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5.7 ERMUSR 09-13-2005 11. Elk River ' Municipal Utilities 13069 Orono Parkway phone: 763.441.2020 Elk River,MN 55330 Fax 763 4418099 ' September 6, 2005 To: Elk River Municipal Utilities Commission ' From: Bryan Adams Subject: Joint Boards/Commission/Council Meeting On October 10, 2005 at 6:30pm at the Lions Park Center, a joint meeting between Elk ' Rivers Boards/Commissions and City Council will be held. Attached is the following information for your review. 1) October 1 1, 2004 minutes of a joint meeting. 2) December 13, 2004 Council minutes. item 5.5 follow-up on October joint meeting with Boards/Commissions. • IP As of this v\riting, the exact format of the meeting is unknown. Hopefully, John Dietz can update us as to the council's expectations. I sense the large policy issues are between the ' Council Planning and Park & Recreation. The utility goals are well stated in the above attachments and will probably remain unchanged. 1 1 1 1 SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE LIONS PARK CENTER I (JOINT MEETING WITH THE BOARDS AND COMMISSIONS) IMONDAY, OCTOBER I I, 2004 I Members Present: Mayor Klinzing, Councilmembers Dietz, Kuester, Tveite, and Motin Members Absent: None IStaff Present: City Administrator Pat Klaers, Director of Planning Michele I McPherson, Director of Economic Development Cathy Mehelich, Director of Building and Environment Steve Rohlf, Director of Parks and Recreation Bill Maertz, Utilities General Manager Bryan Adams, I Librarian Mick Stoffers, and City Clerk Joan Schmidt EDA Members: Pat Dwyer,Jeff Gongoll, and Larry Koenig I Heritage Preservation Members Present: Lance Lindberg,Jeff Gongoll, Pat Dwyer, and Cynthia Olson I HRA Authority: Jean Lieser and Larry Toth • Ice Arena Commission Members Present: Dave Halgren, Ronald Johnson and Dale Martin Library Board Leslie Anderson, Michael Hangaard, Allison Olson, Anne Schroeder, I and Members Present: Karen Stelk Parks and Recreation Dave Anderson,John Kuester,James Nystrom, I Members Present: Duane Peterson, and Dawn Polston-Hork Planning Commission Dana Anderson, Pete Lemke, Leo Offerman, Howard Ropp, Kevin I Scott, Members Present: and Matthew Westgaard Utilities Commission Members Present: Jerome Takle and Jim Tralle I 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was I called to order at 7:00 p.m. by Mayor Klinzing. 2. Goal Setting Worksession with Boards and Commissions III Mayor Klinzing introduced the council and herself and thanked the board and commission members for attending this joint meeting. She stated that the council is I III interested in hearing the goals, hopes and desires of the groups as well as commission members also are interested in this exchange of ideas. She stated that council has heard that it is felt that the council doesn't communicate as much as they should and she Istated that the council felt this joint meeting would help. She stated that each board and commission has also recently had a council liaison appointed, which also will help with communication with the council. She stated that quite possibly a list will come I out of this meeting of items that may need to be talked about again. She assured the members that they could leave this meeting knowing that they were heard and that I there will be follow-up by the council. Each board and commission member was introduced and the Chair of each board or I commission shared their goals. An open questions/answer session followed the presentation of each group's goals. I Goals identified by the Planning Commission: • Insufficient transportation for infrastructure - need to establish traffic patterns, identify corridors and secure them-- ask MnDOT to give more specifics I regarding future highway improvements; • Lack of available retail/office/commercial space (land that could be developed I now); • Need for a citywide trail system for hiking and biking (believes Riverfront could be a great asset). • Goals identified by the Parks and Recreation Commission: I . Need to update current Master Plan and take the Natural Resources Inventory and move to identify lands, etc. for protecting and acquiring; ■ Use the Natural Resources Inventory to develop a strategy for future development, and work with the Planning Commission and City Council to I implement it -- development of trails; • Develop a comprehensive CIP plan that goes out 5-10 years; • Show the public that park development is worth supporting by finishing off Iwhat has been started and making it showcase worthy. Goals identified by the Economic Development Authority (EDA): I • Industrial promoteLight Development Elk River as the Li ht Industrial Hub of the Northwest Metro; provide financing options and site options for industrial Ibusinesses; • Transportation -Advocate and support proactive planning for improvements the local and area transportation system; Ito • Commercial Development - Encourage desired commercial development in identified areas; ■ Central Business District (CBD) - improve viability. IIIGoals identified by the Heritage Preservation Commission: I 11110 • Educate citizens of Elk River with respect to the historic and architectural heritage of the city via written/oral history (especially urgent is the oral I history); ■ Conduct a continuing survey of all historic areas, places, buildings, structures, or similar objects in the City (i.e.,the recent archaeological survey); In Find incentives to encourage property owners to voluntarily create a historic district; • Identify potential land acquisition(s) of a property with local historical or Icultural importance. Goals identified by the Ice Arena Commission: I • To oversee management of the Ice Arena facility by making recommendations to the Elk River City Council regarding setting policies and procedures on I facility use and rental, setting of policies for ice rental rates, establishment of priorities of ice rental to customers, and marketing of the space for rent for various activities; I .I Identify ways to increase revenue on the use of the facility for rental of space for dry land activities as well as increasing the usage of the ice over non peak hours; I .I Assist in resolving any potential conflicts in use and priorities of use of the facility; • Support the November bond referendum for the School District. 110 Goals identified by the Municipal Utilities Commission: I .I Reliability and preparedness for future growth in the Elk River area; • Secure contracts with power suppliers; • Ongoing training for employees; I • Cooperate with city, state, and county departments; • Coordinate and cooperate with neighboring utilities. I Mayor Klinzing thanked the group for their involvement and support in conservation programs and renewable resources. She stated that Energy City could put Elk River on the map nationally. IGoals identified by the Library Board: I . Start project proposal to expand the facility; I • Play Advocacy Role --Continue to educate the public in use of library and importance of library. IGoals identified by the Housing& Redevelopment Authority (HRA): ■ Implementation of the Downtown Revitalization Project with MetroPlains III Development; ■ Completion of the Downtown North of Highway 10 Visioning Plan; ■ Continue to monitor the housing needs of the City; I lip ■ Transportation — Be proactive in east/west corridor development. tMayor Klinzing thanked everyone for his or her input and for coming. She stated that she would like to continue these meetings and encouraged the members to talk within I their groups as to how the members felt on having these types of joint meetings in the future. She wanted them to discuss if they felt it added value. The Mayor also encouraged the groups to discuss "cross over" goals that they have in common with Iother groups. The meeting recessed at 8:30 p.m. and reconvened at 8:40 p.m. I3. Council Open Forum I City Administrator Klaers stated that the council had received a memo from Fire Chief West regarding the purchase of a vehicle to be used for emergency response, equipment, and I firefighter transport by the Fire Department and for use by the Fire Chief. The total cost of this project will be $28,376.40, which is less than the $30,000 included with the staff addition request for 2005. 10 City Administrator Klaers stated that he wished to clarify the direction given by council last week regarding the public safety-building project. I Councilmember Dietz stated that no payments from the bond can be made for the public safety-building project after November 9, 2004 and so all payments would have to be taken out of the general fund. Mr. Dietz stated that last week Gary Lore had I provided Kraus Anderson with a list of the items that still need to be completed and at this time half or more of the items are done. Mr. Lore will continue to work with Kraus-Anderson until these issues are resolved. It was felt that the only leverage the I city has is to work with Kraus-Anderson to get these items completed since most of the contractors and subs have their money. The council concurred with Councilmember Dietz that nothing written needs to be sent at this time. It was Ifurther noted that payment to Kraus-Anderson is still being withheld. Mr. Dietz noted that reimbursement for the $19,000 water damage will have to come I from Collins Electric's insurance company and that Attorney Beck should provide some feedback to the council as to whether the city can continue to hold that money. I Councilmember Kuester stated that she would like a penalty clause to be written into future agreements like this. 3. Adjournment III There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 8:57 p.m. I le 9%.1 l'?.,44..4 Joan Schmidt City Clerk II I I I I I • City Council Minutes Page 4 December 13,2004 110 Mr. Rohlf also wanted direction whether the city would assess the costs of R.C. Rolloff clean up to the property. It was the consensus of the Council to do contractual agreements with deadlines, Council indicated a dollar amount to look at. 1 C. Energy House III ' Building and Environmental Administrator Stephen Rohlf reviewed his staff report updating the Council on the proposed Energy House III. This house will be set up for demonstration purposed with tours specific for three years. It was the consensus of the Council to use Landfill Abatement Funds in the range of $50,000 to $60,000 if the house is used for recycling education, that the city would not use ' tax rebate financing, that the city did not wish to delay the building permit fees, and when the three years are up that the house does need to be sold. The staff needs to set a deadline with specific issues to that location, and that screening may need to be provided from County Road 1 or from the neighborhood. 