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02-21-1994 CC MIN - SPECIAL e SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL CAPITAL IMPROVEMENT PROGRAM WORKSESSION HELD AT THE ELK RIVER CITY HALL-CONFERENCE ROOM A MONDA Y, FEBRUARY 21 I 1994 Members Present: Mayor Duitsman, Councilmembers Farber, Dietz and Holmgren Members Absent: Council member Scheel Staff Present: Pat Klaers, City Administrator; Terry Maurer, City Engineer; Lori Johnson, Finance Director; Phil Hals, Street/Park Superintendent 1 . Call Meetinq To Order Pursuant to due call and notice thereof, the Capital Improvement Program worksession was called to order at 6:00 p.m. by Mayor Duitsman. 2. Consider 2/21/94 CIP Worksession Aqenda e The City Administrator and Councilmembers Dietz and Farber added an item under Other Business. Also, Mayor Duitsman requested that the Council discuss the 3/7/94 agenda for the City Council and County Board joint meeting. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE FEBRUARY 21, 1994 CAPITAL IMPROVEMENT PROGRAM WORKSESSION AGENDA AS AMENDED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 2.5. March 7, 1994 City Council and County Board Joint Meetinq Aqenda Discussion Mayor Duitsman indicated that he is part of a committee that is working with the County on resolving drainage and wetlands issues in the City. The Mayor stated that based on a proposed City storm sewer fee being levied on a city-wide basis, he is recommending that the City take over the ditch system which is within the corporate limits. The ditches within the City are Ditch 10 around the Highway 169 and ] 0 intersection; Ditch 31 through the golf course area; and Ditch 28 through the western side of the City. The Mayor indicated that he had requested a contribution from the County when the ditches are taken over so that the City will be able to make minor improvements. At this time, the County is suggesting an in-kind contribution of services and not a cash contribution. The Mayor stated that he believes a cash contribution is more appropriate and more beneficial to the City. e Transportation is on the agenda for 3/7/94, and in the long range plans of the City, it would be appropriate for the County to have ownership of some future new roads while at the same time turning over some County roads to the City. Some current County roads in the future will perform more of a local function and some future road corridors through Elk River will provide more of a county or regional function. A number of issues including construction timetable of future City of Elk River WIP Worksession Meeting February 21, 1994 Page 2 e roads and the condition of existing county roads were discussed. An exchange of roads would have to match up on a fairly even financial basis between the City and the County for an appropriate exchange of streets to take place. It was recommended that this topic be discussed with the goal of reaching a consensus that a street exchange is appropriate and then the staffs would work out some details and present a proposal to each elected body. 5.2. Other Business The City Council reviewed the very complimentary letter from Attorney John K. Iverson regarding some of our local police officers and a recent lawsuit. COUNCllMEMBER DIETZ MOVED TO HAVE THE CITY COUNCil SEND A lEnER OF APPRECIATION AND ACKNOWLEDGMENT TO OFFICERS ROLLINS, HURD, AND KLUNTZ FOR THEIR POSITIVE REFLECTION AS CITY EMPLOYEES DURING THE RECENT LAWSUIT. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5.3. Update on Washinqton DC Trip The Mayor updated the City Council on a possible trip to Washington DC by Sherburne County representatives to voice their concern to the Office of Management and Budget regarding the County's MSA status. The Council discussed whether a City representative should also attend this Washington DC proposed meeting. e COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE MAYOR AND, IN LIEU OF THE MAYOR, THE CITY ADMINISTRATOR, TO AnEND THE WASHINGTON DC MEETING IN CONJUNCTION WITH SHERBURNE COUNTY REPRESENTATIVES TO INDICATE THE CITY'S SUPPORT TO OMB REGARDING THE COUNTY'S METROPOLITAN STATUS. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5.4. Joint City Council/Planninq Commission Meetinq The City Administrator indicated that a possible meeting date for a joint City Council/Planning Commission meeting to discuss the updating of the Comprehensive Plan was Wednesday, March 23, 1994. The City Council indicated that this date was acceptable. 