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08-13-2018 CCM SPECIALSpecial Meeting of the Elk River City Council Held at the Elk River City Hall Monday, August 13, 2018 Members Present: Mayor Dietz, Councilmembers Olsen, Ovall, Westgaard, and Wagner Members Absent: None Staff Present: City Administrator Calvin Pormer, Finance Director Lori Ziemer, Planning Manager Zack Carlton, Library Services Coordinator Robbie Schake, Lead Patron Services Supervisor Brandi Canter, Chief Ron Nierenhausen, Captain Darren McKernan, Captain Bob Kluntz, Acting Fire Chief Aaron Surratt, Parks and Recreation Manager Michael Hecker, Recreation Manager Steve Benoit, Arena Manager Rich Czech, Community Development Director Suzanne Fischer, Environmental Technician Amanda Bednar, Building Official Bob Ruprecht, Liquor Store Manager Joe Audette, and Recording Secretary Jennifer Green I. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 4:02 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Senior Center Facility Discussion Mayor Dietz presented a statement outlining his suggestion for the future of the senior activity center. His recommendation was appropriating $1.5 million dollars in referendum funds to fix the current Senior Center. He stated a cost savings will be realized by using the same construction manager and architect as the arena while it is constructed. Mayor Dietz indicated that moving the seniors into the Arena/Rec Center at a cost of $713,000 does not include at least $500,000 that would need to be spent to fill the pond at the senior high school parking lot to provide additional parking spots and doesn't feel the cost to move to the arena would not be substantially less than the $1.5 million dollars. Mayor Dietz suggested if the Senior Center remains operating in the same building to reduce the number of employees from 2.5 to 1.5 and utilize volunteers and staff from Parks & Recreation to fill in the gaps and be more involved in supporting falhime staff to assist with scheduling, day trip support, and other needs. He also stated he would request from the council requiring a required $25 yearly membership fee for every senior who uses the building or goes on a trip, and he noted membership fees could generate more than $25,000 per year and that money be set Cine Council 111inutes August 13, 2018 Page 2 aside and be used in 5 years to purchase an adjacent parcel of land to be used for additional parking. He stated all the seniors he's spoken to have been very vocal and wants to stay at their facility, which has swayed his decision, noting that's a lot of voters who won't support the referendum vote. He stated he's willing to sacrifice something to ensure the seniors do vote in favor of the referendum as he doesn't want to see the referendum vote fail. Councilmember Westgaard stated there were a number of emails exchanged in the past two weeks regarding this topic and one being the difference between the amount of JLG's quote in 2016 of $1 million versus the 2018 quote of $2.5 million received last week. He stated with this quote it's hard to say what's included and what isn't, and wondered if it was for roof repairs and fire suppression systems which can be costly to update in his experience. He stated these building update funds are necessary and separate from programming needs. He stated he appreciates the responses from the seniors, who seem to know their priorities, but his priority is from a dollars and sense standpoint, noting more flexibility and opportunity for funds could provide not only current senior needs but future needs in a greater space if incorporated into the multipurpose facility. He stated the current sense of urgency is to determine where the senior space will be located and how the space is laid out in order for seniors to support the referendum. He felt dialog could continue if the senior space was incorporated into the multipurpose facility and felt $1.7 million could provide a lot more amenities and enhancements to the space. He said if there's a desire or need for some of those spaces to be senior -specific, it needs to be discussed to understand. He stated on the other hand, if the seniors want to stay where they're at, program the amount at $1.5 or 1.7 million in order to not upset the applecart. In terms of staffing and required membership fee, he wasn't sure if they need to discuss that at this time but would look to Mr. Portner, Mr. Hecker and staff as to what the programming needs are for FTEs. He felt the membership fee was tough to impose because they don't charge a membership fee for other places in town. Mayor Dietz stated the membership fee could be similar to a fee charged by Parks & Recreation for programming. He didn't think it was much to ask for a membership fee. Commissioner Westgaard asked for Mr. Jack Lorge's opinion. Jack Lorge representing Activity Center seniors stated the seniors would like to remain at the Activity Center "hands down, without a doubt." He asked for clarification about a statement made by Mr. Portner regarding the value of the activity center building and felt the most recent bid for repairs was out of line. He felt the membership fee was reasonable noting St. Cloud charges a larger fee. Mr. Portner indicated when JLG submitted their report they used staffs estimates from the city's CIP of items like HVAC, roof, windows, and restrooms requiring updating. He stated when 292 Design Group reviewed the building needs, they took a much deeper look, and because 292 had recently reviewed another similar building r a V EA f 1 e r NATURE City Council Minutes August 13, 2018 Page 3 built the same year and found asbestos and mold, it required deeper mitigation. He stated they took those things into consideration when providing their estimate that updated roofing and energy code requirements and the fire suppression system. Mr. Portner stated the goal was how to make this building last another 40 years. He asked Mayor Dietz about the decision to build a new library building instead of expanding the building. Mayor Dietz indicated they had the option of expanding the current building as the building structure was sufficient, but chose to build new because the cost of new