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03-03-1986 CC MIN e e e REGULAR MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER PUBLIC LIBRARY MONDAY. MARCH 3. 1986 MEMBERS PRESENT: Mayor Hinkle. Councilmembers Schuldt. Williams and Engstrom MEMBERS ABSENT: Counci1member Gunkel STAFF PRESENT: Tom Bublitz; City Administrator. Terry Maurer; City Engineer Phil Hals; Street Superintendent. Lori Johnson; Finance Director. and Tom Zerwas; Police Chief 1. The meeting of the Elk River City Council was called to order by Mayor Hinkle at 7:30 p.m. 2. Consideration of Agenda The City Administrator announced that Councilmember Gunkel would run for Mayor in the next election. COUNCILMEMBER SCHULDT MOVED TO AGENDA. COUNCILMEMBER WILLIAMS 3-0. APPROVE SECONDED THE MARCH 3. 1986 CITY COUNCIL THE MOTION. THE MOTION PASSED 3 . Open Mike Neighboring residents were present from Simonet Drive and indicated they would like to see some action taken to alleviate the problems they have regarding Simonet Drive. They indicated it is a very dangerous situation with Simonet Drive extending right onto Highway 10. They also indicated a service road would help the situation. Mayor Hinkle agreed it was a dangerous situation. Terry Maurer. the City's Engineer indicated he had talked to the State about this situation and the possibility of getting funds to put in a service road for the area. He noted that the State indicated they no longer use money for service roads along highways. After some discussion regarding this issue. the Council concurred that the City Engineer should be authorized to contact MnDot for an easement and further that the DNR should also be contacted because of the possibility of encroachment on the lakeshore. COUNCILMEMBER WILLIAMS MOVED TO DIRECT TERRY MAURER. THE CITY r S ENGINEER. TO INVESTIGATE THE POSSIBILITY OF A FRONTAGE ROAD BY THE SIMONET DRIVE AREA. BY CONTACTING MNDOT AND THE DNR FOR A POSSIBLE RIGHT-OF-WAY. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 3-0. 4. Consideration of RDF Consultant This item was delayed until such time as the Consultant firm was present. PAGE 2 CITY COUNCIL MINUTES MARCH 3. 1986 e 5. Consideration of Plans and Specs for Simonet Drive Terry Maurer. the City's Engineer. indicated the City is looking at providing sanitary sewer and watermain service to Xenia Avenue. 6th Lane and Simonet Drive. He indicated new streets would also be a part of this project because of the fact that the streets would have to be reconstructed after putting the utilities in. and the existing streets are too narrow. Terry Maurer further indicated that he is proposing to receive bids and would be opening the bids April 8. 1986 at 10:00 a.m. COUNCILMEMBER ENGSTROM MOVED TO ADOPT RESOLUTION 86-12. A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR XENIA AVENUE. 6TH LANE AND SIMONET DRIVE SANITARY SEWER AND WATERMAIN IMPROVEMENTS. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 3-0. 6. Consideration of Administrative Subdivision Request by Gladys Borquist Mayor Hinkle addressed this item and stated that Mrs. Borquist lives at 9565 209th Avenue NW. Elk River is requesting to subdivide a 25.37 acre parcel of land into two parcels; those parcels being 13.3 acres and 12.07 acres in size. Mayor Hinkle indciated that the lots created would have ~ the required frontage. road access and lot size. Mayor Hinkle opened the public hearing. No one appeared for or against the item. Mayor Hinkle closed the public hearing. It was noted at this time that the parcel of land west of County Road 13 was not a part of the affected parcel. COUNCILMEMBER WILLIAMS MOVED TO APPROVE THE ADMINISTRATIVE SUBDIVISION REQUEST BY MRS. GLADYS BORQUIST. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 3-0. Councilmember Williams questioned whether a park dedication fee would be required in this case. The City Administrator indicated that the purchaser of Parcel B may request an administrative subdivision to split this land. He indicated that at this time park dedication fee would be required. The City Administrator indicated that the justification for the park dedication fee is for making a significant impact on the parks. and further indicated he felt the size of this request does not have an impact on the City's parks. Mayor Hinkle indicated he felt a park dedication fee need not be required at this time. e PAGE 3 CITY COUNCIL MINUTES MARCH 3. 1986 e Counci1member Engstrom noted he was under the impression that a request of this nature took place last year and the applicant was required to pay the park dedication fee. It was noted that Staff would look into this. It was the consensus of the City Council that no park dedication fee be required of Gladys Borquist. 7. Financial Participation in 1986 Fourth of July Celebration Dr. Howard Johnson indicated he was the spokesperson representing the Chamber of Commerce. He stated the Chamber is requesting the City to help finance the 4th of July Celebration as they did last year. Dr. Johnson indicated that the budget for the 4th of July Celebration has increased from last year. therefore. they are requesting the City to either match last year's funds or to raise it if they so desire. Counci1member Engstrom financial stress this they contributed last amount they contributed indicated that the City is also under some year and felt the City could not raise the amount year but did have $2.500 budgeted. which was the last year. e COUNCILMEMBER WILLIAMS MOVED TO CONTRIBUTE $2.500 TO COMMERCE TO BE USED FOR THE 4TH OF JULY CELEBRATION. SCHULDT SECONDED THE MOTION. THE MOTION PASSED 3-0. THE CHAMBER OF COUNCILMEMBER 4. Consideration of RDF Consultant The City Administrator introduced John K10vening and Charles Jones from the Cedar Corporation. He indicated the Council had interviewed one firm already as a possibility for hiring for assistance in the RDF Facility. He stated that Mr. K10vening's corporation was already involved in a similar project. Mr. John K10vening gave a presentation to the Council about his firm at this time. The Council thanked Mr. K10vening and indicated they would contact him shortly with their decision. 