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12-28-1992 CC MIN . . . MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, DECEMBER 28, 1992 Members Present: Mayor Tralle, Councilmembers Schuldt, Kropuenske, Holmgren and Dietz Members Absent: None Staff Present: Lori Johnson, Finance Director; Pat Klaers, City Administrator; Sandra Thackeray, City Clerk; Tom Zerwas, Police Chief; Phil Hals, Street/Park Superintendent 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 7:00 p.m. by Mayor Tralle. 2. Consider 12/28/92 City Council Agenda The following items were added to the agenda: 4.1. Guardian Angels 6.1. Wellness Equipment 6.2. Data Processing Equipment 6.3. Salk School Committee 6 . 4. Recyc ling COUNCILMEMBER KROPUENSKE AMENDED. COUNCILMEMBER CARRIED 5-0. MOVED SCHULDT 12/28/92 MOTION. TO APPROVE SECONDED THE THE AGENDA AS THE MOTION 3. Consider 12/14/92 City Council Minutes COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE 12/14/92 CITY COUNCIL MINUTES. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4 . Open Mike No one appeared for this item. 4.1. Guardian Angels Pat Klaers indicated that Carol Mills of Guardian Angels is requesting adoption of a resolution granting a driveway easement in connection with the lease between the City and the Guardian Angels Foundation of Elk River. Carol Mills was present and explained that the driveway leading into the nursing home will be described as an easement in the platted property. . . . Elk River City Council Minutes December 28, 1992 Page 2 COUNCILMEMBER SCHULDT MOVED TO ADOPT RESOLUTION 92-123, A RESOLUTION AUTHORIZING CITY OFFICIALS TO EXECUTE AND DELIVER LEASE SUPPLEMENT AND AGREEMENT GRANTING DRIVEWAY EASEMENTS IN CONNECTION WITH A LEASE DATED DECEMBER 1, 1972 BETWEEN THE CITY AND GUARDIAN ANGELS FOUNDATION OF ELK RIVER. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.1. Approve Police Radio System Quote The Police Chief requested the Council to authorize the purchase of a police radio system from Motorola. He stated that the total cost of the system is $66,385.09 which includes installation. He recommended purchasing the system because it has stand alone capabilities and the monthly cost for the phone lines will be less expensive for the City. Pat Klaers informed the Council that this system is under the State purchasing contract and that the radio system can be purchased on a three year lease system for $23,642.39 per year. He further indicated that the cost includes some equipment and usage by the Building and Zoning Department and Administration. Funding options for the purchase of the radio system were discussed by the Council. Councilmember Dietz suggested sharing the Sherburne County Sheriff's Department radio equipment. The Police Chief indicated that Sherburne County Sheriff's equipment is outdated and that they will be upgrading their equipment sometime in the future. COUNCILMEMBER HOLMGREN MOVED TO PURCHASE THE RADIO SYSTEM FROM AT $66,385.09 OVER A THREE YEAR LEASE PURCHASE PLAN WITH THE THE SECOND AND THIRD YEAR TO BE DETERMINED AT A LATER DATE BY COUNCIL. COUNCILMEMBER SCHULDT SECONDED THE MOTION. CARRIED 4-1. Councilmember Dietz opposed. MOTOROLA FUNDS FOR THE CITY THE MOTION 5.2. Award Phone System Bid Lori Johnson, Finance Director, stated that the City received six bids for a telephone/voice mail system. She indicated that two of the low bidders did not meet bid specifications, however, the third lowest bidder met all of the specifications for both the phone and voice mail system. Discussion was held by the Council regarding the necessity of voice mail. Councilmember Dietz questioned the necessity of voice mail for inter-office use. Lori Johnson stated that inter-office voice mail would be a direct benefit in time and cost savings to the City. COUNCILMEMBER KROPUENSKE MOVED TO AWARD THE BID FOR THE PHONE SYSTEM TO NORSTAN FOR THE ISOTECH 228 PHONE SYSTEM WHICH INCLUDES VOICE MAIL AT A TOTAL COST OF $52,779.25. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-1. Councilmember Dietz opposed. 5.3. Approve Cabling Contractor for New City Facility . . . Elk River City Council Minutes December 28, 1992 Page 3 Lori Johnson stated that the City received quotes from five companies for stringing, terminating, labeling, and all related cable needs for the new facility. She stated that this includes cabling for radio, cable TV, phones, and voice cable. She further indicated that although some of the companies came in with low bids, they did not meet the specifications required by the City and recommended the Apollo Company at $22,467 based on their price and experience. COUNCILMEMBER KROPUENSKE MOVED COMPANY FOR CABLING AT $22,467. MOTION. THE MOTION CARRIED 5-0. TO APPROVE THE QUOTE FROM THE APOLLO COUNCILMEMBER HOLMGREN SECONDED THE Councilmember Kropuenske requested to that the newly elected Council officials Council meeting and further that they had pertaining to the items being requested to City Hall. enter into the record the fact had been notified of this received the same information be purchased for the new The newly elected Councilmembers did not receive information in their Council packets pertaining to the purchase of the wellness equipment for the new City Hall or the data processing equipment. 5.4. Approve Purchase of Furniture for City Facility Sandra Thackeray, City Clerk, stated that staff is requesting to purchase new furniture for a majority of the City facilities. She stated that existing furniture will be retained for use at the Fire Department, Street Department, Wastewater Treatment Plant, as well as the new City Hall/police facility. The City Clerk stated that the furniture being requested will be purchased through the State contract. She indicated that the total amount being requested is approximately $164,000 which includes 300 chairs, 38 workstations, and 35 tables. She explained that workstations consisted of completely furnished offices in most instances. The City Clerk also indicated that there are other items that will need to be purchased such as soft interview room furniture, chair mats, planters, storage shelving, etc. She stated that she is anticipating that the total FF&E budget will not exceed $190,000 including tax, shipping, and installation. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE FF&E PURCHASES AS REQUESTED BY THE CITY CLERK IN AN AMOUNT OF APPROXIMATELY $190,000. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.5. Consider Skid Loader Quotes for Street Department Phil Hals, Street/Park Superintendent, stated that he is approval for purchase of a skid steer loader for Department. He stated he has received five quotes and is that the Council consider the low quote of Gehl at $14,244. requesting the Street requesting . . . Elk River City Council Minutes December 28, 1992 Page 4 COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE PURCHASE OF A SKID STEER LOADER FROM GEHL IN THE AMOUNT OF $14,244. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.6. Components for Single Axle Dump Truck Phil Hals, Street/Park Superintendent, stated that in November he purchased a Ford truck chassis and is requesting authorization to outfit the truck with a plow and wing from another city truck and is also requesting to mount the dump box and install hydraulic equipment on the truck. He indicated he received quotes for a nine foot dump body and hoist from two companies and is requesting authorization to purchase from J-Craft, Inc., who has submitted the lowest quote. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE PURCHASE OF A DUMP BODY AND HOIST FROM J-CRAFT, INC., IN THE AMOUNT OF $3,538.48 AND FURTHER THAT THE HYDRAULIC SYSTEM MAY BE PURCHASED AT THE DISCRETION OF THE STREET SUPERINTENDENT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.7. Consider Street/Park Department Pick Up Truck Phil Hals, Street/Park Superintendent, requested authorization purchase a Street Department pick up truck. He stated that $7,000 1992 Equipment Certificates have been added to another $7,000 in Equipment Certificates for the purchase of this pick up truck. indicated he received three quotes and is requesting to purchase a Dodge Dakota from Elk River Ford. to in 1993 He 1993 COUNCILMEMBER SCHULDT MOVED TO APPROVE THE PURCHASE OF A 1993 DODGE DAKOTA PICK UP TRUCK FROM ELK RIVER FORD IN THE AMOUNT OF $16,117 FOR THE ELK RIVER STREET DEPARTMENT. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.8. 1992 Budget Amendments Lori Johnson, Finance Director, reviewed the 1992 Budget Amendments. She indicated that there is an anticipated shortfall in revenues of $35,900. Lori Johnson reviewed the 1992 Budget Amendments regarding expenditures and stated that it is anticipated that expenditures will be under the 1992 budgeted amount by $37,900. COUNCILMEMBER KROPUENSKE MOVED PROPOSED BY THE FINANCE DIRECTOR. MOTION. THE MOTION CARRIED 5-0. TO ADOPT THE BUDGET COUNCILMEMBER DIETZ AMENDMENTS SECONDED AS THE 5.9. Request Conference Attendance/Cliff Skogstad COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE BUILDING OFFICIAL, CLIFF SKOGSTAD, TO ATTEND A FIVE DAY CONFERENCE IN MADISON, WISCONSIN. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 6.1. Wellness Equipment . . . Elk River City Council Minutes December 28, 1992 Page 5 The City Administrator stated that a Wellness Equipment Committee has been appointed and is working on the types of equipment to be installed in the wellness room at the new City Hall/Police facility. He indicated that although the City has received no firm quotes on the equipment, guidelines have been set for the Committee as to the types of equipment that should be considered and a maximum dollar amount for the equipment. The City Administrator requested direction from the Council regarding the purchase of this equipment. Mayor Tralle suggested that a limited amount be set for the purchase of the equipment. COUNCI LMEMBER PURCHASE OF ADMINISTRATOR. HOLMGREN MOVED TO AUTHORIZE UP TO $25,000 EXERCISE EQUIPMENT AT THE DISCRETION OF COUNCILMEMBER SCHULDT SECONDED THE MOTION. FOR THE THE CITY Councilmember Kropuenske stated that he would prefer to delay the purchase of the wellness equipment until all other items for the City Hall have been purchased. THE MOTION CARRIED 4-1. Councilmember Kropuenske opposed. 6.2. Data Processing Equipment Lori Johnson informed the Council that the City will be considering upgrading its current data processing equipment. She indicated there has been money reserved for this purchase. It was the consensus of the Council to authorize to proceed with the research in upgrading equipment. the Finance Director in the data processing 6.3. Salk School Committee Councilmember Holmgren indicated that he has been requested to serve on the School Bond Committee as a City liaison to look at issues regarding athletic field improvements. 6.4. Recycling Councilmember Schuldt indicated that there are certain types of plastic that are not being picked up by the City's recycling program and requested the Recycling Coordinator to look into this matter. Councilmember Holmgren thanked the outgoing Councilmembers for their time and dedication to the City. 7. Staff Updates The City Administrator informed the City Council that the City assessments are being paid through reserve funds. He requested Council to consider paying the road assessment with MSA funds. Hall the . . . Elk River City Council Minutes December 28, 1992 Page 6 COUNCILMEMBER KROPUENSKE MOVED TO USE MSA FUNDS TO PAY THE CITY HALL ROAD ASSESSMENT SO THAT THE NEW COUNCIL WILL HAVE MORE FLEXIBILITY WITH FUNDING NECESSARY PROJECTS WITH RESERVE FUNDS. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Administrator distributed a draft site plan for the Elk Park Center development. 8. Adjournment There being no further business, COUNCILMEMBER SCHULDT MOVED TO ADJOURN THE MEETING. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. The meeting of the Elk River City Council adjourned at 8:35 p.m. Respectfully submitted, . :.j</~,)2/L<f' ':::iI: c;.A~ijl~l~d ; / Sandra Thackeray .~ City Clerk