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02-18-1991 CC MIN - SPECIAL . . . SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL-WORK SESSION HELD AT THE ELK RIVER CITY HALL MONDAY, FEBRUARY 18, 1991 MEMBERS PRESENT: Vice Mayor Schuldt, Councilmember Holmgren, Kropuenske, and Dietz MEMBERS ABSENT: Mayor Tralle STAFF PRESENT: Lori Johnson, Finance Director; and Pat Klaers, City Administrator 1. Call Meetin~ to Order Pursuant to due call and notice thereof, the special meeting of the Elk River City Council-work session was called to order by Vice Mayor Schuldt at 6:30 p.m. 2. Consider 2/18/91 CIP Work Session A~enda COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE 2/18/91 CIP WORK SESSION AGENDA. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Consider 1/21/91 CIP Work Session Minutes COUNCILMEMBER DIETZ MOVED TO APPROVE THE 1/21/91 CIP WORK SESSION MINUTES. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator stated that Planning Commission member, Allan Nadeau, and Building and Zoning Administrator, Stephen Rohlf, are requesting City Council permission to attend the American Planning Association National Conference in New Orleans on March 23-27, 1991. During approval of the 1991 budget in December, 1990, the City Council indicated that they wanted to review requests for national conferences on an individual basis in 1991. It was the consensus of the City Council that it was acceptable for Mr. Nadeau and Mr. Rohlf to attend the National Planning Conference in 1991. 4. Discussion on the Capital Improvement Pro~ram The City Council and staff extensively reviewed the consensuses reached by the City Council at its 1/21/91 work session regarding 1991 Capital Improvement work items and its affect on available finances. All projects reviewed beginning on Pages 2 through 6 from the 1/21/91 minutes were verified as important projects to be included wi thin the 1991 work plan. The City Council identified Highway 169 turn lanes, the Naples Street improvement project, improvement of 225th Avenue, and a police vehicle storage structure as potential additions to 1991 work plan. It was noted that the vehicle storage item may not be necessary if plans move forward for a new City Hall/Police facility in 1991. City Council CIP Minutes February 18, 1991 Page 2 . After verification of the 1991 work plan, the Council and staff reviewed the affect of each individual project on the possible funding sources. It was noted that the MSA fund and the Capital Projects fund were the most utilized funds for public infrastructure improvement projects. The City Council identified which of the 1991 work projects would most likely be two year projects and not be completed until 1992. The Council also identified which 1991 work projects were the mORt likely to not start until 1992. Additionally, the Council identified which of the desired 1991 work projects were most likely to be delayed until the 1993-95 time frame because of lack of availahle funds. Also, added to the list of future work projects were improving the old township road of 173rd-175th Avenue (MSA road), submiss ion of a LAWCON park grant application (requires local match mostly with equipment and manpower), and review of the Otsego Sewer request. The list of identified projects closely corresponded to the Capi tal Improvement work program that was developed in 1990, only updated to reflect the revised time frame. The Council discussed adding a potential ice arena and working on the ambulance service issue as work items on the pending list for Capital Improvements. ;. The Council took a 10 minute break at this time. Otse~o Sewer - The City Administrator reviewed with the City Council a 2/12/91 Minnesota Pollution Control Agency (MPCA) letter to the City Engineer. This letter discussed the future expansion of the Waste Water Treatment Plant (WWTP) beyond its currently allowed capacity. It was noted that this letter indicates expansion may be difficult or very expensive. The City Engineer will discuss this letter in more detail at a future City Council meeting and this information may affect the Ci ty Council's desire to enter into a long term relationship with the City of Otsego for sewer capacity. Tax Increment Financin~ (TIF) The City Council indicated its support to use available TIF #1 and #3 funds for the purchase of the Jenne site, the Orono Park expansion property, the Railroad Trail, and the Woodland Trails Park. The City Counci 1 directed staff to process the necessary paperwork in order for these purchases to take place. The City Council also discussed the future use of available TIF funds for the purchase of additional park land, expansion of utility mains, and the purchases of land for a community center. . NSP Funds - The City Council reviewed use of future NSP funds. It was noted that approximately $170,000 per year will be available for needed acti vi ties. The Council indicated that part of these funds should be used for a future City Hall/Police facility and that, as much as possible, the remaining funds should be reserved for future land purchases and public facilities. It was noted that some of these funds City Council CIP Minutes February 18, 1991 Page 3 . may be available for large park expenditures, such as matching funds for a LAWCON Grant, park land purchases or park land improvements. LiQuor Store Funds - The City Council reviewed the fund balance at the Liquor