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05-25-1993 CC MIN . . . MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL - CONFERENCE ROOM A TUESDAY, MAY 25, 1993 Members Present: Mayor Duitsman, Councilmembers Dietz, Farber, Scheel, and Holmgren (6:40 p.m.) Members Absent: None Staff Present: Pat Klaers, City Administrator; Steve Rohlf, Building and Zoning Administrator; Phil Hals, Street/Park Superintendent; Lori Johnson, Finance Director Also Present: Gary Groen, City Auditor - Abdo, Abdo & Eick; Mary Eberley, Planning Commission Representative 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 6:00 p.m. by Mayor Duitsman. 2. Consider 5/25/93 City Council Agenda It was the consensus of the City Council that the agenda was acceptable as presented. 3. Planning Commission Interviews Mr. James Tacheny and Mr. Robert Emerson were interviewed by the City Council to fill the Planning Commission term of Rita Johnson who resigned. This term ends on 12/31/93. Councilmember Holmgren arrived after the interviews were conducted. COUNCILMEMBER FARBER MOVED TO APPOINT ROBERT EMERSON TO THE ELK RIVER PLANNING COMMISSION TO FILL OUT THE TERM OF RITA JOHNSON WHICH EXPIRES ON 12/31/93. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-0-1. Councilmember Holmgren abstained. 4. Discussion with Park and Recreation Commission Park and Recreation Commission Representatives, Dave Anderson, Rolfe Anderson, and Sue Daleiden were present to discuss with the Council some proposed revisions in the Master Park Plan. Commission members discussed making changes in the Master Plan as it relates to park development in the urban sewer and water residential districts. It was noted that the Master Plan emphasizes regional parks and that this is appropriate in the nonurban districts of the community, but that when residential development is more dense, the community needs parks closer to the housing developments. The Commission talked about a change in philosophy and the need for smaller . . . City Council Minutes May 25, 1993 Page 2 parks more often in the urban development district. It was acknowledged that the staff will be working with the Commission to develop Focus Area Studies for a more clear delineation of where future neighborhood parks and trails should be located. The Commission discussed attendance at future City Council meetings when development proposals are reviewed. Additionally, it was noted that the Commission meeting date has changed to the second Wednesday of each month so that the Commission can provide input to the Planning Commission before plats are reviewed. This will help to ensure that the appropriate park recommendation gets due consideration from the Planning Commission and City Council. Mayor Duitsman indicated that the Commission and Council need to have a similar philosophy for park development and for financing park improvements and ongoing expenses in order to develop a park plan that is appropriate for the community. Councilmember Holmgren gave an overview of park development over the past five years and indicated that the Master Park Plan needs to be updated if recommendations are going to be coming from the Commission which are in conflict with the policy statements in the Master Park Plan. Councilmember Scheel expressed concern over maintenance costs for parks that are developed. A general discussion took place regarding priorities of the Master Park Plan including whether or not the City should be cautious in obtaining more park land and whether or not the City should focus its attention on development of parks. Mayor Duitsman excused himself to attend a previous engagement at 7:20 p.m. and returned at 7:40 p.m. An extensive discussion took place regarding priorities of the Master Park Plan and whether or not these priorities had to be revised. This discussion centered on park land purchase versus park land development. The Commission noted that it was a goal of theirs to have a recommendation to the Council by late fall on revisions to the Master Park Plan. The Council recessed at 7:40 p.m. and reconvened at 7:50 p.m. 5. Consider 5/17/93 City Council Minutes COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE 5/17/93 CITY COUNCIL MINUTES. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 3-0. 6. Open Mike No one appeared for this item. Councilmember Farber and Scheel returned at this time. 7. Review City Hall Irrigation Landscaping Proposal . . . City Council Minutes May 25, 1993 Page 3 Street/Park Superintendent, Phil Hals, updated the City Council on the landscaping and irrigation proposal around the City Hall facility. Phil reviewed the irrigation system proposal and noted that the material costs are in the $11-12,000 range and that the labor to do the work if hired out would be in the $3,500 range. This is equivalent to the costs for City staff to do the work. If the project was contracted out, staff would be available to work on other street and park projects. COUNCILMEMBER HOLMGREN MOVED TO DIRECT STAFF TO GET QUOTES FOR THE PURCHASE AND INSTALLATION OF AN IRRIGATION SYSTEM AS OUTLINED IN THE ATTACHED MEMO FROM PHIL HALS AND AUTHORIZE STAFF TO HAVE THE SYSTEM INSTALLED BY THE LOW RESPONSIBLE QUOTING FIRM IN AN AMO~NT NOT TO EXCEED $14,000. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Phil indicated that the proposal for sod calls for 9,000 square yards to be laid around the facility with the remaining property to be seeded. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO OBTAIN QUOTES FOR THE PURCHASE AND INSTALLATION OF APPROXIMATELY 9,000 SQUARE YARDS OF SOD AROUND THE CITY HALL FACILITY AS OUTLINED IN THE MEMO FROM PHIL HALS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-1. Councilmember Dietz opposed. Discussion took place regarding the need for an irrigation well to be constructed on the City Hall site. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE LOW QUOTE FROM BERGERSON-CASWELL IN THE AMOUNT OF $3,097.00 AND AUTHORIZED THE WELL INSTALLATION. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 8. Street/Park Department Updates Phil Hals reviewed with the City Council the concept of holding a sealed bid sale at the Street Garage for items no longer needed by the City including vehicles, picnic tables, and other equipment. The proposed sealed bid sale is outlined in a 5/20/93 memo to the Mayor and City Council from Phil Hals. COUNCILMEMBER BY PHIL HALS. CARRIED 5-0. DIETZ MOVED TO AUTHORIZE THE SEALED BID SALE AS OUTLINED COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION 9. 1992 City Audit Presentation Gary Groen, Abdo, Abdo & Eick, presented the City's 1992 Audit report to the City Council. Gary explained that the City's General Fund balance at the end of 1992 was approximately $59,000 more than at the end of 1991. The General Fund balance is now at $809,514, which represents 26.92% of the General Fund Budget. Gary explained that the fund balance is necessary to finance the first six months of government operations until property tax credits and Local Government Aids are . . . City Council Minutes May 25, 1993 Page 4 received. He indicated that the fund balance has improved over last five years and that further progress is needed if the General Budget continues to increase in future years. Gary indicated that at the current level of fund balance, the City still operates deficit for a number of months throughout the year. the Fund even at a Gary reviewed with the City Council the 1992 General Fund balance sheet, the special revenue funds, the debt service funds, the capital project funds, the enterprise funds, and the statistical section of the audit. Following the City's audit presentation, Gary informed the City Council that the City of Elk River was in good financial shape, however, the fund balance could be slightly higher. Gary reviewed with the City Council some financial recommendations as outlined in the attached 4/17/93 management letter. Gary stressed a number of recommendations to the City Council including the fact that the City must identify interim financing sources before a public improvement project is initiated, the need for more staff in the finance department in order to handle the increasing work load and in order to provide an appropriate separation of duties, the need for an adopted investment policy, and a recommendation that the City adopt a policy that allows staff to only provide special assessment searches upon receiving a written request. The Council directed the Finance Director to develop a policy for the City Council to consider which would allow the providing of a special assessment search only upon receiving a written request. The City Council thanked the finance staff for their work throughout 1992 and their involvement in the City Audit. The City Council also thanked Gary Groen for the audit presentation. COUNCILMEMBER HOLMGREN PRESENTED. COUNCILMEMBER CARRIED 5-0. 1993 CITY MOTION. MOVED DIETZ TO ACCEPT SECONDED THE THE AUDIT AS THE MOTION 10. 1992 Finance Department Annual Report - Lori Johnson, Finance Director By consensus of the City Council, annual report presented at this time information at the next City Council Improvement Program will be reviewed. it was decided to not have this and to have Lori present her meeting ,on 6/1/93 when the Capital 11. Administrative Update Items COUNCILMEMBER DIETZ MOVED TO HOLD A CITY COUNCIL MEETING AT 6:00 P.M. ON TUESDAY, JUNE 1, 1993, FOR THE PURPOSE OF HAVING THE FINANCE DEPARTMENT ANNUAL REPORT PRESENTED, THE CAPITAL IMPROVEMENT PROGRAM WORK SESSION, AND A PRESENTATION FROM THE LIBRARY BOARD ON A BUILDING EXPANSION PROJECT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. . . . City Council Minutes May 25, 1993 Page 5 The Finance Director indicated that the property which was platted as CherryHill Bluffs has special assessments which need to be reapportioned as required by law. COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE REAPPORTIONMENT OF THE 1992 HILLSIDE ESTATES ASSESSMENT ON PARCEL 75-127-4202. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. The Finance Director informed the Council that Margaret Cloutier had requested deferral of her Proctor Improvement assessment beginning with the installment payable in 1993. She further indicated that Margaret Cloutier meets all of the requirements for deferral. COUNCILMEMBER SCHEEL MOVED TO APPROVE RESOLUTION 93-26, A RESOLUTION APPROVING DEFERRED SPECIAL ASSESSMENTS FOR THE 1991 PROCTOR IMPROVEMENT PROJECT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Administrator distributed the May 20, 1993, D.A.R.E. house building Steering Committee minutes. The cost estimates for City expenses and building lot assessments related to the D.A.R.E. house building project were distributed. COUNCILMEMBER HOLMGREN MOVED TO DONATE CITY EXPENSES RELATED TO THIS PROJECT IN THE $10,000 RANGE FOR LOT ASSESSMENTS, TRUNK ASSESSMENTS, AND BUILDING PERMIT RELATED EXPENSES, EXCLUDING WATER UTILITY EXPENSES FOR WATER TRUNK, WATER LATERAL, AND WATER CONNECTION AND AVAILABILITY EXPENSES. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Administrator indicated that Steven Ach, the applicant, had accepted the City Planner position. conditions of employment for Steven were outlined in a from the City Administrator to Steven and this letter to the City Council. City Planner The terms and 5/24/93 letter was distributed COUNCILMEMBER FARBER MOVED TO ACCEPT THE TERMS FOR STEVEN ACH TO BECOME THE ELK RIVER CITY PLM~NER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. The 1993 SCORE grant allocations, as approved by the Sherburne County Board of Commissioners, was distributed. The City of Elk River is scheduled to receive $25,169 in 1993. The City had requested $32,737. . . . City Council Minutes May 25, 1993 Page 6 The City Administrator indicated that upon further research, no ordinance amendment was needed for the Park and Recreation Commission to change their meeting date. The ordinance for the Park and Recreation Commission simply states that the Commission is to meet monthly. However, the City Administrator indicated that if the City Council does want to change their meeting time from 7:00 p.m. to 6:00 p.m., this would require an ordinance change as the time is specifically stated in the City Council ordinance. COUNCILMEMBER HOLMGREN MOVED TO DIRECT STAFF TO PREPARE AN ORDINANCE CHANGE WHICH WOULD CALL FOR THE CITY COUNCIL MEETINGS TO BEGIN AT 6:00 P.M. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. It was noted that the public hearings would still be scheduled for 7:00 p.m. and that agenda items where the public is scheduled to be present would try to be held at or after 7:00 p.m. Additionally, City Administration items or other business items would most likely be taking place between 6:00 and 7:00 p.m. The City Administrator updated the Council on discussions staff had with the developers of Meadowvale Heights. He indicated that the discussion centered on the northwestern 40 acres of the Barnier property. It was noted that this property cannot be developed at this time due to wetlands and no access for roads. The developer had requested either a deferment of ass~ssments or exclusion from the urban development district for this area. After extensive discussion with the developer, it was suggested that this property, which contains a minimum of 12 acres of high land, be dedicated to the City for park purposes. This proposal would eliminate the need for the developer to pay Park Dedication Fees and the City would be obligated to pay the special assessments against the property for the public improvements. These special assessments would be assessed city wide as is the standard practice of municipalities when they have land that is benefitted by public improvements. The City Council indicated that this appeared to be a good compromise in order to obtain park property in this vicinity as long as the City was not going to owe the developer any funds for the property. This proposal will provide a regional park opportunity for homes in the area. A park entrance road would have to be constructed from the south to the north on an existing easement. A trail to access this property from the Barnier plat currently exists through the wetlands, but this trail may need improvements. The City Administrator reviewed with the City Council the discussion that took place at the last Country Club Board meeting relating to the expansion of the golf course driving range and the purchase of some City park property. It was noted that the golf course is seriously considering a land exchange in order to obtain the necessary property from the City for the expansion of their driving range. In return for this land from the City, the Country Club would consider exchanging vacant wooded property along the railroad trail in the southeast corner . . . City Council Minutes May 25, 1993 Page 7 of the golf course area. The City currently has cross country ski trails on this property. Concern was expressed by the Council that enough City property be retained adjacent to the golf course in order for the planned east/west transportation corridor that will be constructed in the future. This corridor must match up to county Road 32 and mayor may not include a planned joint entrance into the park and golf course that is currently being discussed. The City Council indicated that this was an acceptable proposition if the values of the land being exchanged are equal. The City Administrtitor reviewed with the City Council the list of property owners along East Highway 10 that would be invited to an informational meeting on extent ion of public utilities. This list was provided from the City Engineer. It was noted that about 35 property owners would be invited to the meeting. These property owners own approximately 145 acres plus the Rail 10 plat and Crossroads plat. The Council concurred to invite these property owners to the June 15, 1993 informational meeting. The Council requested that the City Engineer review with the City Council on June 7, 1993, the material that would be distributed and discussed at this informational meeting. The City Council authorized a letter being sent out to the property owners inviting them to this 6/15/93 public utilities informational meeting. COUNCILMEMBER HOLMGREN MOVED TO CALL THE 6/7/93 CITY COUNCIL AT 6:00 P.M. FOR THE PURPOSE OF DISCUSSING THE 6/15/93 INFORMATIONAL MEETING WITH THE CITY ENGINEER. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 12. Other Business No other business was presented at this time. 13. Adjournment There being no further business, COUNCILMEMBER ADJOURN THE MEETING. COUNCILMEMBER FARBER SECONDED MOTION CARRIED 5-0. HOLMGREN MOVED THE MOTION. TO THE The meeting of the Elk River city Council adjourned at 11:18 p.m. Respectfully submitted, ./.....j H~~LKbuus Patrick D. Klaers ~~~sJ City Administrator