1 5.5. Follow-up on October Joint Meeting with Boards/Commissions ' Mayor Klinzing stated that she felt is was important for the Council to go through the items brought up by individual boards and commissions and to determine the direction that the Council wished to give to them. It was the consensus of the Council that this information ' would be taken back to the individual commissions through their Council liaison. Planning Commission Councilmember Kuester stated that she would like to see statements that are goals and not problem statements. This group may need to be challenged with the problem and asked to provide possible solutions. In dealing with the citywide trail system for hiking and biking,it was suggested that the Planning Commission should meet with the Park and Recreation Department to see what they plan to do in this regard. It was also stated that the Planning Commission needs to look at their role in the ' development review process. For example, they may need to look at their role and examine why a lot of variances are coming forward. In this regard, perhaps an ordinance change is an area they may need to look at closer. Councilmember Kuester stated that they are also ' advocates. Park& Recreation Commission This group has been working toward accomplishing the goals identified and spending park ' funds on improvements. It was stated that this group has been very aggressive, even thoughts have come forward about a referendum. They are planning to have meetings in January to assess and prioritize projects and that a very good presentation of revenue ' projection was done by staff. It was suggested that this group could work with the Planning Commission with some of their projects. ' EDA It was the consensus of the Council that this group is working toward and achieving their goals. HPC Councilmember Kuester stated that members have volunteered to go out and talk to the citizens with respect to the historic and architectural heritage of the city. It was suggested City Council Minutes Page 5 December 13,2004 116 that in one of the goals of encouraging property owners to voluntarily create a historic district that the groups of the EDA/HRA and HPC need to work together on this possibility. In identifying a potential land acquisition, the group would like to work with the ' Holton's for the possibility of a park since there is a lot of history in that area that could be integrated along with the Parks &Recreation goals. ' Ice Arena Commission The goals of this group are on-going. Staff does talk to other cities as to their ice skating needs and issues. It was stated that the ice arena could easily sell another 200 hours of ' prime ice time if available. There are several school groups getting additional traveling teams. Dry land activities: one that was identified was in the opening of a shooting gallery. The goal of this group, and they are doing a great job of it,is to provide a facility for ' community activity that isn't too costly. Councilmember Tveite also mentioned one goal that was not listed was how to recognize alumni of the Elk River Ice Arena and currently there are photos being displayed. ' Municipal Utilities Commission Councilmember Dietz stated that these goals won't change and will continue to be on-going and that is to provide the best service at the best price. ' Library Board There is a project proposal to expand the facility and they would like to see more library ' related information on the web page and also on the cable station. Councilmember Dietz stated that they have recently had some training and that they will be acting as advocates and be preparing a document to take to the county and hoping to educate the county on the importance of the library. HRA It was the consensus of the Council that the HRA are working toward and achieving their goals. Also, the Council is in support of these goals. Councilmember Kuester stated that she feels the Council should have two categories in the ' future for the commissions to consider. One: their goals for their group and two: goals for the whole city. ' 6. Other Business There was no other business. ' 7. Staff Updates There were no staff updates. ' 8. Adjournment ' There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 8:55 p.m. 111 Joan Schmidt City Clerk