3. Discussion on Capitallmorovement Proqram e City Engineer Terry Maurer provided the City Council with a brief overview of the activities that were completed in 1993. The list of activities included the reconstruction of Lake Orono bridge, the completion of the City Hall project, the completion of the Orono Parkway trunk sewer and water and street project. the completion of the Main Street/Highway 169 improvement project, the installing of improvements in five residential plats, the reconstruction of Fresno Street and the extension of utilities through this area, continued work on the upgrading of the WWTS, completion of the comprehensive transportation plan, continued work on the storm drainage master plan, an overlay improvement project on 165th and Jarvis Avenue, work on the 1993 annual seal coating program, work on the Highway 10 lift station project. work on the construction of a well and water tower in the northeast section of the City, work on the water treatment plant for the well City of Elk River WIP Worksession Meeting February 21, 1994 Page 3 e on the west side of the City, and finalizing the Holt Avenue/4th Street improvement project. Review Current Onaoina Proiects 3.1. A. Sanitary Sewer Rates - The City Council had a general discussion on the extension of trunk utilities throughout the community. Specifically, the Council discussed the extension of sewer in the southeast and eastern directions and the need for a water tower in the northwest section of the City. The City Council reviewed the Finance Director's 2/18/94 memo regarding a proposed sewer rate increase. The Council reviewed the four options offered for discussion and acknowledged the need for additional revenues in order to meet operating expenses and still reserve other funds for the WWTS expansion in 1996. Sewer rate increases have been discussed by the Council a number of times over the past year since the plant expansion has been proposed. A majority of the Council favored Option #2 of the four listed options. COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 94-12, A RESOLUTION FOR THE CITY OF ELK RIVER ESTABLISHING SANITARY SEWER USER FEES FOR 1994, 1995 AND 1996 BASED ON OPTION #2 AS PROVIDED BY THE FINANCE DIRECTOR. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 3-1. Councilmember Dietz was opposed. Councilmember Dietz indicated he felt that the increase in rates was slightly higher than necessary. e B. East Hiahway 10 Feasibility Study - The City Council reviewed the 1/31/94 memo from the City Engineer on this topic and discussed this issue. The City Engineer stressed the need to know the ultimate urban utility service area of the City in order to provide an accurate feasibility study for this project. The City Council requested cost options for the oversizing of pipes to service two different areas. The City Engineer indicated that this would be the first step of the feasibility study and feedback from the Council on the scope of the project would be necessary before he could proceed any further with this study. COUNCILMEMBER FARBER MOVED TO APPROVE RESOLUTION 94-13, A RESOLUTION ORDERING THE FEASIBILITY STUDY REPORT IN THE MATTER OF THE EAST TRUNK HIGHWAY 10 SANITARY SEWER AND WATER IMPROVEMENT PROJECT OF 1994. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. C. Upqrade of County Road 1 - The City Engineer indicated that no County funds are available for this project in 1994, but that County funds are scheduled to be available in 1995 and 1996. At this time it is anticipated that this project will take place over two years. The County has requested that the City take the lead in this project similar to the role the City had for the Proctor A venue improvement project. e Council members Holmgren and Farber expressed their concern over the lack of adequate lighting at the entrances of Meadowvale School. If the improvement to CSAH 1 is delayed a year, then lights need to be installed in 1994 to address safety issues. City of Elk River WIP Worksession Meeting February 21, 1994 Page 4 e COUNCILMEMBER FARBER MOVED TO REQUEST THAT THE ELK RIVER MUNICIPAL UTILITIES INSTALL TWO LIGHTS AT THE ENTRANCES OF MEADOWVALE SCHOOL OFF OF COUNTY ROAD 1 IN EARLY 1994. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. COUNCILMEMBER HOLMGREN MOVED TO APPROVE RESOLUTION 94-14, A RESOLUTION REQUESTING SHERBURNE COUNTY UPGRADE OF CSAH 1 FROM COUNTY ROAD 77 TO COUNTY ROAD 32 AND INDICATING THE CITY OF ELK RIVER'S WILLINGNESS TO TAKE THE LEAD ON THIS IMPROVEMENT PROJECT. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. D. Consider Feasibility Study for HiQhway 10 Turn Lane at Oxford Street - The City Administrator indicated that by selling part of 6th Street, when vacated, to Beaudry Oil. these funds would then be sufficient to finance this improvement project and that the City would be able to forego the assessment process for this improvement project. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE CITY ENGINEER TO PREPARE PLANS AND SPECIFICATIONS AND TO REQUEST MNDOT APPROVAL FOR THIS PROJECT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. e F. Storm Sewer Utility Bill Fee Structure - The City Finance Director reviewed with the City Council the storm drainage financial commitments that have already taken place and are scheduled for 1994. The storm drainage fund will be about $1 million in debt at the end of 1994 if all the scheduled projects take place. The City Engineer distributed a surface water management fee outline that showed two different scenarios on how much monies could be raised on an annual basis provided that various fees were approved by the City Council. The City Council indicated that it has a desire to keep the single family homeowner fee at $1 .00 per month and yet raise somewhere in the neighborhood of $180,000-$200,000 per year. The City Council directed staff to continue to work on the proposed rate structure so that these two parameters could be met and so that the fee can begin to be collected in 1994. E. Storm Sewer Developer Fee Policy - The City Engineer reviewed with the Council the effect that development proposals have on the City storm drainage system. Additionally, from a consistency point of view, it seems appropriate to request all developers to contribute to a fund for the upgrading and maintenance of the storm sewer system. A fee along the lines of $600 per commercial acre and $100 per urban residential home and $50 per rural residential home to be charged against developments was reviewed. The City Council directed staff to continue to analyze the amount of revenues that could be generated through this type of development fee. The Council was concerned about the rising cost of development in Elk River and the necessity of this fee in order to meet its storm sewer financial obligations. e G. Sanitary Sewer Hook UP Policy - Councilmembers Dietz and Holmgren both indicated that the Westwood area was intended to receive a variance from our two year sanitary sewer hook up requirement that is in our ordinance. The City Council had no desire to change the ordinance, but only to make an City of Elk River WIP Worksession Meeting February 21, 1994 Page 5 e exception for the Westwood area as this was a City initiated project through an existing residential area. COUNCILMEMBER DIETZ MOVED TO MAKE NO CHANGE IN OUR CITY ORDINANCE, BUT TO PROVIDE WESTWOOD SUBDIVISION HOMEOWNERS WITH FOUR YEARS TO HOOK UP TO THE MUNICIPAL SANITARY SEWER SYSTEM. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. J. 1994 Overlay Assessment Proiects - Phil Hals distributed maps of the Peterson Addition and Greenhead Second Addition and two memos that outlined the costs for these projects. It is estimated that the cost per homeowner would be approximately $1,500 for these overlay projects. In the past. the City has assessed out the entire actual cost of the project to the benefited property owners. The most recent projects were about four years ago and the cost at that time were $1,150 per homesite. The City Council indicated its desire to be consistent and assess out the actual cost of the project to the benefited property owners. COUNCILMEMBER FARBER MOVED TO DIRECT STAFF TO MOVE FORWARD WITH THIS 429 ASSESSMENT PROJECT FOR OVERLAY IMPROVEMENTS IN THE GREENHEAD SECOND AND PETERSON ADDITIONS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator indicated that resolutions to begin this project will be presented to the City Council at its 2/28/94 meeting. e H. School Street/Jackson Avenue Proiect - The City Engineer updated the City Council on the status of turnback funds for the Jackson Avenue improvement project. It was noted that a variance needs to be obtained from the State in order to obtain funding for improvements on Jackson Avenue. COUNCILMEMBER FARBER MOVED TO APPROVE RESOLUTION 94-15, A RESOLUTION REQUESTING VARIANCES FROM MINNESOTA DEPARTMENT OF TRANSPORTATION RULES FOR STATE AID OPERATIONS TO ALLOW RECONSTRUCTION OF JACKSON AVENUE USING MUNICIPAL STATE AID TURNBACK FUNDS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Council discussed the recent Star News article on the proposed improvements to School Street. It was noted that this article is somewhat inaccurate