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03-12-1990 CC MIN e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, MARCH 12, 1990 MEMBERS PRESENT: Vice Mayor Schuldt, Councilmembers Holmgren and Kropuenske MEMBERS ABSENT: Mayor Tralle, and Councilmember Dobel STAFF PRESENT: Pat Klaers, City Administrator; Lori Johnson, Finance Director; and Darrell Mack, Waste Water Treatment Plant Superintendent 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 9:30 p.m. following the EDA meeting. 2. Consider 3/12/90 City Council A~enda e Vice Mayor Schuldt requested to be added under "Other Business." The Ci ty Administrator indicated that he had a Girl Scouts Week proclamation under "Open Mike," and also that the Big Lake Township road improvement petitions would be discussed under "Open Mike." COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE 3/12/90 CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. 3. Consider 3/5/90 City Council Minutes COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE 3/5/90 CITY COUNCIL MINUTES. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. 4. ODen Mike The City Council reviewed the proposed proclamation which calls for the week of March 11-17, 1990, to be Girl Scout Week. COUNCILMEMBER KROPUENSKE MOVED TO ACCEPT A PROCLAMATION AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 3-0. Vice Mayor Gene Schuldt signed the proclamation and stated that it would be displayed on the bulletin board in the entrance of City Hall. e The City Administrator indicated that prior to the EDA meeting earlier in the evening that Big Lake Township Clerk, John Norgren, had presented a petition from residents in Big Lake Township. This peti tion discussed road improvements near the common boundary of the City of Elk River and Big Lake Township. This petition requested City Council Minutes March 12, 1990 Page 2 e consideration of road improvements on Ranch Road, wi thin the City of Elk River and also discussed proposed improvements on 225th, near the Elk River/Big Lake Township border. 5. Consider Pay Estimate and Chan~e Order for Fire Station Expansion The City Council reviewed the 3/8/90 memo from the Finance Director which discusses Change Order #3 for the Fire Station and the proposed Pay Estimate. Change Order #3 is in the amount of $5,472. The Pay Estimate is in the amount of $15,242 and includes the Change Orders. This Pay Estimate would provide the City with a fund balance of $5,000 which will be held until the roof repair work is completed. It was noted that the Change Order and Pay Estimates have been reviewed by the Fire Chief and Architect for the building. COUNCILMEMBER HOLMGREN MOVED TO APPROVE CHANGE ORDER #3 IN THE AMOUNT OF $5,472 FOR WORK COMPLETED ON THE FIRE STATION EXPANSION PROJECT. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE PAY ESTIMATE IN THE AMOUNT OF $15,242, WHICH INCLUDES THE TOTAL CHANGE ORDERS FOR WORK COMPLETED ON THE FIRE STATION EXPANSION PROJECT. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. e 6.1. Waste Water Treatment Plant Annual Report Darrell Mack, Waste Water Treatment Plant Superintendent, was present to discuss with the City Council his 1989 annual report of activities at the Waste Water Treatment Plant. Mr. Mack began his report by discussing the averages for the volume (or flow) at the Waste Water Treatment Plant and the averages for sewage strength at the Treatment Plant for the last four years. While the figures are somewhat difficult for a lay person to understand, Mr. Mack stated that he is very happy with the numbers as they indicate that the plant is consistently running very efficiently and is significantly below the daily averages allowed by the Minnesota Pollution Control Agency. Darrell indicated that the City is operating at approximately 1/2 of its capacity for volume or flow and also is operating at approximately 1/2 of its capacity for treatment of the sewage strength. Darrell indicated that the City's flow has maintained fairly steady in spite of additional customers being added to the system. One reason for this flow not increasing significantly is because the City has replaced old sewer pipe that has stopped some of the ground water infiltration. The flow did increase slightly in 1989 over 1988, but the City also added over 100 customers to the sewer system. tit Mr. Mack indicated that additional residential customers, which would add to the flow, is not of any concern to the operation of the Treatment Plant. A significant increase of residential customers can be added without any problems. The concern for the Treatment Plant is if an industrial operation comes into the community and uses up the strength capacity that exists at the plant. It is likely that if such City Council Minutes March 12, 1990 Page 3 e an industry moved into town, a pre-treatment facility on site of the industrial development would be required. Mr. Mack discussed the City receiving its Certificate of Commendation in 1989 for its operation in 1988. Mr. Mack indicated that the City has received this Certificate 7 of the 9 years since they have been offered. It was indicated that the Certificate is not offered for very minor plant malfunctions or break-downs. The City Administrator distributed the notice from the