Store, the Liquor Store bui lding reserve for a future westbound facility and the amount of funds annually available for needed capital improvements. It was noted that approximately $25,000-$30,000 may be available on an annual basis to help finance a new City Hall/Police facility. It was also noted that the Liquor Store annually transfers approximately $100,000 to the General Fund for the Fire Hall project and general City activities. Part of a fund balance of approximately $500,000 is also available for a large scale project which may not even be identified at this time. Library Expansion - The City Council noted that the Library expansion may be necessary before 1994 and available funding from the Landf i 11 surcharge will not be sufficient for this project. If contributions from citizens or the community foundation are not available, then it may be necessary to utilize some NSP funds or Liquor Store funds (from the fund balance) for this project. . Parks - The City Council noted that Park Dedication funds are used annually for minor park improvements and that General Fund monies are annually allocated for park and recreation purposes through the municipal budgeting process. The Council discussed the need and its support to provide adequate financing for necessary park improvements as this was high priority within the community. The Council indicated no commitment to designate NSP funds for park activities, but that it would consider requests from the Park and Recreation Commission for use of these funds on a case-by-case basis. The Counci 1 noted that some Liquor Store Reserve funds, some Capital Projects funds, and potentially some TIF funds may also be available for specific Park and Recreation requests. The Council discussed the potential for a future bond referendum in order to adequately provide necessary Park and Recreation facilities for the future of the community. City Hall/Police Facility - The City Council reviewed finances for a future City Hall/Police facility. The Council noted that it may be possible to have approximately $200,000 available in the early stages of financing this project and approximately $300,000 available in the later stages of financing this project. It was anticipated that the project would be financed over a 15-20 year period. Available finances for the project include RDF funds ($85,000), Landfill funds ($65,000), Liquor Store funds ($25,000), and General fund monies after the City moves out of its current facility ($25,000). The sources equal $200,000 per year. Additional finances include more Liquor Store funds once the Fire Department expansion has been paid I more General fund finances once the public works building project expansion has been paid, and possibly additional RDF or Landfill monies. . Fillmore Street Project The City Council reviewed the need to assess out part of this project to the henefi ted property owners and that the level of assessment should be kept near the $2,000 amount as this is an appropriate amount for benefited property owners to pay for City Council ClP Minutes February 18, 1991 Page 4 . a reconstructed street. A recent overlay project was assessed out at $1,100 per lot. The Council also acknowledged the maximum use of MSA funds in order that some of the funds be recaptured through assessments to be available for other street related wor'k via the Capital Projects fund. Accordingly, use of MSA funds for this project may be in the neighborhood of $200,000. The Council directed this project to go forward and indicated its willingness to take action that is necessary in order to obtain the needed right-of-way for this project. The City Council discussed the need to finance additional staffing out of the General fund budget. The Ci ty Council also discussed the request to purchase industrial park property and the needed finances for this type of project. The City Administrator indicated that the following 1991 projects may not be started until 1992: the Westwood Improvement Project, the signalization of 192nd/169, the improvements at Main Street and Highway 169, and the Waco Bridge land purchase. It was also stated that the City Council may need to make a decision in 1992 on the priorities for financing improvements at the Liquor Store road, 173rd-175th, Dodge Avenue, 5th Street, and Railroad Drive. . The City Administrator indicated that he will be attempting to put together a long and short version of the Capital Improvement program as reviewed by the City Council on 1/21/91 and 2/18/91. It was stated that long form of the CIP would be similar to the work plan that was produced in 1990. It was also indicated that short version of the CIP would be summary of the longer work plan. It would be preferred that the short version be the document that is publicly reviewed. Work on the plan is anticipated in the next few months and formal Council action as soon as possible/practical. 5. Other Business The Council requested that a four-way stop sign be installed at the intersection of 4th and Irving. 6. Adjournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE 2/18/91 SPECIAL CITY COUNCIL-WORK SESSION. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The meeting of the Elk River City Council adjourned at approximately 10:05 p.m. . Respectfully submitted, , ---.....! ~ ," ,,' / ... - ,.,.- - ~l ,/ \ <./ I i, t/ {/ < Ii-/' .' '"'--I v \ ,_, -....-I Patrick D. Klaers City Administrator