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07-29-1991 CC MIN e e e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JULY 29, 1991 Members Present: Mayor Tralle, Councilmembers Schuldt, Holmgren, Kropuenske and Dietz Members Absent: None Staff Present: Terry Maurer, City Engineer; Lori Johnson, Finance Director; Tom Zerwas, Chief of Police; "Brad Rolfe, Police Sergeant Others Present: Zack Johnson and Kevin Conley, EOS Architecture; Dr. David Flannery and Mike Hanlon, School District 728 1. Call Meetin~ To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:40 p.m. 2. Consider 7/29/91 City Council A~enda COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE 7/29/91 CITY COUNCIL AGENDA. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Open Mike No one appeared for this item. 4. Joint CitY/School Recreation 'Proposal A letter from Dr. Flannery was distributed to the City Council which outlined the School's understanding of the Joint City/School Recreation Proposal for development of the new fields and the summer maintenance of various other fields. It was noted that both the memo by Pat Klaers, City Administrator, and the letter from Dr. Flannery contained a similar understanding of the proposal. The Council discussed adding a small fee to current registration fees to help pay for maintenance. There was also concern that ci ties not participating in the area-wide recreation program be charged higher fees. Dr. Flannery was pleased that the School and City had come to an understanding regarding the proposal. He further indicated that the proposal had not yet been approved by the School Board. Counci lmember Kropuenske indicated that his approval was based on the assumption that eventually user fees will come back to help fund the program. COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE PROPOSAL AS OUTLINED IN THE JULY 18, 1991 MEMO FROM THE CITY ADMINISTRATOR. COUNCILMEMBER DIETZ SECONDED THE MOTION. City Council Minutes July 29, 1991 Page 2 e Councilmember Kropuenske requested that the approval of maintenance at Salk and Vandenberg fields be added starting in 1992 if user fees are returned to the City as a method of funding the program. COUNCILMEMBER HOLMGREN AMENDED HIS MOTION. SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER DIETZ 5.1. Resolution Orderin~ Plans & Specs for Elementary School COUNCILMEMBER KROPUENSKE MOVED TO ADOPT RESOLUTION 91-42, A RESOLUTION ORDERING THE PREPARATION OF PLANS AND SPECIFICATIONS IN THE MATTER OF THE PROPOSED CSAH#l ELEMENTARY SCHOOL STREET AND UTILITY IMPROVEMENT OF 1991. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.2. Set Date for Proctor Avenue Assessment Hearing Terry Maurer, City Engineer, indicated that the City Council needs to set a date for the Proctor Avenue public hearing. He further indicated that August 26, 1991, is the proposed date for that hearing. e COUNCILMEMBER SCHULDT MOVED TO SET THE ASSESSMENT HEARING DATE AS AUGUST 26, 1991. SECONDED THE MOTION. THE MOTION CARRIED 5-0. PROCTOR AVENUE SPECIAL COUNCILMEMBER HOLMGREN 6. City Hall/Police Facility Lori Johnson, Finance Director, discussed the available financing options for the facility. There were two remaining options availablej a lease/purchase agreement similar to the ones used to finance the Public Works facility and the Fire Station expansion, and a lease/purchase agreement with the Elk River Economic Development Authority whereby the EDA issues Revenue Bonds and enters into a lease arrangement with the City of Elk River. She referred to a letter from the City's Bond Counsel that clearly explains the transaction. Lori further indicated that the Ci ty would make an annual lease appropriation from the sources previously discussed in order to meet the debt service of the revenue bondj there would be no tax levy for repayment. Lori stated that the EDA must first approve this type of financing before the City Council can enter into such an agreement. She indicated that this item will be on the EDA's August 12, 1991 agenda for discussion. Staff is recommending that the City enter in to an agreement with the EDA for financing. e An additional item needed as part of the financing for the City Hall project is a resolution indicating that the City Council plans to re imburse certain expenditures related . to the construction from proceeds of a bond to be issued at a later date. Lori Johnson explained that this resolution is necessary because of new Treasury regulations which limit the reimbursement of certain expenditures prior to the issuance of debt. She further indicated that the City would be passing a similar resolution for all of its improvement projects where costs are incurred prior to issuance of bonds. e e e City Council Minutes July 29, 1991 Page 3 COUNCILMEMBER KROPUENSKE MOVED TO ADOPT RESOLUTION 91-43, A RESOLUTION OF THE CITY OF ELK RIVER, SHERBURNE COUNTY, MINNESOTA, DECLARING THE INTENT OF THE CITY TO REIMBURSE CERTAIN EXPENDITURES MADE BY THE CITY IN CONNECTION WITH THE CONSTRUCTION OF THE CITY HALL AND LAW ENFORCEMENT FACILITY FROM THE PROCEEDS OF AN ISSUE OF TAX EXEMPT BONDS. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE CONCEPT OF FINANCING THE CITY HALL/POLICE FACILITY THROUGH A REVENUE BOND ISSUED BY THE ECONOMIC DEVELOPMENT AUTHORITY WITH A LEASE/PURCHASE ARRANGEMENT BETWEEN THE EDA AND THE CITY OF ELK RIVER. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. Kevin Conley, EOS Architecture, reviewed the Site Analysis with the Counci I, pointing out various aspects of the property. He indicated that poor soils were located at the south end of the lot, making that less desirable for a building site. Zack Johnson further discussed the Master Plan for the area, including traffic circulation patterns in the western part of the City. He discussed with the Council the need for east/west and north/south connector roads and the possibility of cul-de-sacing the Orono Park road and an entrance to the ballfield. The City Council questioned how the City goes about acquiring the land for the road. The Council also questioned whether or not it would be necessary to cul-de-sac the Orono Park and ballfield entrances, or if would be more appropriate to have a thru street connecting the two~ Zack then reviewed the Conceptual Site Organization showing the possible layout of Orono Road, parking facilities and the building locations and recreational activities and. their location on the site. Councilmember Holmgren was concerned about the accessibility of the building to the public and further felt that police traffic on Main Street would need to be addressed. The City Council recessed at 8:00 p.m. and reconvened at 8:20 p.m. Further discussion was held on acquisition of the land for the future road. The Council concurred with the recommendation of the Orono Road location as it allows for future development. Lori Johnson updated the City Council on the purchase agreement of the Gospodor site. She indicated that Mr. Gospodor and Pat Klaers, Ci ty Administrator, had signed off on the agreement which had been reviewed and approved by City Attorney, Dave Sellergren. Following signature by the Mayor, it can be anticipated that the purchase transaction will be closed in late August. Lori further indicated that it is necessary to prepare a resolution accepting Mr. Gospodor's contribution of land to the City. That resolution will be presented to the City Council at its next worksession for approval. Terry Maurer discussed utility improvements to the site. He indicated that in order for connection to be available in 1992, the utili ties need to be in place in the fall of 1992. He indicated that it is appropriate to begin the process soon as a feasibility report needs to e e e City Council Minutes July 29, 1991 Page 4 be completed, and improvement and special assessment hearings also must be held. Terry stated that he would prepare a schedule for the Council which would ensure public improvements are in place when needed. He further indicated this would begin the negotiation process on acquiring property for the future road. A resolution will be presented on August 5 which will begin the process of extending utilities to the future City Hall/Police facility site. Zack Johnson indicated that prior to the next worksession, the Master Plan will be refined. . The Council was in agreement with the Master Plan as presented. Mayor Tralle indicated that the Community Center Task Force should be invited back at a future time to review the refined master plan as this would show the layout of the future community center. The next City Hall/Police Facility worksession was scheduled for Monday, August 12, 1991, at approximately 8:00 following the EDA meeting. EDA members Jeff Gongoll and Pat Dwyer will be asked to attend the facilities meeting. 7. Other Business Lori Johnson updated the City Council on the demolition schedule for the old City Hall. Veit, the Contractor, indicated that no demolition would take place until Phil Hals, Street Superintendent, is available on August 5. The Ci ty Council was put on notice that letters would be going out to all customers who had delinquent garbage billings. The letters would indicate that payment must be received by August 30, or the delinquent amount would be included on their next property tax statement. It was further indicated that no public hearing is necessary in order for the delinquent bills to be included on the tax rolls. The Ci ty Council approved the contract for Tot Park with Mr. Wally Trochlil. As has been past practice, Mr. Trochlil will be paid $200 for maintenance of the park. The City Council questioned when it would be appropriate to hold a public hearing on the City Hall proposal. It was decided that October would be an appropriate time as more refined plans and road design would be available at that time. e e e City Council Minutes July 29, 1991 Page 5 8. Adjournment COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE MEETING. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. The meeting of the Elk River City Council adjourned at 8:50 p.m. Respectfully submitted, ~~.~ Lori Johnson Finance Director )