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02-08-1993 CC MIN . . . MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, FEBRUARY 8, 1993 Members Present: Mayor Duitsman, Councilmembers Dietz, Scheel and Farber Members Absent: Councilmember Holmgren Staff Present: Pat Klaers, City Administrator; Sandra Thackeray, City Clerk; Bill Rubin, Economic Development Coordinator; Lori JOhnson, Finance Director; Tom Zerwas, Police Chief 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 8:35 p.m. by Mayor Duitsman. 2. Consider 2/8/93 City Council Agenda The following items were added to the Council agenda: 3.9. Urban/Rural Taxing District 5.1. Main Street Bridge Plaque COUNCILMEMBER DIETZ MOVED TO APPROVE THE 2/8/93 CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3.1. Set Public Hearing Date to Consider Tax Increment Financing Plan No.9/Tescom Corporation Bill Rubin, Economic Development Coordinator indicated that Economic Development Authority authorized the preparation of a Increment Financing Plan for Tax Increment Financing District relating to the Tescom Corporation and is recommending that the Council schedule a public hearing regarding the Tescom TIF Plan. the Tax No. 9 City Bill Rubin explained that Tescom has decided to choose an alternate lot in the Elk River Industrial Park for its expansion due to potential wetland mitigation of the original site. COUNCILMEMBER DIETZ MOVED TO SCHEDULE A PUBLIC HEARING FOR MARCH 8, 1993, TO CONSIDER THE TESCOM TAX INCREMENT FINANCING PLAN FOR TAX INCREMENT FINANCING DISTRICT NO.9. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-0. COUNCILMEMBER DIETZ MOVED CITY COUNCIL ON MARCH AUTHORITY MEETING TO HOLD FINANCING DISTRICT NO. THE MOTION CARRIED 4-0. TO CALL A SPECIAL MEETING OF THE ELK RIVER 8, 1993, FOLLOWING THE ECONOMIC DEVELOPMENT A PUBLIC HEARING ON THE TESCOM TAX INCREMENT 9. COUNCILMEMBER FARBER SECONDED THE MOTION. . . . Elk River City Council Minutes February 8, 1993 Page 2 3.2. Discuss Riverbank Grant Matching Funds Pat Klaers informed the Council that the City is applying for a grant, which requires matching funds, from the Sherburne County Soil and Water Conservation District to install rip-rap along the Mississippi River in the downtown area. He requested the City to consider committing $17,000 if the grant is awarded. COUNCILMEMBER SCHEEL MOVED TO AUTHORIZE THE $17,000 MATCHING FUNDS AND GRANT APPLICATION TO INSTALL RIP-RAP ALONG THE MISSISSIPPI RIVER IN THE DOWNTOWN AREA. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3.3. Consider Board of Equalization Date COUNCILMEMBER DIETZ BOARD OF REVIEW TO BE SHERBURNE COUNTY SECONDED THE MOTION. MOVED TO CALL A SPECIAL HELD ON APRIL 29, 1993, ADMINISTRATION BUILDING. THE MOTION CARRIED 4-0. MEETING OF THE ELK RIVER AT 6:00 P.M. AT THE COUNCILMEMBER FARBER 3.4. City Council Representative on the Fire Relief Association Mayor Duitsman indicated that he as the ex-officio trustee to Councilmember Farber volunteered trustee. would be interested in being appointed the volunteer Fire Relief Association. to serve as the alternate ex-officio 3.5. Update on Park and Recreation Commission Recommendations from the 2/3/93 Meeting The City Administrator informed the Council that the Park and Recreation Commission indicated that they would be willing to meet with the City Council on March 8. The City Administrator also informed the Council that Byron Houghtelin, Park and Recreation Commissioner, has submitted his resignation. Discussion was held regarding the filling of that vacancy. It was the consensus of the City Council to advertise for the vacancy. The City Administrator suggested that the Council consider restructuring the Park and Recreation Commission terms. After discussion by the Council, it was suggested that the vacancies for the Park and Recreation Commissioners be advertised in September and that Commissioners be appointed to take office in January. This would avoid the problems that have arisen by advertising for vacancies during the holiday seasons. This concept will be discussed at the next Park & Recreation meeting. The City Administrator informed the Council that the Park and Recreation Commission had accepted a request from the American Legion to place flags at the entrance into Lions Park off of Jackson Avenue. . . . Elk River City Council Minutes February 8, 1993 Page 3 COUNCILMEMBER DIETZ MOVED TO APPROVE THE ENTRANCE INTO LIONS PARK OFF OF JACKSON AVENUE. SECONDED THE MOTION. THE MOTION CARRIED 4-0. PLACEMENT OF FLAGS AT THE COUNCILMEMBER FARBER 3.6. Street Department Purchases The City Administrator indicated that the Street/Park Superintendent is requesting authorization to purchase a salt/sand spreader. COUNCILMEMBER DIETZ MOVED TO APPROVE THE PURCHASE OF A SALT/SAND SPREADER FROM CRY STEEL DISTRIBUTING AT $1,335.00. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator informed the Council that the Street/Park Superintendent is requesting authorization to purchase a hydraulic hose crimping machine for approximately $800.00 plus approximately $200.00 worth of hydraulic hose and fittings. It was the consensus of the Council to authorize the purchase of the hydraulic hose crimping machine and the hydraulic hose and fittings. 3.7. Review Historical Society Membership Status The City Administrator informed the Council that the City has been paying $500 per year in membership dues as an Ox-Cart Member of the Sherburne County Historical society. He stated that during the review of the 1993 budget, the City Council reduced this $500 Ox-Cart membership to a $150 Patron membership per year. Following discussion of the Council, it was the consensus that the City pay $150 dues in 1993 to the Sherburne County Historical Society as a Patron Member. 3.8. Discuss City Hall Relocation Receptionist Positions Timetable and Advertisement for The City Administrator informed the Council that the furniture, fixtures, and equipment for the City facility are planned to arrive March 1. He stated that the phone training for the new facility is planned for March 24 and 25, and that the actual opening date is planned for March 29. Discussion was held by the Council regarding whether the City should close operation for one or two days to move from the old building to the new building. It was the consensus of the Council that the City Hall close on March 25 and 26 to move to the new building and that the public be advised of the closing. The City Administrator indicated that the City would be receiving quotes from moving companies. . . . ~ Elk River city Council Minutes February 8, 1993 Page 4 The City Administrator indicated that the move to the new City facilities will necessitate the hiring of additional clerical employees. He informed the Council that staff is requesting permission to hire a full time receptionist for the Police Department and a full time receptionist for the City Hall. The Police Chief informed the Council that the hiring of a full time receptionist for the Police Department will allow Michelle Cunz, Community Service Officer, to spend more time out of the office on CSO duties. He indicated that over the past three years she has been spending much of her time in the office doing secretary and clerical work. The City Finance Director informed the Council that the Administration Department is planning to hire a full time receptionist so that the Finance Department can have additional help from Brenda Ebner who will be spending 20 to 25 hours a week in the Finance Department. She further indicated that Alice Heinecke will act as secretary to the City Clerk, City Administrator, Economic Development Coordinator and other departments of the City. The City Administrator indicated that staff is also requesting to hire a part time, 20 hour per week, clerk/typist for the Building and Zoning Department. The City Clerk informed the Council that the duties of this position would entail backing up the receptionist during lunch for Administration and the Building and Zoning Department, word processing, filing, copying, and filling in during vacations and sick time. Much discussion was held by the Council regarding the necessity of hiring the positions at City Hall as there are already two secretary/receptionists working at City Hall. The City Administrator explained that many duties will be changed and that the clerical hours and help is needed. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE HIRING OF TWO RECEPTIONISTS, ONE FOR THE POLICE DEPARTMENT AND ONE FOR CITY HALL, AND A PART TIME CLERK/TYPIST FOR THE BUILDING AND ZONING DEPARTMENT. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3.9. Urban/Rural Tax District The Finance Director indicated that she had received the tax rate calculations from the County Auditor's office earlier that day. She explained that the rate for the Rural district is slightly higher than the rate for the Urban district. She further explained that this is contrary to the intent of the consolidation agreement, and she had informed the County that the City Council would most likely want to correct this situation. The reason for the change in the rates is due to a County error of not including commercial/industrial parcels in the Urban district which, when corrected, decreased the tax capacity in the Rural district causing the Rural tax rate to increase, and increased the tax capacity in the Urban district causing the tax rate to decrease. The correction had been made after Truth in Taxation notices were sent so the information on the notices was incorrect. . . . Elk River City Council Minutes February 8, 1993 Page 5 Lori informed the Council that there are several options available to the City: 1.) Leave the rates as currently proposed. 