8. Consideration of City Map Updating Terry Maurer. the City's Engineer estimate to update the City's mapping. would be $2.800. indicated he had put together an He indicated the cost for the work The City Administrator indicated there budget. He further indicated he felt difference due to the savings from Rick indicated the City was in need of the subdivisions which have been added to years. is $2.000 budgeted in the 1986 the City could make up the $800 Breezee's absence. He further new mapping due to all the new the City in the last couple of e l PAGE 4 CITY COUNCIL MINUTES MARCH 3, 1986 e Police Chief Zerwas also commented he felt the City was in need of new maps for police and fire purposes. COUNCILMEMBER WILLIAMS MOVED TO DIRECT MAIER STEWART AND ASSOCIATES TO PROCEED IN UPDATING THE CITY'S MAPPING AS SUGGESTED IN TERRY MAURER'S LETTER ADDRESSED TO TOM BUBLITZ AND DATED JANUARY 28, 1986. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 3-0. 9. Consideration of Motor Grader Bids Phil Hals addressed the Council regarding the bid opening for the motor grader. He indicated Ziegler, Inc. was the only bidder and came in with a purchase price of $57,000 and with a trade in price of $16,000 allowed for our old motor grader, leaving a total trade in price of $41,000. He indicated he felt this was a good price for the machine they would be getting. Phil Hals informed the Council that it was his op~n~on that it was in the City's best interest to keep our present motor grader so as to save wear and tear on the City's oldest international dump truck. He indicated if he traded in the grader he would be back next year with a request for another dump truck; however, if he kept the motor grader, the dump truck would last possibly until 1988. e Phil Hals indicated that Ziegler is offering to finance the motor grader at 8% simple interest and is willing to negotiate terms of financing. He indicated they are requesting $8,500 down payment. The City Administrator indicated he would check and see if this type of financing was an option to City Government. He indicated if there was a problem with this type of financing, equipment certificates could be issued as an alternative. COUNCILMEMBER WILLIAMS MOVED TO APPROVE THE PURCHASE OF THE 1978 CAT 120 G MOTOR GRADER FROM ZIEGLER, INC. WITH THE ANTICIPATION OF USING ZIEGLER'S FINANCING IF IT IS LEGAL TO DO SO. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 3-0. 10. Consideration of Purchase of Pick-up Truck for Sewer Department The City Administrator indicated that the Sewer Department is looking at replacing the 1973 Ford truck and indicated it was included in the 1986 equipment certificate. He further indicated that there are adequate funds in the Sewer Department budget to fully pay for this truck if we are unable to sell the certificates because of the new tax laws. Councilmember Engstrom questioned why the Sewer Department does not pay for their own equipment. He indicated he felt it is not right that tax payers not using City sewer should have to be paying for Sewer Department trucks. e PAGE 5 CITY COUNCIL MINUTES MARCH 3, 1986 e COUNCILMEMBER ENGSTROM MOVED TO APPROVE RESOLUTION 86-13 A RESOLUTION ACCEPTING QUOTATIONS AND AUTHORIZING PURCHASE OF PICK-UP TRUCK FOR SEWER DEPARTMENT. AND FURTHER THAT THE MONEY COME FROM THE SEWER FUND. COUNCILMBMBER WILLIAMS SECONDED THE MOTION. THE MOTION PASSED 3-0. 11. Consideration of Ordinance Regarding Plan Review Fees for Single Family Residential Homes The City Administrator indicated that the City has adopted the 1982 Uniform Building Code. He stated this allows the City to initiate a plan review fee for single family dwellings in an amount up to 65% of the building permit fee. He further noted that the City is requesting to collect an amount of 25% of the building permit fee, and because of this the City must go through an ordinance adoption. He further noted the City has included the 25% amount as a revenue item in the 1986 budget. COUNCILMEMBER SCHULDT MOVED TO ADOPT ORDINANCE 86-1. AN ORDINANCE RELATING TO PLAN REVIEW FEES FOR SINGLE FAMILY RESIDENTIAL STRUCTURES. COUNCILMEMBER ENGSTROM MOVED TO SECOND THE MOTION. THE MOTION PASSED 3-0. 