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09-06-1983 CC MIN REGULAR WEEKLY SCHEDULED MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER PUBLIC LIBRARY SEPTEMBER 6, 1983 Members Present: Mayor Hinkle, Councilmembers Engstrom, Duitsman, Schuldt, and Gunkel. Members Absent: None. 1. The meeting was called to order at 7:30 p.m. by Mayor Hinkle. 2. Agenda Item 9Yz, Miscellaneous items, was added to the September 6, 1983, City Council Agenda. COUNCILMEMBER SCHULDT MOVED TO APPROVE THE SEPTEMBER 6, 1983, CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER GUNKEL SECONDED THE MOTION. THE MOTION PASSED 4-0. 3. Minutes COUNCILMEMBER GUNKEL MOVED TO APPROVE THE MINUTES OF THE AUGUST 15, 1983, CITY COUNCIL MEETING. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 4-0. 4 . Op en Hike No one appeared for this item. 5. Approval of Setup license for Elk River Country Club. The City Administrator indicated that the Elk River Country Club has applied for a setup license. The City Administrator further indicated that the fee is paid to the State of Minnesota but the City Council must approve the license. COUNCILMEMBER DUITSMAN MOVED TO APPROVE THE SETUP LICENSE FOR THE ELK RIVER COUNTRY CLUB. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 4-0. 6. Revision of Mileage Allowance The City Administrator indicated that the City's mileage allowance has been 179 per mile since 1978, and further indicated that bperating costs for automobil<;s:has risen significantly and therefore, the City Staff took a survey of a number of local and area businesses to determine their mileage allowances paid. The City Administrator indicated that based on the survey, it was recommended that the City Council authorize an increase in the mileage allowance for eligible mileage from 179 per mile to 209 per mile. Councilmember Schuldt indicated that fhe County pays 219 per mile mileage allowance and that he did not have a problem with the survey and the recommended increase in mileage allowance. COUNCILMEMBER GUNKEL MOVED TO APPROVE A RATE OF 209 PER MILE MILEAGE ALLOWANCE TO BE PAID FOR AUTHORIZED TRAVEL BY CITY EMPLOYEES EFFECTIVE SEPTEMBER 6, 1983. COUNCILMEMBER ENGSTROM SECONDED THE MOTION. THE MOTION PASSED 4-0. Council Minutes September 6, 1983 Page Two 7. Community Tabloid Newspaper The City Administrator indicated that Ms. Jackie Frye and Ms. Debbie Yauk were present to discuss a community tabloid newspaper. The City Administrator in- dicated that Ms. Frye and Ms. Yauk are currently working with the Mercy Medical Center public relations department in the production of their publication. Ms. Yauk indicated that their intent was to publish a City newsletter and that they would need the City Council's endorsement for publication. Ms. Yauk indicated that the newspaper would be complete with advertising and further indicated that Jerry Hagen has committed to three pages of advertising. Ms. Yauk indicated that the paper would contain feature articles about local business- men and the City. Councilmember Schuldt indicated that he did not understand the need for City ap- proval, as it appeared that it would then be a publication with government cen- sorship. General discussion was carried on regarding the type of newspaper pro- posed, and the cost for advertising. The City Administrator indicated that it was Ms. Yauk and Ms. Frye's intent to use the City's bulk rate for direct mailing and therefore, it would become a City publication. Further discussion was carried on regarding the direct mail publication and City bulk rate. Councilmember Duitsman indicated that the Community Education Department has a newsletter that: does list all the services of the City of Elk River. Council- member Gunkel questioned ~he distinction between City news or soft news, and the local newspapers news~ Or hard news. Further discussion was carried on regarding the competition between the other local shoppers for the advertising dollars. Discussion was also carried on regarding the number of households within the City of Elk River, and whether the City's bulk rate could be used for promotion outside the City limits of the City of Elk River which would include Burns Township, Otsego Township, Ramsey Township, and other areas that are part of the total Elk River Community. Further discussion was carried on regarding competition and preferential treatment to the community newspaper with the bulk rate for direct mailing. Ms. Yauk indicated that she felt the market was there, that local advertisers have expressed their dissatisfaction with the local shopper and are interested in advertising in a new newspaper. Councilmember Gunkel indicated that she felt competition was good but had some concerns regarding the City's involvement. Mayor Hinkle indicated that he liked the idea of a City Newspaper but had some reservations regarding the unanswered questions that had come up through the discussion with regard to the area to be served and the use of the City's mailing bulk rate for private enterprise. Councilmember Duitsman indicated that he felt if the City was to look at a City Newspaper published by a private enterprise, they must receive a response from the other local paper as well. It was the consensus of the City Council to do further research into the idea of a community newspa~er published by a private enterprise. Council Minutes September 6, 1983 Page Three 8. Consider Amending Section 404 of the City Code regarding discharge of firearms on the Mississippi River The City Administrator indicated that Mr. Erwin Specht has approached the City requesting that his property in the A-I Zone of the southeast area of the City be included in the Firearms restriction area. The City Administrator indicated that an ordinance restricting the discharge of firearms on the Mississippi River would be difficult to enforce, as Otsego Township borders the other side of the river. The City Administrator indicated that there would have to be the same cooperataon from Otsego Township. General discussion was carried on regarding the City's rights on a public water- way such as the Mississippi River. Mayor Hinkle suggested that the City Admin- istrator pursue the possibility of restricting the discharge of firearms with Otsego Township. Councilmember Duitsman indicated that he wanted a public hearing held with both the City of Elk River and Otsego Township and both interests re- presented. It was the consensus of the City Council to authorize the City Administrator to check with other cities, specifically Monticello, St. Cloud, Anoka, and Champlin as to how they deal with the problem of the discharge of firearms on the Mississippi River. 