2.) Eliminate the Urban and Rural districts and have just one tax district. 3.) Change the ration of Urban to Rural payments which is now at 5:3 or .60. 4.) Move the commercial properties back to the Rural district for pay 1993. The Council concurred that the City should try to change the ratio. The Finance Director stated that she had already discussed this with Ramona Doebler, Deputy County Auditor, who felt that the County would probably not be able to accommodate the City's request to change the ratio. Ordinance and State Law require that the City publish the Ordinance amendment and hold a public hearing 30 days after publication before a change can be made. Given this timeframe, Lori indicated that the earliest the change could be made would be March 22, which is too late for the County to mail tax statements. However, because of the late notification of the rates and the result of the error correction, the City may be able to have the County delay printing statements until the ratio has been changed. COUNCILMEMBER DIETZ MOVED TO CALL A PUBLIC HEARING ON MARCH 22, 1993, 7:00 P.M., TO BE HELD AT THE ELK RIVER CITY HALL TO DISCUSS THE URBAN/RURAL TAX RATIO. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. COUNCILMEMBER DIETZ MOVED TO DRAFT AN AMENDMENT TO THE AMEND RATIO OF THE URBAN AND RURAL TAXING DISTRICTS. FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. ORDINANCE TO COUNCILMEMBER Gary Santwire Gary Santwire appeared before the Council and questioned when the City would be moving from the present City Hall. The City Administrator indicated that the City would be moving from the present facilities on March 29, but that the City Hall would not be completely empty of furniture until about April 15. Gary Santwire stated he did not know if he could fill or occupy the building in the middle of the month. Gary Santwire informed the Council that he will be present at the School Board regarding the topic of an extension of Freeport Avenue. He questioned whether it would be correct to inform the School Board that the City of Elk River will bond and finance for the road extension. Mayor Duitsman informed Gary Santwire that it was premature for the Council to comment on the issue as the Council has not reviewed this matter or made any decisions regarding this matter. 4.1. Bridge Plaque Councilmember Scheel updated the Council on the progress she is making toward the Main Street bridge plaque replacement. 5. Staff Updates . . . Elk River City Council Minutes February 8, 1993 Page 6 Pat Klaers, City Administrator, distributed a letter from an sender regarding Elk Park Center. The Council requested that letters received by the City be handed out to the Council. anonymous any other The City Administrator distributed the Worksheet for the Elk Park Center project. comment date is March 17. Environmental Assessment He indicated that the final The City Administrator distributed the scoping document for the gravel miners and indicated that the public hearing is scheduled for March 11. The City Administrator informed the Council that he is working with the Elk River Utilities regarding the garbage billing. The City Administrator informed the Council that Janelle Schmitz has taken a job with the City of Brooklyn Park and that no decision has been made regarding her position at this time. He questioned whether the Council would like to consider reorganization of the Building and Zoning Department per Council discussion in September, 1990. The Administrator indicated he would further review this situation and discuss this issue with the Council at a future meeting. The City Administrator informed the Council that the Wage Incentive Program draft has been completed by the Committee and is currently being reviewed by the City Labor Relations Consultant. He further indicated that the Police Union has requested a negotiation session for February 23. The City Administrator informed the Council that the Wellness Committee has been researching the purchase of equipment for the wellness room and that the price will be about $16,000. 6. Adjournment There being no further business, COUNCILMEMBER DIETZ MOVED THE MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. CARRIED 4-0. TO ADJOURN THE MOTION The meeting of the Elk River City Council adjourned at 10:30 p.m. Res~tfu~lY submitted, ~keray City Clerk