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10-14-1991 CC MIN e - e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT ELK RIVER CITY HALL MONDAY, OCTOBER 14, 1991 MEMBERS PRESENT: Mayor Tralle (7:05 p.m.), Councilmembers Schuldt, Dietz Kropuenske, and Holmgren MEMBERS ABSENT: None STAFF PRESENT: Pat Klaers, City Administrator; Lori Johnson, Finance Director; Tom Zerwas, Police Chief ALSO PRESENT: Kevin Conley and Zack Johnson, EOS Architecture 1. Call Meetin~ to Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order by Vice Mayor Schuldt at 7:00 p.m. 2. Consider 10/14/91 City Council A~enda The order of the agenda was changed so that City Hall discussion could come before consideration of Liquor Store computers. COUNCILMEMBER KROPUENSKE MOVED TO APPROVED THE 10/14/91 CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. Mayor Tralle arrived at this time. 4. City Hall/Police Department Facilitv Work Session Kevin Conley stated that tonight's meeting would focus on the site plan and the floor plan as laid out in the schematic design phase. He indicated that the next step was design development phase and further that the project is currently on schedule. Kevin proceeded to go through his October 10, 1991, memo to the City addressing the items listed. There was discussion regarding the size of the tr~ining room and whether or not it would be made available to the public. It was agreed that City needs come first and, subject to availability, the room would be open to the public based on the criteria outlined in a policy to be developed. The Council discussed Item #6 regarding the elimination of space for various departments in the new City Hall. The ,Recreation position was discussed with the feeling that it was more appropriately housed at Community Education at this time. It was further noted that if space were needed, some could be found for a recreation employee, but not for a park and recreation department. John Dietz felt it would be many years before such a department would be housed at City Hall. Pat City Council Minutes October 14, 1991 Page 2 e Klaers indicated that the Senior Citizen Coordinator will have a work area at the new City Hall. The seating capacity of the Council Chambers was discussed. The Council concurred that a Council Chambers with the seating capacity of 75 was adequate. The Council discussed the Police garages and secure parking. Kevin Conley indicated that there were concerns over this area including aesthetics, cost, and security of the parking area. There was discussion that this area not serve as impound area, but, if needed, such an area could be developed at the street department site. The Council then discussed the elements of the master plan. Zack Johnson asked that the Council approve the site and floor plan as it is known at this point. It was Council consensus to approve the plan as presented. The Council recessed at 8:47 p.m. and reconvened at 8:55. e Kev in Conley discussed current design issues, the fact that no funds were currently available for a lower level, and building alternatives for a firing range. There was discussion regarding the basement concept to be used for a firing range and storage rooms. Kevin indicated that there were two options: The first would include complete construction excluding firing range equipment at the cost of approximately $350,000. A second al ternati ve which would be for a shell only would cost approximately $150,000. The Council discussed alternatives to an underground firing range and agreed that it may be cheaper to build a detached building on a separate site. It was Council consensus that it is not appropriate to spend additional architectural fees for developing add alternate bids to include either basement option. Zack Johnson indicated that the plan is to finish bid documents in January, accept bids in February or March, and plan for occupancy in early summer of 1993. Pat Klaers indicated that at one of the next meetings Terry Maurer will be present to discuss utility and road improvements. Pat further indicated that it may appropriate to invite Commissioner Klinzing to discuss road improvements. In order to meet the early summer 1993 occupancy, the road and preliminary work has to be constructed in early 1992. Councilmember Kropuenske questioned whether Gary Street would be closed to eliminate additional traffic through the park area. There was discussion regarding this item; it was the consensus to discuss this at a future meeting along with the road improvements. e Zack .Johnson updated the City Council on the prevailing wage law and bidding requirements. The Council expressed concerns over whether this would affect the ability of local contractors to bid the project. It was Council consensus to follow typical open bidding procedures as required. City Council Minutes October 14, 1991 Page 3 e It was decided that an informational meeting would be held with the Community Center Task Force, Planning Commission, and Park and Recreation Commission on November 6, 1991, to inform them of progress on the faci Ii ty. The Council also agreed to meet on Tuesday, October 29, at 6:00 p.m. at City Hall for the purpose of conducting a City Hall/Police Department facility work session. 3. Consideration of LiQuor Store Computers COUNCILMEMBER KROPUENSKE MOVED APPROVE THE COMPUTER BID WITH TOTAL REGISTER SYSTEMS IN THE AMOUNT OF $11,145 FOR CASH REGISTERS FOR NORTHBOUND LIQUOR STORE. THE MOTION CARRIED 5-0. 5. Other Business Tom Zerwas updated the City Council on an employee recognition program. The City Council agreed that it would be appropriate to ini tiate such a program in which employees would be recognized for 5, 10, 15, 20, and 25 years of service. This program will include employees who work at least 20 hours per week or as determined by City staff. e COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE EXPENDITURE OF FUNDS FROM THE 1991 CITY COUNCIL CONTINGENCY FOR AN EMPLOYEE RECOGNITION PROGRAM. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Pat Klaers indicated that the City would be refunding Mel Beaudry's earnest money check on School View Outlot A. The City will try to sell the lots next year. There was discussion regarding water and sewer improvements to the new elementary school. Pat Klaers indicated that the improvement hearing is scheduled for October 28 and the assessment hearing for November 4. The Council will take action on October 17 to approved the water portion of the bids. Pat Klaers updated the Council on Police Union negotiations and distributed a memo from him to the Police Chief regarding a Task Force to review incentive pay programs. The Council indicated its intentions to keep the doors open for further negotiations between the Ci ty and the Police Union. e Pat Klaers distributed the Planning Commission ordinance and state law as information for the October 15 meeting with the Planning Commission. It was Council consensus that staff, including Pat Klaers and Steve Rohlf, be present at the joint Planning Commission/City Council meeting. The Council further expressed concerns regarding three members of the Planning Commission who are currently officers of the Citizens League. e ,e e City Council Minutes October 14, 1991 Page 4 Mayor Tralle updated the City Council on a house grading issue with John Weicht. He indicated that a permit needs to be issued for this work. 6. Adjournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE CITY COUNCIL MEETING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. The meeting of the Elk River City Council adjourned at 10:40 p.m. Respectfully submitted, //') ,Ii '.' c ,-,' 'L {;pt(.. "1,,"-flA1~1 (ciJ:l'--) Lori Johnson Finance Director