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06-08-1992 CC MIN - JOINT . . . MEETING OF THE CITY COUNCIL/PLANNING COMMISSION HELD AT THE ELK RIVER CITY HALL JUNE 8, 1992 Councilmembers Present: Vice Mayor Holmgren; Councilmembers Schuldt Kropuenske and Dietz Planning Commission Members Present: Vice Chair Eberley; Commissioners JOhnson, Spotts, Tveite and Minton staff Present: Pat Klaers, City Administrator; Janelle Szklarski, Zoning Assistant; Terry Maurer, City Engineer 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council and Planning Commission was called to order at 8:00 p.m. by Vice Mayor Holmgren. 2. Consider 6/8/92 City Council/Planning Commission Agenda Councilmember Dietz was added as Item 3.5, Lights in the Westwood Area Improvement Project. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE 6/8/92 CITY COUNCIL/PLANNING COMMISSION AGENDA AS AMENDED. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 4-0. 7. City Administrator Updates a. The City Engineer and City Administrator discussed action that the City Council took on 6/1/92 regarding a seal coating feasibility study for 165th Avenue near the RDF Plant. It was indicated that a feasibility study is needed strictly due to the potential assessment of these costs to the RDF facility. Typically a seal coating feasibility study is not completed by the City when the project is financed through the City's General Fund. b. The City Engineer advised the City Council that funding has been approved for the replacement of the Main Street bridge at the dam location. It was noted that the State will open bids on August 19, 1992, for this project. c. The City Council reviewed the memo from the City Engineer and from the Street/Park Superintendent, Phil Hals, regarding the possible lowering of Orono Lake. It was noted that the contractor who is installing sewer and water in this area has requested that the lake be lowered approximately 18 inches so that they can install the utilities without the river current running in this vicinity. Other benefits for the lowering of the lake were discussed and include the opportunity to inspect the dam, an opportunity to inspect the shoreline for sewage systems that may still drain into the lake, the opportunity for homeowners to do shoreline repairs or reset docks, the opportunity for the City to inspect the depth of silt in the lake, the opportunity for the City to inspect the PC & CC MINUTES June 8, 1992 Page 2 . shoreline for possible rip-rap projects and the opportunity for the City to do repairs on the public boat dock and fishing pier. Discussion took place regarding informing homeowners along Orono Lake of this event. It was stated that information can be published in the next two editions of the Star News. Additionally, the Homeowners Association has a "telephone tree" and notification would be given to the President of the Association on 6/9/92 or 6/10/92. COUNCILMEMBER SCHULDT MOVED TO APPROVE THE LOWERING OF ORONO LAKE APPROXIMATELY 18 INCHES FROM TUESDAY, JUNE 23, TO THURSDAY, JUNE 25, 1992. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 4-0. d. The City Engineer updated the Council and Planning Commission on the County Fair Parade route in July. Discussion also took place regarding access to the Fair while the construction project in this vicinity is taking place. It was noted that the bridge will still be in place at this time, but that the Fair Committee may decide to have the parade go along County Road 30 from Waco Street into the fairgrounds rather than the typical route of Main Street over the bridge and along Orono Road. . 3. Traffic Study The Planning Commission and City Council reviewed the 5/26/92 memo from the City Engineering firm regarding a possible traffic study for in the area between Highway 169 and Jackson Avenue north of School Street. The memo was generated based on a potential future development in this vicinity. The City Engineer indicated that from a engineering point of view, all of the necessary improvements for a high density commercial development can take place. However, no consideration in his report has been given to the financial feasibility of the improvements. It was stated that at this time any street improvements associated with commercial development in this area is assumed to be absorbed by the developer. Additionally, if total development of this area in a commercial nature takes place, then an environmental assessment worksheet for traffic may be necessary. It was the consensus of the City Council and the Planning Commission that no traffic study for this vicinity should take place until a development proposal showing details of the type of activity that is planned in this area is submitted to the City. . The City Engineer stated that a study of this magnitude would take anywhere from six to eight weeks to complete. Discussion took place regarding a study and the need for such a planning range planning. It was noted that consider pedestrian transportation transportation. Discussion took City wide transportation corridor document in order to do long a transportation plan should also and non-motorized vehicle place regarding the public bus PC & CC MINUTES June 8, 1992 Page 3 . transportation system that Minneapolis. links the suburban communities to COUNCILMEMBER SCHULDT MOVED TO AUTHORIZE THE CITY ENGINEER TO SUBMIT A PROPOSAL FOR A CITY WIDE TRANSPORTATION STUDY. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator indicated that the City will be moving forward with the adoption of an official transportation map. The City knows that certain areas of the City are planned for future roads and that these areas should be identified on the map. The map will be incomplete but can be updated if a City wide transportation plan is completed. One of the purposes of an official map is to put property owners on notice that some of their land is planned for public streets. 3.5. Street Lighting in the Western Area Improvement Project . Councilmember Dietz stated that he has had conversations with at least one property owner along Main Street/Orono Road in the western area of the City where public improvements are taking place this summer. The conversations have related to additional street lights along this street and the fact that they may be needed for safety purposes as pedestrian walkways are being constructed in this area. The City Council concurred that the request relates to a valid concern of public safety and that this should be an agenda item for the joint City Council/Municipal utilities meeting on June 29, 1992. 4. & 5. Planning Commission Role & Planning Commission Rules and Procedures Vice Chair Eberley indicated that the Planning Commission had drafted these two documents in an effort to clarify the role of the Planning Commission and the Rules and Procedures followed by the Planning Commission. These documents are used to initiate new members as well as for existing members to review on a periodic basis. Vice Chair Eberley also stated that she concurred the City Administrator's comment regarding the merging of the these two documents as they are interrelated. The Planning Commission and City Council reviewed the March 2, 1992 City Council minutes where the Council had previously reviewed these documents and addressed areas of concern or ambiguity. Commissioner Minton referred to Article III of the Planning Commission Rules and Procedures which defines term limits for the Planning Commission. . Councilmember Kropuenske indicated he felt people should be given at least two full terms on the Planning Commission. It was the consensus of the Planning Commission and City Council that this article should read: "an individual commissioner shall be limited to serving two consecutive full terms." Councilmember Schuldt questioned the wording in education, conference and convention policies. wording in Item '5 to be unclear. Article V regarding The Council found the Vice Chair Eberley stated that the intent of this section is to give priority to training for new members over refresher courses for senior PC & CC MINUTES June 8, 1992 Page 4 . members of the Planning Commission in the It was the consensus of the Council should be worded more clearly. event of budget constraints. and Commission that this item Councilmember Dietz questioned if any steps had been taken to publish agendas for the City Council and Planning Commission meetings in the local newspaper. Councilmember Dietz stated that the City should take the first step to solve any communication problems with the public. City Administrator, Pat Klaers, stated that many times agendas, especially for the City Council meetings, are not finalized until well after the deadline for publication for the newspaper. There may be items which are tabled, withdrawn, or added to the agendas at the last minute. Commissioner Tveite stated that the City could put a disclaimer at the bottom of the agenda, stating that the agenda is subject to change and that those people who are interested in the items on the agenda should contact City Hall for further updates on the agenda. Joni Astrup, Elk River Star News, stated that she would discuss the possibility of an update on the City agenda items with Don Heinzman, the editor. . Councilmember Dietz stated that he would also like to see the City post the agendas at the banks of the City where the public would be likely to see them. Councilmember Kropuenske added that agendas should be in the lobbies of the three banks, but also in the and the one discount store in order