8~. Brentwood Addition Councilmember Duitsman questioned how the City would control the road construction project in the Brentwood Addition to insure the project was to City standards. The City Administrator indicated that the City Engineer will do the inspections when the project is being constructed. Further discussion was carried on re- garding various streets in the City of Elk River specifically Jarvis, Troy, and Irving. 9. Administrator's Update A. Flag Dedication The City Administrator indicated that the Flag Dedication ceremony is set for September 17 from 6:00 p.m. to 8:00 p.m. with food being served, light enter- tainment, and a program consisting of guest speakers and a fireworks display. B. Lion's Park Acquisition and Groundbreaking The City Administrator presented a design of the park area for the City Council's review. The City Administrator indicated that the design incorporates the proposal by Zack Johnson submitted for the LAWCON grant, as well as suggestions and ideas from the Lion's Club. The City Administrator indicated that the City's Street Superintendent, Mr. Phil Hals has done some digging in the area to determine the levels of peat. Mr. Phil Hals, the City Street Superintendent indicated that he took soil borings in ten different areas of the park. Mr. Hals indicated that the soil in the pond area and the band shelter area was the most porous with approximately 12 feet of peat. Mr. Hals further indicated that the best area with approx- imately 3 feet of peat and then solid sand, was in the area of the proposed Council Minutes September 6, 1983 Page Four 100 car parking lot at the northwest corner of the park land. Mr. Hals indicated that along the southern edge and up along the eastern edge, the soil contained about 5 feet of peat and 2 feet of marl and then sand. Mr. Hals indicated that the berm proposed in the parks design could easily be built with the excess peat but the concern is in the parking area and underneath the structures. Mr. Hals indicated that further analysis would have to be done to determine if the area could support the parking lot and the various other structures. Councilmember Duitsman questioned the ballfields and expressed his concern that he did not want organized recreation activities in the park area. The City Administrator indicated that the proposed ballfields were not for compe- tition, but are designed to be used for families and family type picnics and gatherings. The City Administrator indicated that there would not be an infield and that the area would be open space for various sport activities. The City Administrator indicated. that after the soil analysis are received, the City would have to determine whether the park could actually be developed. The City Administrator indicated that the proposed final design of the park incorporated all of the thoughts and suggestions which included a lot of open space, a 17 foot slide hill built with the dirt from the ponding area, and various berms around the park. The City Administrator further indicated that plantings would be done and picnic tables placed around the park area with a foot bridge built over the narrowest part of the pond area. Councilmember Duitsman indicated that he was in favor of only one open field and one ballfield, as he felt there should not be any organized recreation use of the facility. Further discussion was carried on regarding the need of more space in the City for organized recreation programs. Discussion was also carried on regarding the need of lighting in the park. Councilmember Gunkel indicated that some time in the future the City Council should consider the City dump area for a natural park with nature trails. The City Administrator indicated tha tthe Lion's Club want to plan a groundbreaking ceremony for the park. It was the consensus of the City Council to wait until the soil analysis are back and it is confirmed that a park can be developed on the land before a groundbreaking ceremony is scheduled. C. Gates Avenue Improvement Project, Easements, Change Order and Progress The City Administrator indicated that he is in the process of obtaining ease- ments in the Planned Unit Development. The City Administrator further indicated that the Attorneys Mr. Nielson and Mr. McGibbon have the easements and further indicated that Dietz and Barthel have signed and the concern is with the Nickerson Estate. The City Administrator further indicated that Terry Maurer of Consulting Engineers Diversified would address the request of a change order on the Gates Avenue Project. Mr. Terry Maurer indicated that after the plans and specifications were com- pleted, the rerouting as proposed of the sanitary sewer line through Evans and Main to the Evans Street lift station is not possible, and that in order Council Minutes September 6, 1983 Page Five to accomplish the same results, it would require a 2 phase solution. Mr. Maurer indicated that the sanitary sewer could be rerouted from Holt to Gates along 3rd Street and then down to Main and then next year it would be connected with the sanitary sewer in Main Street and routed to the lift station on Evans. Mr. Maurer indicated that they are proposing a 12 inch plastic line to replace the 8 inch clay line which would eliminate the infiltration problems with the old line. Mr. Maurer indicated that the total change order would be approximately $31,000. Councilmember Duitsman questioned the capacity of the Evans Street Lift Station with the current flow, the proposed change by the change order, and the future predictions for added flow. Terry Maurer indicated that the lift station had plenty of room for added capacity and that the small amount that would be rerouted to that lift station is not significant. Discussion was carried on regarding the means of paying for the rerouting of the sanitary sewer line. The City Administrator indicated that typically that type of cost is assessed and further indicated that it could be included in the project cost at this time and assessed with the Main Street Project next year. It was the consensus of the City Council to include the change order cost into the cost of the Gates Avenue Project and consider assessing the sanitary sewer cost with the Main Street Project. COUNCILMEMBER DUITSMAN MOVED TO APPROVE A CHANGE ORDER FOR THE REROUTING OF SANITARY SEWER IN THE AMOUNT OF $31,887. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 4-0. Mr. Terry Maurer indicated that the jacking under Highway 10 has been completed and the contractors are getting ready to jack under the railroad. Mr. Maurer indi~ cated that the contractors are planning on a double shift to jack under the rail- road which will take approximately 7 days. Mr. Maurer further indicated that the contractors are working along Gates Avenue completing the preliminary work so that as soon as the Storm Sewer line is open to the river the dewatering process can be done and construction can be started. D . &E . Highway 10 Improvement Proj ect and Main Street Improvement Proj ect Mr. Terry Maurer indicated that he has met with the Department of Transportation people and has gotten approval for the signal layout of Highway 10 and Main Street. Mr. Maurer further indicated that final plans should be back from the State of Minnesota Department of Transportation within two to three weeks. Mr. Maurer further indicated that th~ Main Street plans are done and further indicated that there would be two contracts with the State, one for the signalization at Main and 169 and one for the Street construction. The City Administrator indicated that the State is including in the Highway 10 project the intersection of Highway 10 and Main Street from the bridge to over the railroad tracks. Mr. Maurer further indicated that both projects are moving along on schedule. Council Minutes September 6, 1983 Page Six F. Computer Acquisition and Future Progress forBid Award The City Administrator indicated that the City sent out 11 RFP's for bids on a data processing system for the City of Elk River. The City Administrator further indicated that three bids were received. The City Administrator indicated that he would like to have Mr. Dave McCauley, a Data Processing Systems Consultant, review the proposals with the City. The City Administratorfurthet-indicated that Mr. McCauley would work for the City at $45.00 per hour to review and make a rec- ommendationto the City Council. Discussion was carried on regarding when Mr. Dave McCauley could meet with the City Council for review of the proposals prior to oral interviews scheduled for Mon- day evening with the three vendors. Councilmember Duitsman indicated that he could not respond to the consideration of hiring a consultant until he reviewed the proposals. Councilmember Gunkel indi- cated she would be more confident with a 3rd party input into the decision of a computer system. General discussion was carried on regarding the need of a consulting service in the review process of the proposals. COUNCILMEMBER ENGSTROM MOVED TO AUTHORIZE THE CONTRACTING OF A CONSULTANT TO RE- VIEW THE PROPOSALS BEFORE ORAL INTERVIEWS ARE SCHEDULED FOR MONDAY, SEPTEMBER 12, 1983. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION PASSED 3-0. COUNCIL- MEMBER DUITSMAN ABSTAINED. G. Budget Review Schedule The City Administrator requested that the City Council consider some budget re- view dates as the budget would be ready for their review approximately September 15th. It was the consensus of the City Council to schedule Thursday, September 22, 1983, and Thursday, October 6, 1983 as budget review meetings:. 9~. Miscellaneous Items Councilmember Gunkel indicated that she had various items that she wanted to discuss regarding their status. 1. The Proposed Ordinance Change for Conditional Uses in Light Industrial Zone The City Administrator indicated that the Planning Commission will be considering that item at their September meeting and that it would be normally scheduled for the City Council's third October meeting. Councilmember Gunkel requested that it be moved to the City Council's first October meeting. It was the consensus of the City Council that the public hearing for the Ord- inance Amendment to the Conditional Use Section of the Light Industrial zone be Council Minutes September 6, 1983 Page Seven held at the October 3rd City Council meeting. 2. Public Hearings Held by the Planning Commission The City Administrator indicated that the issue had not been brought before the City Council for final discussion and that it would be scheduled in the very near future. 3. Downtown Project The City Administrator indicated that the project is wating for Mr. Zack Johnson and Mr. Dave Sellergren's recommendations before presenting to the City Council and the HRA. 4. Library Board Ordinance The City Administrator indicated that the Library Ordinance would require a joint meeting of the Library Board and the City Council and that time has not permitted the scheduling of that joint meeting. 10. Check Register COUNCILMEMBER ENGSTROM MOVED TO APPROVE THE SEPTEMBER 6, 1983 CHECK REGISTER. COUNCIL- MEMBER DUITSMAN SECONDED THE MOTION. THE MOTION PASSED 4-0. 11. Tentative Agenda for September 12th The review of the computer proposals and oral interviews of the vendors is scheduled for the September 12th, 1983 City Council meeting. There being no further business, COUNCILMEMBER ENGSTROM MOVED THAT THE MEETING BE ADJOURNED. COUNCILMEMBER GUNKEL SECONDED THE. MOTION. THE MOTION. PASSED 4-0. G~;L1YiJ.bmittL Phyrlis Boedig~ Deputy City Clerk/Treasurer PB:st