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07-31-1989 CC MIN e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JULY 31, 1989 MEMBERS PRESENT: Mayor Tralle, Councilmembers Holmgren, Schuldt, Dobel and Kropuenske MEMBERS ABSENT: None STAFF PRESENT: Pat Klaers, City Administrator; Lori Johnson, Finance Director 1. Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 8:00 p.m. 2. Consider 7/31/89 City Council A~enda COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE 7/31/89 CITY COUNCIL AGENDA. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3.1. Consider 7/17/89 City Council Minutes COUNCILMEMBER DOBEL MOVED TO APPROVE THE 7/17/89 CITY COUNCIL MINUTES. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. ~ 3.2. Consider 7/24/89 City Council Minutes COUNCILMEMBER SCHULDT MOVED TO APPROVE THE 7/24/89 CITY COUNCIL MINUTES. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. Open Mike There was no one present for this item. 5. Consider Trian~le Road Improvements e Pat Klaers, City Administrator, informed the Council that the City Engineer has prepared a memo which outlines the situation on Triangle Road. He indicated that this memo was included in the Council packet. The City Administrator stated ,that improvements to Triangle Road have been discussed for a number of years and that a feasibility study had been ordered by the Council last year and the Council has since accepted the Feasibility Study. He further stated that the Elk River Industrial Park Development Group is requesting a deviance from the City's policy of industrial road requirements of a 9 ton design, 46 feet wide from face of curb to face of curb. He indicated that the feasibility study proposed a 32 foot wide road due to the organic soils in the area. The City Administrator stated that the Industrial Park Development Group is requesting that the curb and gutter be eliminated. The City Administrator explained that it was the Engineer e e e City Council Minutes July 31, 1989 Page 2 and Staff's consensus that the elimination of curb and gutter would be appropriate in this case as it will allow for a wider usable road surface and will eliminate the possibility of differential settlement of the curb and gutter due to the underlying organic soils. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE DEVIATION FROM THE CITY INDUSTRIAL ROAD STANDARDS FOR TRIANGLE ROAD DUE TO THE INDUSTRIAL USE OF THE ROAD AND THE PREEXISTING CONDITIONS OF THE ROAD. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. 6. Consider MSA Resolution COUNCILMEMBER DOBEL MOVED TO ADOPT RESOLUTION 89-50, A RESOLUTION REVOKING CARSON STREET BETWEEN TRUNK HIGHWAY 169 AND TYLER STREET (MSA - ROUTE 116) AS A MUNICIPAL STATE AID STREET AND FURTHER ESTABLISHING 197TH AND 198TH AVENUES BETWEEN TRUNK HIGHWAY 169 AND TYLER STREET AS A MUNICIPAL STATE AID STREET OF THE CITY OF ELK RIVER. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 7. Consider Liauor License for St. Andrews Festival COUNCILMEMBER HOLMGREN MOVED TO APPROVE A TEMPORARY NONINTOXICATING ON SALE MALT LIQUOR LICENSE FOR ST. ANDREWS PARISH FESTIVAL ON AUGUST 20, 1989. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. 8. Personnel Coordinator Discussion Mayor Tralle stated that applications have been submitted for Personnel Coordinator. Application deadline was July 28, 1989, and approximately . 30 applications have been submitted. The City Administrator stated that the City has received some very good proposals from consulting firms. He stated that originally the City was looking at a contracted employee for 2,000 hours. He stated that the advantage with a contracted employee is that the City will be guaranteed 2,000 hours and with a consulting firm there may be hours above and beyond the quoted figure. Mayor Tralle encouraged the Council to review the applications by Friday of this week so that a decision can be made on which applicants to interview at the August 7, 1989 Council meeting. The interview will be scheduled for the 8/28 Council meeting. The City Administrator informed the Council that he has set an interview up with Mr. Ken Ringstad for Library Board. He stated that the interview is set for August 21, 1989, 6:45 p.m. and stated that if this was agreeable to the Council a special meeting would have to be called. City Council Minutes July 31, 1989 Page 3 e COUNCILMEMBER DOBEL MOVED TO CALL A SPECIAL CITY COUNCIL MEETING ON AUGUST 21, 1989, AT 6:45 P.M. TO INTERVIEW AN APPLICANT FOR THE LIBRARY BOARD. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 9. Bud~et Discussion/Certification of Proposed Maximum Levy Lori Johnson, Finance Director, stated that the City must certify the maximum tax levy to the County Auditor by August 1 in order to comply with the 1988 Truth in Taxation Law. She further indicated that the proposed City of Elk River levy for 1990 is $1,760,907, and that this maximum levy most likely will be lowered. Ms. Johnson also indicated that the 1980 Improvement Bond levy has been increased by $19,454 to a total levy of $25,000 due to delinquent special assessments in Hobbit Hills. COUNCILMEMBER DOBEL MOVED TO INCREASE THE IMPROVEMENT BOND LEVY TO $25,000. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 89-51, A RESOLUTION AUTHORIZING THE PROPOSED MAXIMUM 1990 TAX LEVY OF $1,760,907. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. e The City Administrator indicated that he is prepared to present a preliminary budget to the City Council for review. He indicated that the budget on the low end will increase 9.4% while on the high end, will increase 13.3%. The City Administrator distributed a hand out to the council entitled "Source of Funds". He indicated that this reflects the revenues anticipated to be received in 1990. Two revenue projections were reviewedj one based on the 1988 law and one. based on the vetoed 1989 law. Including revenue increases generated at the City level, the total budget increases could be $202,500 (1989 vetoed) or $285,500 (1988 law). The City Administrator distributed an appropriations summary sheet to the Council which reflects proposed departmental budgets. The City Administrator reviewed each department proposed budget and discussed the reasons for the requested increases within each department. Total requested expenditure increases were $349,200 or 16.27%. Based on available revenues, the requests will have to be cut but it is uncertain how much needs to be cut. e The City Administrator distributed another hand out entitled "Equipment Certificates - Capital Outlay". He informed the Council that the 1990 proposal for equipment certificates is for $99,500 which includes 3 police carSj 1 building and zoning vehiclej 2nd part payment for a street department truck and the last payment on the grader. City Council Minutes July 31, 1989 Page 4 e It was the Council consensus that the equipment certificate proposal for 1990 was acceptable at $99,500. The City Administrator indicated that there is an anticipated gap between revenues and expenditures and the amount of the gap will depend on which law the City is expected to operate under. The Administrator stated that there are several options the Council has to reduce the gap. The options include purchasing items requested in 1990 in the 1989 budgeting year; cutting 1990 budget requests; increase revenues; and use reserves. The City Administrator discussed the special issues in the 1990 budget as follows: PARKS MASTER PLAN - The Administrator explained that the bids for the parks master plan came in at about $25,000. He indicated that besides the parks master plan the Park and Recreation Commission would like to see a citizen survey regarding the City's park and recreation and also some special studies for two parks. It was the Council consensus to allow $20,000 in the budget for parks and recreation plan ($14,000 within the 1990 budget). e UNIFORMS: The City Administrator indicated that from a comparable worth point of view and as an economic fairness issue, he is requesting that the administrative clerical staff be allowed a $300 per year clothing allowance, which is comparable to the Police Department clerical staff. Councilmember Schuldt stated that he was against the clothing allowance. He indicated he did not feel this was a justifiable budget expense. Councilmember Holmgren questioned how the money would be spent and how you could be sure what type of clothing would be purchased. The City Administrator indicated that it would be done on a voucher system and that a memo would be sent to all clerical staff indicating the type of clothing allowed to be purchased. COUNCILMEMBER KROPUENSKE MOVED TO ALLOCATE $300 PER YEAR PER ADMINISTRATIVE CLERICAL EMPLOYEE TO BE USED AS A CLOTHING ALLOWANCE TO PURCHASE APPROPRIATE OFFICE ATTIRE TO BEGIN IN 1989. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-1. COUNCILMEMBER SCHULDT OPPOSED. REQUEST FOR PROPOSALS FOR PLANNED UNIT DEVELOPMENTS - The City Administrator indicated that $20,000 has been budgeted for this item. It was Council Consensus that this remain as budgeted. e CONSULTANT - GOALS - The City Administrator indicated that he has budgeted $3,000 in the Council budget for a consultant to work with Council and Staff towards setting goals. It was the consensus of the e e e City Council Minutes July 31, 1989 Page 5 Council that this was important as the City and city issues are growing at such a fast rate. PERSONAL SERVICES - The City Administrator indicated that personal services has increased 10.48% due mainly to salaries. He indicated that he is proposing to follow the 1990 pay plan and to allow a 4% cost of living increase. He indicated that employees would either move to the next step in their pay plan or, if they are at the top, they would receive a 4% increase in wages. The City Administrator indicated that $30,000 is budgeted for flex benefits. The City Administrator indicated that Sandy Thackeray, Deputy City Clerk, has completed the classes required to receive State Certification as a City Clerk. He indicated that he is requesting that the City Clerk title be removed from his title and that the title of City Clerk be given to Sandy Thackeray. COUNCILMEMBER DOBEL MOVED TO ESTABLISH THE CITY CLERK PAY RANGE AT 10% ABOVE THE DEPUTY CITY CLERK PAY RANGE. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER DOBEL MOVED TO INCREASE SANDY THACKERAY'S SALARY 10% MORE THAN HER CURRENT SALARY. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER HOLMGREN MOVED TO REMOVE THE CITY CLERK TITLE FROM PATRICK KLAERS AND ASSIGN THE TITLE TO SANDY THACKERAY. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. ARTS COUNCIL - The City Administrator that $10,000 has been budgeted for the Art's Council within the Council contingency fund. Councilmember Holmgren indicated that he is in favor of this funding. He indicated that even though they are a small group, they still should have the same opportunity as larger groups. Mayor Tralle indicated he was also in favor of the request. Councilmember Schuldt questioned what the money would be used for. It was Council consensus that the $10,000 budgeted amount for the Arts Council remain and further that an itemized list showing what the money will be used for be presented to the Council. FIREMAN TRAINING EXPENSES, RECORDS RETENTION, PERSONNEL SERVICES. It was the consensus of the Council to leave these items in the budget until final review of the budget. e e e City Council Minutes July 31, 1989 Page 6 The City Administrator discussed the use of landfill funds with the Council. He indicated that staff is proposing revenues based on 30 cents to be put into reserves for Streets, 35 cents into reserves for future City Hall, and 10 cents into the general fund to be designated for garbage collection, park improvem~nts, and future pay back to school for the use of the City garage. The City Administrator discussed the use of Liquor Store Funds. He indicated that the City is proposing to pay for half of the fire hall expansion in cash through liquor store funds equalling $160,000, and to pay for the other half ($160,000) over a 7 year period, also through liquor store funds. He indicated the City will still be adding to the liquor store reserves at $50,000 per year provided the economy stays as it is. It was Council consensus to proceed as indicated by the City Administrator with the funding of the Fire Station expansion through liquor store reserves. The City Administrator indicated that staff is requesting that the City share of a 1990 sidewalk replacement program be taken out of reserves as this is a one time program. It was Council consensus to use reserves for the sidewalk program. COUNCILMEMBER HOLMGREN MOVED TO CALL A SPECIAL MEETING OF THE CITY COUNCIL FOR THE PURPOSE OF A BUDGET HEARING ON OCTOBER 9, 1989, AT 7:00 P.M. AT THE ELK RIVER PUBLIC LIBRARY AND FURTHER THAT IF THE HEARING NEED BE CONTINUED THAT THE CONTINUATION DATE BE OCTOBER 23, 1989. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 4-1. COUNCILMEMBER KROPUENSKE VOTED AGAINST THE MOTION BECAUSE OCTOBER 9, 1989, IS A LEGAL HOLIDAY. There being no further business, COUNCILMEMBER DOBEL 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 10:35 p.m. t r.. iJ. ,-PI "".: .~t;.""~:r vlu:u:.k.v..k) Sa~dy Thackeray / Recording Secretary