to get visibility posted not only two grocery stores from the public. Councilmember Schuldt suggested using the Anoka County Shopper or the Best Seller as well. It was the consensus of the City Council and Planning Commission to post agendas at the above mentioned locations and to look into using the Anoka County Shopper or the Best Seller as well. Councilmember Kropuenske stated that he was concerned with the restrictive language found in Article IV "Meetings and Hearings", section 4 "Communications with Public and Applicant." He felt the language which prohibits Commissioners from lobbying the merits of pending cases with staff, applicants, commission members, or the public is prohibitive. . Commissioner Johnson responded that the Planning Commission interpret this to state that an individual Planning Commissioner should not attempt to influence the decision of other Commission members prior to the meetings. She further stated that the role of the Planning Commission was viewed differently from that of the City Council who have constituents to respond to, and therefore, are a more political body than the Planning Commission. Commissioner Johnson went on to state that there is a difference between discussing an item and lobbying the merits of it. Commissioner Eberley added that this section was written to avoid any potential conflicts of interest. PC & CC MINUTES June 8, 1992 Page 5 . Vice Mayor Holmgren stated that the word "lobbying" clearly states the intent of this section. Commissioner Johnson stated that the March 2, 1992 minutes reflected a concern of the Council that the registration of Planning Commissioners for training and education seminars be reviewed by staff to assure that funds are available. She went on to state that the Planning Commission has been completing and mailing their registration forms themselves with staff reviewing the funds available. It was the consensus of the City Council and Planning Commission to allow this procedure to continue. If problems should arise in the future, this procedure would be reviewed. COUNCILMEMBER KROPUENSKE MOVED TO ACCEPT "THE PLANNING COMMISSION RULES AND PROCEDURES" AND "THE PLANNING COMMISSION ROLE" AS AMENDED, ADDING THAT THE PLANNING COMMISSION SHOULD WORK ON MERGING THE TWO DOCUMENTS INTO ONE AND INCORPORATING THE CHANGES FROM THIS DISCUSSION. THE NEW DOCUMENT SHALL BE BROUGHT BACK BEFORE THE COUNCIL PRIOR TO FINAL APPROVAL. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6. Other Business . Zoning Assistant, Janelle Szklarski, stated that the Chamber of Commerce has requested a banner to be put in Jackson Square, publicizing the Flag Run that annually takes place. The City Council indicated no problems with this request. 7. City Administrator Updates (Continued) e. The City Council indicated its desire to participate in Sherburne County Fair Parade. Arrangements will be made Council to ride in the antique Fire Department truck. the 1992 for the f. The City Council discussed the pay phone in Lion's Park and the 6/4/92 memo from Street Superintendent, Phil Hals on this issue. The phone receives relatively little use and has been vandalized in the past. US West is requesting that if future vandalism happens, then the City pays the expenses. The phone was originally installed for public safety and insurance purposes. COUNCILMEMBER DIETZ MOVED TO HAVE THE PAY PHONE INSTALLED INSIDE LION'S PARK SHELTER #5. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION FAILED 0-4. COUNCILMEMBER KROPUENSKE MOVED TO HAVE THE PHONE REMOVED FROM LION'S PARK. This motion died for lack of a second. . VICE MAYOR HOLMGREN MOVED TO HAVE THE PARK AND RECREATION COMMISSION MAKE A RECOMMENDATION TO THE COUNCIL ON THE NEED FOR A PHONE IN LION'S PARK. This motion died for lack of a second. COUNCILMEMBER DIETZ MOVED TO SIGN THE AGREEMENT WOULD REQUIRE THE CITY TO PAY FOR ALL COSTS FOR PHONE, BUT THAT THE SITUATION SHOULD BE VANDALISM EXPENSES REPORTED IMMEDIATELY TO THE WITH US WEST WHICH VANDALISM TO THE MONITORED AND ANY COUNCIL AND THAT . . . PC & CC MINUTES June 8, 1992 Page 6 THE SITUATION BE REVIEWED AFTER LABOR DAY. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 4-0. g. A drainage and easement concern in Deerfield III was reviewed. The City Council agreed that the City should not purchase property in this area and should not assist in creating non-conforming lots. Additionally, it was noted that there is a pond in a drainage easement in this residential neighborhood. 8. Adjournment There being no further business, COUNCILMEMBER DIETZ MOVED THE MEETING. COUNCILMEMBER SCHULDT SECONDED THE MOTION. CARRIED 4-0. TO ADJOURN THE MOTION The meeting of the Elk River City Council adjourned at 10:10 p.m. Respectfully submitted, Patrick D. Klaers City Administrator