construction wasn't that much different so they were able to acquire a more suitable property, with the cost difference not that much higher. Councilmember Westgaard stated a similar discussion of the community center occurred in 2016, and much to the surprise of the council after discussions of the economy and multi -programmable spaces, the voters spoke. He stated if seniors are indicating they'd like the city to put money towards renovating their current facility, maybe that's what the city should do. Counciltnember Olsen stated current research reflects in smaller communities that senior/activity centers don't flourish unless they're intermingled with other generations, especially kids, and that's why he felt the YMCA would be a good opportunity. He stated he sees a lot of kids when he attends the YMCA and he finds it uplifting. He has read articles on loneliness and seniors, and he feels it's important to intermingle generations. He feels concern with joining the senior center and the multi-purpose facility, noting during the school year it's a busy place with traffic and activity, and stated he felt seniors would prefer the comfortableness of the location of the Activity Center. He suggested consulting with Mary Bauer, Community Development Specialist with the Center Minnesota Council on Aging and he would like to get her input. He would also like to continue exploring the YMCA option. He said he had a brief conversation with Molly and the only thing holding it up was an operational agreement. He stated he doesn't want to be short-sighted and wondered why they needed a placeholder to lock in such firm decisions. Councilmember Westgaard stated not having a placeholder leaves that user group in the dark, noting the voters shouldn't be expected to vote for something when the funds aren't delegated and a location isn't chosen, and that's the reason for the sense of urgency. Councilmember Wagner stated the information she's hearing this evening regarding the seniors wish to stay in the Activity Center building is confusing because in 2016, she had heard the senior's concerns and they were lack of parking and their space wasn't big enough, but today, it's all just fine. In working to find a solution using the overwhelming comments taken from that process to find a solution to those comments, she's hearing they're not there anymore. But on Wednesday while on the facility tour, she stated she overwhelmingly heard Annette say `the space is too small' due to the number of people using the same, and felt they were outgrowing the space. She said in trying to find the solution and hearing the tremendous feedback P 0 V I R I 1 81 NATURE City Council Minutes August 13, 2018 Page 4 over 2 years ago asking the user groups about the facilities, she heard, "We want to be together but I don't want to hear the pool players while I'm doing yoga." She stated she's having a hard time understanding the senior's desire to stay in a building when there are these types of complaints and she wants the users of the facility to be happy. She felt the $1.5 million isn't solving the space issues, the parking concerns, and the future programming needs; it's only fixing an aging building, and because space is a big issue she didn't feel this is creating a building that will be usable for the next 40 years. She stated this past week she kept hearing the Andover YMCA was a great model and she wants to ask the group again: are we doing a disservice by not looking into the YMCA to see if it's an option. She wants to find a solution that fits the needs of the city for several decades to come. She said they've talked about their desired location but they haven't addressed nor presented what the room spaces look like and would like the senior's input on that regardless of the location. Mr. Lorge stated the drawings presented last week for space in the arena were too vague to make any determination and would like more information based on room layout details and what they would be voting for. He stated it's hard to vote on 2,700 square feet of empty space. He requested the council get plans drawn to show the seniors exactly what they're buying. Councihnember Wagner agreed but stated they also need to be careful when asking an architect draw up plans numerous times. She indicated this came up very quickly, and trying to take in the information now of the seniors not wanting to leave the Activity Center, she wants to make sure she's taking care of the entire 55+ community, and she feels they are trying to achieve that regardless of the location. Mr. Lorge stated he wants to ensure the space continues to provide a community feel and shared it was a life -preserver to him when he started attending the Activity Center. Councilmember Ovall stated he is obviously torn and seeing a 67% increase in costs was a shock to him and one that he isn't happy about. He stated he needed time to process that increase. He shared how he understands the fishbowl affect when an environment is too small and limits potential, creating a space that's crowded and unwelcoming. He hasn't been able to get sufficient evidence to see where the senior centers are growing, staying the same, or declining, and perhaps when they decline it's attributed to the area they operate within. That being said, he says they have other seniors that come on board more independent and he feels responsible to cover all types of users. He feels community is also a state of mind and behavior. He stated he is still at a conundrum and would like to continue to discuss and review options. He stated he spoke to four seniors since the last meeting and once he explained more details and answered their questions, they were in support of the referendum. Mayor Dietz stated he is hearing uncertainty from the other councilmembers and stated he thought they were supposed to make a decision tonight. He was concerned with the timeline and literature being prepared for the public. He said he's fine to INATUREI City Council Minutes .August 13, 2018 Page 5 have a placeholder of $1.5 million for a senior center and to figure out the details after the vote. Councilmember Wagner stated she didn't think it was fair to hear the change in details 35 