in that no additional right-of-way needs to be obtained. However. the street is proposed to be expanded on both the north and south sides. Discussion took place regarding the need for a sidewalk on the south side of School Street. Discussion took place regarding the need for an informational meeting with affected property owners in order to update them on the status of the proposed improvement project and some of the options being reviewed. The City Council indicated that a good time for this informational meeting would be at 7:00 p.m. on Monday, March 28, 1994, at the City Council meeting. e The City Administrator updated the City Council on the proposed cost for the improvements to Jackson A venue and School Street. It was noted that the feasibility study included a developer amount of $1.478 million for off-site street improvements plus other costs for storm drainage and trunk sewer and water. It was noted that these costs may be slightly high based on the percentage City of Elk River WIP Worksession Meeting February 21, 1994 Page 6 e requested from the developers for various improvements to School Street and Jackson Avenue. The City Council concurred that some flexibility in determining the responsible parties for the public improvements will be necessary in order for this project to take place. The City Council directed staff to continue to negotiate the final dollar amounts required from the developers to be incorporated into the developers agreement which is scheduled to get to the City Council in April, 1994. I. Orono Parkway and Joplin Street - The City Administrator reviewed with the City Council the proposed extension of Orono Parkway and the proposed construction of Joplin Street between County Road 30 and Highway 10. Associated with the proposed improvements will be the extension of trunk sewer and water and the possibility that this extension could go beyond Joplin Street and through Sandpiper Estates to reach the County Government Center. It was noted that the developer will be requested to pay their share of Joplin Street and Orono Parkway and that portions of Orono Parkway and Joplin Street will have to be assessed out to other benefited property owners. Additionally, it was noted that the City may have to contribute to these two street improvement projects through the use of its MSA funds. e K. Concord Street Proposal - Street/Park Superintendent Phil Hals updated the Council on the discussions with the residents to improve Concord Street. Concord Street is currently a private road and the residents have a desire for the City to make this a public road and to do improvements. This project was discussed last year. The City Council discussed its City gravel road standards and the benefits to the City to take over this gravel road. L. 221 st Street - The Street/Park Superintendent updated the City Council on the status of this proposed project. It was noted that the reconstruction of this street is estimated to exceed $100,000. Possible funding sources for this project include the street reserves and the capital projects fund. The City Council indicated it needed more time to review this project after it obtains information on the status of City funds. The City Council directed staff to continue to pursue the purchase of right-of-way for this project in anticipation of the project taking place some time in the next few years. Due to the lateness of the hour, the City Council decided to continue the CIP worksession until a future meeting. 4. Check Reqister COUNCILMEMBER DIETZ MOVED TO APPROVE THE CHECK REGISTER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. e City of Elk River WIP Worksession Meeting February 21, 1994 Page 7 e 5.1. Schedule Next CIP Meetinq The City Council decided to not hold a special meeting for the next CIP worksession. The first two Mondays in April were discussed as possible CIP meeting dates. 5.5. Ice Rinks Councilmember Farber requested City Council support in directing the Park and Recreation Commission to provide additional outdoor ice skating facilities. COUNCILMEMBER FARBER MOVED TO REQUEST THAT THE PARK AND RECREATION COMMISSION COME UP WITH A PLAN FOR PROVIDING MORE OUTDOOR ICE RINKS FOR THE NEXT SKATING SEASON. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6. Adiournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE CITY COUNCIL CIP WORKSESSION. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The special meeting of the Elk River City Council was adjourned at 10:00 p.m. Respectfully submitted, e 0~~~~. Patrick D. Klaers ) City Administrator e