MPCA which indicates that the City will be receiving the Certificate of Commendation for 1989 in a seminar to be held in later March, 1990. Darrell indicated that the plant did not undergo any major breakdowns in 1989. One improvement project in 1989 was the replacement of the center column, which was causing the plant some problems. Darrell discussed with the City Council some additional requirements that will be placed upon the plant and its operators in 1991 and 1992. These requirements include MPCA Certification of the lab in 1990 (effecti ve 1/1/91) and the beginning of a declorination requirement (effective 12/31/91) that may require a minor plant expansion in 1991. This issue will be discussed during the budget process in 1990 and will be further discussed in the 1991 annual report. e Mr. Mack indicated that two of his most significant goals in 1990 is to hire an addition Waste Water Treatment Operator about mid-year 1990 and to purchase land for future sludge hauling. This is needed because the existing site where sludge is hauled will reach its capacity. It was noted that the Council supports this land purchase and it is being discussed in the Capital Improvement Program work sessions. The City Council thanked Darrell Mack for his presentation and stated their appreciation for the well managed plant that he supervises. 6.2. Finance Department Annual Report Finance Director, Lori Johnson, discussed with the City Council her 1989 report on acti vi ties wi thin the Finance Department and goals for the Finance Department in 1990. Ms. Johnson began her report by reviewing with the City Council the tax law changes in 1989 and the new Truth in Taxation requirement. This law caused some difficulties for municipalities as the final version was not approved until a special Legislative session in September, 1989. This complicated the budget process for the City. -- Discussion took place regarding 1989 special assessment projects (Knollwood overlay and Tyler Street) and the City bonding for the Mork Clinic, the fire truck and the fire hall building improvement. Ms. Johnson indicated that the City is still far below its overall debt limit. The City Council discussed with the Finance Director the levy limit appeals which were made by the City in 1988, 1989, and 1990j the fixed City Council Minutes March 12, 1990 Page 4 e assets inventory being completed by the Finance Department; and the new data processing (computer) system which began operation in 1989. The Finance Director discussed with the City Council problems and difficulties with special assessment searches that are requested. It was indicated that over 460 written special assessment searches where filed in 1989. Fees for the special assessment searches were discussed and it was noted that the current fee of $10.00 is slightly below the average. Additionally, it was noted that this fee was increased from $5.00 to $10.00 in Elk River a few years ago. COUNCILMEMBER KROPUENSKE MOVED TO ESTABLISH THE SPECIAL ASSESSMENT SEARCH FEE AT $15.00 PER REQUEST EFFECTIVE MAY 1, 1990. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 3-0. The Finance Director discussed with the City Council the upcoming 1989 audit that will be presented to the City Council in May, 1990; the Tax Increment Financing reporting requirements; and insurance changes that took place in 1989. Regarding insurance, it was noted that the City switched from Blue Cross/Blue Shield to Physicians Health Plan in August, 1989, for the City health insurance policy. e Goals for 1990 were discussed by the Finance Director. These goals include improvement in the filing records retention system, development of a developer escrow account, renegotiation of the fire contracts with neighboring townships and communities and linking all of the budget spread sheets together. The City Council and Finance Director briefly discussed the local government tax distribution and the City's revenues and expenditures by categories. It was noted that taxes went down in 1990 in spite of an increase in City spending. This seams to indicate that the tax base is growing at a higher rate than City expenditures. The City Council thanked the Finance Director for her annual report and stated their appreciation for the quality work she is providing the City. 7. Other Business Vice Mayor Schuldt briefly discussed with the Council the recent explosion at the RDF Plant and inquired whether or not any determination of cause for this explosion has been made. City Administrator indicated that to his knowledge, no final determination has been made as to the cause of this explosion. It was additionally noted that the Police Department is increasing its enforcement of li ttering along the highway and is issuing tickets to garbage truck operators where litter is flying out of the back of their vehicle. e 8. City Administrator Update The City Administrator had nothing to present to the City Council at this time. City Council Minutes March 12, 1990 Page 5 e 9. Adjournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE 3/12/90 CITY COUNCIL MEETING. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. The meeting of the Elk River City Council was adjourned at approximately 10:53 p.m. Sincerely, Pat Klaers City Administrator e e