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04-22-1985 CC MIN ~ Members i I presenj: Absent. I . I meet~~g MINUTES OF THE REGULAR SCHEDULED MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 22, 1985 Mayor Hinkle, Counci1members Williams, Schuldt, Engstrom and Gunkel. Members None 1. The was called to order at 7:05 p.m. by Mayor Hinkle. 2. Agenda Item 10 - City Clerk Position was added to the April 22, 1985 City Council agenda. 3. COUNCILME~ER GUNKEL MOVED TO APPROVE THE APRIL 22, 1985 CITY COUNCIL AGENDA AS AMENDED. ICOUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 4-0. cornrnunicaJions A letter of resigination from the Library Board was received from Colleen Olson and acknowledged by the City Council. Counci1member Gunkel noted that several people were interested in appointment to the Library Board. She submitted the names of Ken Parker, and Vicky Sullivan as residents interested in the position. 4. City Facilities Referendum Mayor Hinkle called on Mr. Jack Boarman, Architect to discuss the details needed to present a public referendum. Mr. Boarman noted that he was ready to begin work and that he needed some guidance and direction from the City Council. He noted that he could handle the referendum and plan preparation if the referendum was held prior to mid-June. Mayor Hinkle ~oted that the City should move on this matter so that at least the public works garage could be constructed before winter. Counci1members expressed a desire to discuss the remodeling of the present City Hall. It was noted that Sherburne Country had received an appraisal on the County Administration Building. Mayor Hinkle noted that the appraised amount was not satisfactory to him. Mr. Boarman noted that the total amount for a referendum needed to be established. Mayor Hinkle noted that the bonding question should stay well under $1,000,000. Mr. Boarman indicated that once a dollar figure was established he would convert that to an applicable taxing rate when publicizing the referendum. Counci1members wondered whether one, or two questions should be put on the ballot. Some members felt that there should be a question on bonding for a public works garage and a second question on bonding for the City Hall improvements. Mr. Boarman indicated that problems may develop if two questions are asked. Counci1members Gunkel and Schuldt ~oted that the issue is less this time because the fire station improvements are not to be included in a referendum. Counci1member Engstrom noted that at least $200,000 would be needed to remodel the County Administra- tion Building in addition to a possible purchase price of $650,000. He concluded that this amount is still greater than the proposed $714,000 remodeling for the existing City Hall. Counci1member Williams noted the bond issue should be closer to $900,000 than $1,000,000. Mayor Hinkle noted that $950,000 would be an accept- able figure. Mr. Boarman noted that if the $950,000 was slightly inadequate, that the works could be phased over a period of several years. Mayor Hinkle asked Counci1- members if $950,000 met with their approval. ~ City Council Minutes April 22, 1985 Page Two COUNCILMEMBER WILLIAMS MOVED THAT THE REFERENDUM QUESTION SHOULD ASK FOR AN ISSUANCE OF $950,000 OF BONDS (MAXIMUM) AND ASK ONLY THE ONE QUESTION. COUNCIL- MEMBER GUNKEL SECONDED THE MOTION. THE MOTION PASSED 4-1. ENGSTROM OPPOSED, INDICATING THAT THERE COULD BE TWO QUESTIONS WITHOUT COMPLICATING THE ISSUE. At this time Public Works Supertinendent, Phil Hals stepped forward to assist in the discussion of the public works garage site. Utility Commissioner, Don Kettner asked about: 1) The utility operations being included within the City Hall re- modeling, 2) Where is the public works garage to be located? In response, Mr. Boarman noted that there would be more than sufficient room in City Hall for the utility office opertions. He noted that at least 15 years of expansion was being included in City Hall improvements and that the Utilities Commission should be able to be included for at least 5 to 10 years. He indicated that if the Utility operations were not included within the City Hall, the space would remain unfinished. Supertintendent, Phil Hals explained his researching on the Utility property site. He noted that there was an average of about 4 feet of peat. The Trunk Highway 10 contractor plans to dispose of the waste concrete slabs on the site. Mr.Phil Hals and engineer Terry Maurer had discussed the matter and suggested removing the peat prior to concrete fill being placed on the site. Phil Hals noted that there was sand and grandular material underneath the peat. The contractor proposes to haul in the concrete waste from Trunk Highway 10 by dump truck and then doze the concrete into place. Mr. Hals noted that the site could be dewatered by using an existing old civil defense pump and then bulldozing the peat into several special areas. Mr. Phil Hals noted that it would cost approximately $5,000 per acre-foot for sand fill to cover the concrete. He also noted that it would take about $2,500 to rent a special bulldozer to prepare the site. It was noted that the public works building would be a 12,000 sq. ft. building. Commission members then discussed the size of the site to be utilitized by public works. It was noted that approximately six acres was needed for utility operation, thereby allowing ten acres for public works use. Mayor Hinkle suggested that financing details be discussed. Mayor Hinkle noted that $236,000 was being allocated for public works building, and that approximately $180,000 would be needed for the shell of the building. What other costs are to be involved? Mr. Phil Hals and Mr. Boarman noted that additional costs would include: Sewer and Water Service Security Fence Road and Site Preparation $ 5,000.00 $ 5,000.00 $12,000.00 Mayor Hinkle noted that the above other costs brought the cost of the improvement to over $200,000. He then suggested that the operational space within City Hall be discussed. It was noted that approximately 1,500 sq. ft. was presently being utilized by the Utility Commission in the existing building. Commissioner Duitsman noted that the existing utility building would need to be appraised. ~ City Council Minutes April 22, 1985 Page Three Councilmember Williams noted that using a ratio of space to cost that the utility share of the building, of the City Hall would be approximately $105,000. Additional discussion ensued concerning what should be done with the existing utility building. In conclusion Mayor Hinkle asked that the Utility Commission have an appraisal prepared. Councilmember Williams noted that the utility operation should be in- cluded in the City Hall. Commissioner Duitsman noted that the commissioner members needed to plan for further future needs. Mayor Hinkle then asked the commission members if the previous quoted price of $2,000 per acre was firm. Commission members indicated that they could possibly reconsider that quotation. Mayor Hinkle noted that the City Council should determine the location of the public works garage tonight and that the cost of the property may have some bearing on its location. At this point the Utility Commissioners left to consider the site quotation. Mayor Hinkle noted that other matters on the agenda should be discussed. 5. Spring MPWA Conference COUNCILMEMBER ENGSTROM MOVED TO APPROVE THATSUPERTINTENDENT,PHIL HALS BE GRANTED PERMISSION TO ATTEND THE MPWA SPRING CONFERENCE. COUNCILMEMBER WILLIAMS SECONDED THE MOTION. THE MOTION PASSED 5-0. 6. Softball Fees A memo was presented by Supertintendent, Phil Hals and was discussed briefly. He explained the rationale used in establishing fees for field use. COUNCILMHMBER GUNKEL MOVED TO SUPPORT THE FEE SCHEDULE AS PROPOSED IN MR. HALS MEMO DATED APRIL 19TH. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 5-0. 7. Lion's Park Easement This matter was explained by Supertintendent, Phil Hals indicating the need for obtaining access easement. Supertintendent, Phil Hals explained his activities and attempt to obtain such an easement. COUNCILMEMBER WILLIAMS MOVED TO APPROVE THE CONCEPT AS PROPOSED IN MR. HALS MEMO DATED APRIL 19TH. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 5-0. At 8:55 p.m. the Utility Commission Members rejoined the Council meeting. Commissioner Don Kettner noted that the site was marginal property and that the City budget is tight. He indicated that the commission members would approve a transfer cost of $10,000 for 10 acres provided that a twenty foot easement around the perimeter was retained for utility purposes. COUNCILMEMBER GUNKEL MOVED TO APPROVE THE PUBLIC WORKS GARAGE BE LOCATED ON THE UTILITYSITE,THAT 10 ACRES OF LAND BE PURCHASED FROM THE UTILITIES COMMISSION WITH THE APPROPRIATE EASEMENTS GRANTED ON THE PERIMETER. COUNCILMEMBER WILLIAMS SECONDED THE MOTION. THE MOTION PASSED 5-0. ~ City Council Minutes April 22, 1985 Page Four Councilmember Engstrom asked Supertintendent, Phil Hals if his people would be able to perform all the duties as accumulating. Supertintendent, Phil Hals noted that possibly some of the Lion's Park improvements would have to wait while other more important and critical needs were met. 8. Consider TIF For Guardian Angels Structure At this point Executive Director Carol Mills and Dolores Kratzke, Manager appeared before the City Council to discuss the feasibility of using Tax Increment Financing methods to aid in the construction of a third structure. It was noted that Springsted, Inc. had presented a list of eligible costs and a payback schedule dated April 19, 1985 that indicated the financial feasibility of City participation. Acting City Administrator, Orvil Johnson noted that Counsel Peter Beck had indicated no legal questions at this time. COUNCILMEMBER ENGSTROM MOVED TO ACCEPT THE CONCEPT OF TIF PARTICIPATION AND DIRECTED ATTORNEY PETER BECK TO PREPARE THE DOCUMENTS IN A TIMELY WAY TO SUPPORT THE PROPOSED FINANCING. COUNCILMEMBER GUNKEL SECONDED THE MOTION. THE MOTION PASSED 5-0. 9. Audit Discussion Mr. Gary Groen of Abdo, Abdo and Eick was introduced by Mayor Hinkle to discuss the 1984 audit. Mr. Gary Groen indicated some matters that concerned him, all relating to the Elk River City Hall operation. Mr. Groen noted that the under-utilization of the computer system was his most important topic. Mr. Groen noted that the utility operation and the liquor store operation should be incorporated onto the computer. He suggested that a task force be formed to study the combined use of the computer and recommend methods of utilization. The task force should be composed of staff and elected people from City Hall, staff and appointed from the Utility Commission and possibly some interested person from the public at large. Councilmember Gunkel wondered about using temporary help to implement a working system. Mr. Groen suggested that possibly a part~time finance officer be employed to help implement the plan. At this time Mayor Hinkle noted that several different personnel plans could possibly be used to improve office operations. He suggested that a Finance Director/Economic Development Coordinator be utilized. Mr. Groen and others wondered if that is the proper combination of skills. In addition to the above topic, Mr. Goen indicated incomplete items as follows: a) Certificates of indebtedness have not been issued as originally planned.' b) Fire contracts with other public agencies for 1983 and 1984 have not been billed. c) The Wright County bridge financing needs considerably more study. " d) The assessment role for the major storm sewer project has not been reconciled as yet. e) Minutes and the assessment role from the October 29, 1984 City Council meeting has not been prepared. City Council Minutes April 22, 1985 Page Five ,.., Mr. Groen indicated that he would be coming back to the City offices in the near future to finish up the 1984 audit procedure. 10. City Administrator Position Mayor Hinkle noted that Mr. Bublitz, City Administrator Candidate to meet with the City Council on Tuesday, April 23rd at 7:00 p.m. Acting City Administrator, Orvi1 Johnson work with Mr. Bublitz to for an effective interview and work discussion. would be present He asked that aid in preparing There being no further business, COUNCILMEMBER GUNKEL MOVED THAT THE MEETING BE ADJOURNED. COUNCILMEMBER WILLIAMS SECONDED THE MOTION. THE MOTION PASSED 5.0. Respectfully submitted, Acting City Administrator