREASE IN SALARY RESULTING FROM THE JUMP IN THE PAY PLAN BE RETRO-ACTlVE TO JANUARY 1, 1995. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0-1. Councilmember Scheel abstained. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE CITY ADMINISTRATOR TO APPOINT A COMMITTEE TO STUDY PERFORMANCE EVALUATIONS AND TO PRESENT THE FINDINGS TO THE CITY COUNCIL FOR REVIEW BEFORE THE END OF 1995. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 11 . Check Reaister COUNCILMEMBER FARBER MOVED TO APPROVE THE CHECK REGISTER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 50. Consider Application for a Dry Subtype Forest Acquisition Grant/Public HearinQ Mike Niziolek reviewed the grant proposal to acquire 30 acres of dry subtype oak forest from the J.L. Shiely Company to be used as an off-road trail system through park land. He stated that the total cost of the site acquisition is $90,000. The grant will cover half of this amount ($45,000) contingent on the city paying the other half ($45,000). e The City Council discussed funding of the site acquisition. Mayor Duitsman indicated that the funds would have to come from the Park and Recreation fund and stated that there is not enough money in that fund to cover all the requests and needs at the present time. Special City Council Meeting April 25, 1995 Page 5 e Councilmember Dietz indicated his concern regarding the need for ballfields in the City of Elk River. Mayor Duitsman opened the public hearing. Phil Johnson stated that the area is very beautiful and that he is in favor of the city acquiring the land. Charles Blood, 12263 Ridgewood Drive. indicated he supports the city purchasing the property. He indicated that the city needs to preserve its forest and wildlife land. Councilmember Farber indicated his support toward the city matching the grant fund money. Robin Tuttle stated that the applicant of the grant must address how the matching funds would be acquired. Mayor Duitsman indicated that any funding needed will be competing with athletic fields. He further indicated that he can support moving forward with the grant application. but the issue of funding must be brought back to the Park and Recreation Commission for a recommendation to the City Council. e There being no further comments from the public, Mayor Duitsman closed the public hearing. COUNCILMEMBER HOLMGREN MOVED TO SUPPORT THE NATURAL AND SCENIC GRANT PROPOSAL ACQUISITION OF DRY SUBTYPE OAK FOREST WITH THE FUNDING TO COME FROM PARK DEDICATION FUNDS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-1. Councilmember Dietz opposed. The City Council recessed at 6:20 p.m. and reconvened at 6:35 p.m. Councilmember Farber left at this time. 7. Review East Elk River Proposed Sewer and Water Service District and East Hiahwav 10 Sewer and Water Extension Options The City Council discussed the proposal of sewer and water extending along East Highway 1 O.lssues discussed included the residential area, Mississippi Heights, having large lots and the fact that they will not be able to bear the assessments as many of the lots may not be able to be split. Also discussed were possible funding sources. Mayor Duitsman suggested that city contributions could come from T1F NO.1 and NO.3 in the amount of $450,000, the sale of the Holt Avenue property (estimated in the amount of $300,000), and liquor Store reserves in the amount of $100,000. It was noted that it would cost the city approximately $1 million to bring the trunk lines east before there is any assessable properties. e Discussion was held regarding how the extension of utilities would affect the expansion of the Wastewater Treatment Plant. Discussion was held regarding the Special City Council Meeting April 25, 1995 Page 6 e extent of the seNice area and whether or not the system should be oversized so that it con eventually go further east and south. The City Council directed the City Engineer to study the costs of extending sewer and water to the primary seNice area included in the blue lined area on the mop provided by the City Engineer and to oversize the pipe to eventually include the southern area of the city. COUNCILMEMBER HOLMGREN MOVED TO HAVE THE PLANNING COMMISSION REVIEW THE MINIMUM LOT SIZE IN THE URBAN SERVICE AREA. MAYOR DUITSMAN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 10. Capitol Improvement Pro~ram Worksession Items Consider 1 995 Assessment Overlay Proiects - Phil Hals reviewed the recommended areas for street overlays. The areas included Greenhead I. II, and III; Countryside Acres; Edison Street. including 153rd, 154th, and Fillmore; and Highway 10 seNice road at Edison Street. COUNCILMEMBER SCHEEL MOVED TO ADOPT RESOLUTION 95-22, A RESOLUTION ORDERING A PRELIMINARY FEASIBILITY REPORT IN THE MATTER OF THE 1995 BITUMINOUS OVERLAY IMPROVEMENT. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. e Review Waco Land Purchase - The City Council discussed the possibility of the city purchasing the Gagne property which includes 48 acres located near Waco Street. The Council discussed whether the land would be suitable for recreational purposes or as 0 Waco Street bridge alignment. City Engineer Terry Maurer indicated that the Waco location is not suitable for 0 bridge due to the wide floodplain area. The City Council discussed the fact that the Park and Recreation Commission needs 12 acres of land for baseball fields. soccer fields, and parking lots. Discussion was held regarding the possibility of using a portion of the city's sludge land for park purposes. The City Administrator informed the Council that according to the Wastewater Treatment Plant Superintendent. eventually all of the sludge land may be necessary for sludge use. Discussion was also held regarding the possibility of the city and School District working together in this recreation fields effort if the School District bond referendum passes. The City Council discussed the issue of the farmer who is leasing 0 portion of the city's sludge land. It was the consensus of the Council to restrict the farmer from planting on the 12 acres and to inform him that he need not pay the remainder of the lease. It was also the consensus of the Council to discuss the issue of using the sludge land for park purposes following the school bond referendum. e Special City Council Meeting April 25, 1995 Page 7 e It was the consensus of the Council to inform Mr. Gagne that the city has no interest in purchasing the Waco Street property because the property is not accessible. Review Main Street and Hiohwav 10 Intersection Issues - This item was not discussed but will be looked at during the MnDOT tour. Review County Road 1 Imorovement Proiect and Timetable - The City Administrator updated the Council on Sherburne County's plans for improving County Road 1. It was the consensus of the City Council to inform the county of the interest in this improvement by the School District, Industrial Park, and golf course. It was further the consensus that the Council inform the county that the city would like to work with Sherburne County on the design and timeframe of the improvement however, it is appropriate for Sherburne County to take the lead in the improvement. The City Engineer spoke about the public involvement process and the fact that it will be necessary for the city to be involved in this aspect of the project. Review Holt and Jackson Avenue - Terry Maurer reviewed the intersection improvements taking place on Holt and Jackson A venues. He suggested that the Council consider widening Holt A venue to 40 feet. It was the consensus of the Council to widen Holt A venue to 40 feet. - Street Priorities - Phil Hals presented the City Council with a prioritized list of streets which need improvements. The City Council reviewed the list and decided to take no action at this time. Review 1995 Surface Water Manaaement Proiects and Available Fundina - The Council took no action on this issue. Planninq/ Administration Vehicle - COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO PURSUE THE PURCHASE OF EITHER A NEW OR USED VEHICLE TO BE USED BY CITY STAFF. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4~O. School Street/Proctor Avenue Siqnal - It was the consensus of the Council to request Sherburne County to study the intersection of School Street and Proctor A venue to determine whether it warrants a traffic signal. 12. Other Business There was no other business. 13. Staff Updates e The City Administrator informed the Council that the City Clerk has opted not to attend the National Institute of Municipal Clerks Conference in 1995. The City Administrator requested permission to attend the City Manager's National Conference. Special City Council Meeting April 25. 1995 Page 8 e COUNCILMEMBER DIETZ MOVED TO AUTHORIZE THE CITY ADMINISTRATOR TO AnEND THE NATIONAL CITY MANAGERS CONFERENCE IN 1995. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 14. Adjournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE MEETING. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-0. The special meeting of the Elk River City Council was adjourned at 8:25 p.m. :z;iUbnbtted. Sandra Thackeray City Clerk e e