12A.Deerfield 3rd Addition Preliminary Plat Review e Phil Hals displayed the proposed plat for Deerfield 3rd Addition. The City Administrator indicated that a conditional use permit would have to be granted for the PUD. Mayor Hinkle noted that when this plat was first presented, the reason for zoning the area PUD was so the homes could be clustered for purposes of sewered and unsewered lots and because of the terrain of the land. Mayor Hinkle questioned why PUD zoning should remain if the developer is not going to go with the cluster concept. Discussion was held regarding the fact that there is only one access to the plat. Phil Hals noted that this was a major concern of the Planning Commission and Staff. He noted there was some land for sale along 169 north of the plat and also that the City owned some land off 169 which could possibly be purchased for an easement. Phil stated there was a gas line on the City property and felt this might cause a problem if the City sold part of this property for an easement. The Council discussed the time frame prepared by Steve Rohlf for the preliminary plat at this time. Discussion was held on item lA, regarding whether the' City or developer should do the roads. Terry Maurer, the City's Engineer, indicated he felt it was best to have the City do the roads because they would be doing the assessment portion of the project. He stated he felt if the roads were left up to the developer, there could very possible be a problem with getting the roads done in a certain time frame, or perhaps the developer's road crew could run into a time problem and be working when the City is doing the water and sewer work. e PAGE 6 CITY COUNCIL MINUTES MARCH 3. 1986 e Counci1member Engstrom stated he felt there could be a problem of setting a precedent by having the City do the roads. He felt other developers would then expect the City to complete the roads for the developments. Counci1member Williams indicated he felt this was a different situation because of the fact this is in the water and sewer district. The City Administrator indicated that the Planning Commission is planning on a joint meeting to review the PUD as a conditional use. Mayor Hinkle indicated his concern regarding joint public hearing meetings with the Planning Commission and City Council. He noted he felt it was not fair to the Planning Commission to expect them to discuss and make a decision while sitting in the middle of an audience and in front of the City Council. Counci1member Williams also indicated he felt this was the wrong approach to take. The City Administrator indicated that the Planning Commission discussed the preliminary plat at their last Planning Commission Meeting in depth. and further indicated this joint meeting would be for the conditional use permit only. He further indicated that the conditona1 use should have been advertised for earlier and stated this was not done. and furJher that it was a staff error. He further indicated that ~e1iminat~~the joint meeting would hold the developer up another month. He further stated) he felt as long as this was the City's mistake. the developer should not be delayed. e The Council concurred to hold the joint meeting for the conditional use permit for Deerfie1d 3rd. 12B.504 Handicapped Accessibility Program The City Administrator indicated that late last year the City Council met with Ju1ee Quarve Peterson regarding the 504 program. The City Administrator noted that October of this year is the deadline for completing the structural items required in the 504 program. He indicated he was recommending to hire Ms. Ju1ee Quarve Peterson to begin work on the Handicap Accessibility Study. He noted the City has budgeted $2.000 for this purpose. Counci1member Schuldt questioned whether the fact that a referendum may be passed for a new City Hall would have a bearing on the work to be completed for the 504 program by Ms. Peterson. The City Adminstrator noted that this self evaluation plan would have to be completed for any city hall building. He further noted that this evaluation would also include all the City's buildings such as the Library. Garage. Wastewater Plant etc. e COUNCILMEMBER WILLIAMS MOVED TO HAVE THE CITY ADMINISTRATOR CONTACT MS. JULEE QUARVE PETERSON AND HAVE A CONTRACT DRAWN UP NOT TO EXCEED $2.000 TO ENSUE THE HANDICAP SITUATION ON THE 504 PROGRAM. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 3-0. PAGE 7 CITY COUNCIL MINUTES MARCH 3. 1986 e 12C.Update on City Computer System The City Administrator indicated that the City's computer system is up and running and noted the City is running into capacity and storage problems in relation to the Enforce System which the Police and Sheriff are operating. The Finance Director. Lori Johnson. passed out some options to the City Council regarding the expansion of the City's existing Computer System. She indicated the City had originally opted to go with Option #1. This option included sharing with the County. The County. however. may be going on their own. which would change the City's options. She noted she would like to table this item until next Monday's meeting in order to give her and the Police Department more time to fully review all the options. 12D.Otsego Township Police Protection Service Police Chief Tom Zerwas noted that he had informed the Otsego Town Board that effective immediately. the Elk River Police Department will no longer respond to Otsego Township's calls. He noted this was due to the insurance industry raising insurance rates and placing more restrictions upon municipalities. He further indicated he felt this was in the best interest of the Citizens of Elk River. He indicated he had notified the e Otsego Town Clerk of the situation. 13. Gambling License for Elk River Eagle's Club The City Council took no action to veto the request. 14. Check Register COUNCILMEMBER SCHULDT MOVED TO APPROVE THE CHECK REGISTER. COUNCI LMEMBER WILLIAMS SECONDED THE MOTION. THE MOTION PASSED 3-0. 15. Adj ournment OOUNCILMEMBER WILLILAMS MEETING. COUNCILMEMBER 3-0. MOVED ENGSTROM TO ADJOURN THE ELK SECONDED THE MOTION. RIVER CITY COUNCIL THE MOTION PASSED The regular meeting of the Elk River City Council adjourned at 10:00 p.m. ~JJ~~~~ Sandra Thackeray C! ~ Recording Secretary e