minutes ago and the drawings presented last week for the multi-purpose facility weren't detailed enough, so it was hard for her to support it. She said if she had to choose A or B, she would choose the lower dollar figure but it wasn't that simple after hearing from the seniors tonight. She asked if it was worth paying the $100,000 fee to have plans drawn up by 292 Group and RJM Construction to provide the seniors more detailed plans. Councilmember Westgaard stated the architect fees don't add up that fast but the construction document fees add up. He asked if Councilmember Wagner would be willing to lead a group to meet with seniors in the next few weeks to receive their priorities, and along with Tom Betti, 292 Design Group and Brian Recker with RJM Construction draw up plans and schematics to illustrate their needs and the sense of community desired by the user group. He stated if that's wasn't supported by the voters, then he suggested the $1.5 converts back to the updating their current facility. Councilmember Wagner indicated she would be happy to do it. Councilmember Westgaard stated the space decisions don't have to be completely solved by the end of September but can be worked on up until Election Day, allowing the seniors to have an amended set of plans they can agree to and get behind. Mayor Dietz asked if the literature state $1.5 million spent either at the multipurpose center or the current facility. Councilmember Westgaard stated the budget is $1.5 million dollars and what they saw from RJM was a small space appended onto the activity center building. He stated the senior community space wasn't even considered in 2017 when laying out the multipurpose facility. He said they have around two and half months to prepare and while he doesn't want to speak on behalf of Tom Betti and Brian Recker, he feels confident that they would be willing to meet with them to provide something the community can get behind. He suggested that staff hold off on membership and programming activities and just talk about visualization of space to find common ground. He stated if they can't see themselves at the center, they consider how they'll renovate the space at the Activity Center. Mayor Dietz stated we may be setting ourselves up to fail the referendum as even if the seniors vote no, the council would automatically keep them at the senior center. Councilmember Westgaard stated it's one of those things that doesn't make sense to him but it really is about representing the people that voted for them, and why aren't they considering keeping them at the activity center if they are screaming to stay there. P1IIRI1 B1 INATUR� City Council Minutes August 13, 2018 Page 6 Councilmember Wagner stated she can't say A or B right now and part of this doesn't make sense to her either, but they are put in the position to represent the residents and she is willing to put in the work to meet with 292 Design Group and feels they will work together to find a solution alongside the seniors. Jim Pepin, senior center representative, stated he concurred with Mr. Lorge and that the 2,600 sq. feet of dedicated space was committed to the seniors. He also stated Mayor Dietz's proposed membership fee of $25 is conservative, and felt the acoustics are great in the Activity Center. Councilmember Ovall stated if would be helpful to have Mr. Portner and staff also discuss how programming would work within the space as he felt it important to have that feedback of selling the vision that the programming would work. He asked if the conversation of logistics have been discussed. Mr. Portner stated they haven't discussed anything specifically but would have no doubt staff is already thinking of possibilities. It was the consensus of the create schematics with 292 Design Group with guidance from Counciltnember Wagner and representatives from the senior community and hold meetings to discuss activity center layout. 3. 2019 Budget Ms. Ziemer presented the staff report. Each department reviewed their performance measures and goals along with their budget. Ice Arena Mr. Czech presented a handout outlining his division performance measures and goals for 2019 operating both sheets of ice. He indicated a `give and take' will have to occur between groups to schedule ice time and if referendum passes, other groups will have to find ice time elsewhere. He indicated the possibility of staff layoffs for part of the time the ice sheet is down. The council took a short recess at 5:42 p.m. and reconvened at 5:52 p.m. Energy City Councilmember Wagner requested a sponsor be found to provide funds for the solar picnic table. Mayor Dietz stated he would ask ERMU to support half of the cost. Gar�bane Councilmember Wagner stated she would like to see use of the Recycle Coach app double in order for her to continue supporting it. Fire It was the consensus of the council to allow a firefighter to come on board now in light of a pending March 2019 retirement. P 0 V I R I II T ATUDL City Council 1\•1Ltutes August 13, 2018 Page 7 Mayor Dietz requested the council meet in person with former Fire Chief T. John Cunningham to discuss his recent request for additional wages. He would like to revisit it at a time when he can be here. He stated he wasn't sure if it would change their minds but would like him to have a chance to discuss points when Mr. Cunningham is present. It was the consensus of the council to hold a work session with former Chief Cunningham on September 4, 2018, to discuss his severance request. Mayor Dietz asked if employees can update their work phone voicemail message to include their name so people know who they're reaching. Mayor Dietz stated he has received calls from concerned fire fighters regarding the job position description for the fire chief and requested the position description be reviewed at the September 4 council meeting. He stated the fire fighter concerns were that they'll be hiring an administrative -type chief and he wants to make sure the job description is sufficient. Mayor Dietz and Councilmember Westgaard will be absent for the August 20, 2018, council meeting and Councilmember Ovall will be acting mayor. 5. Adjournment There being no further business, Mayor Dietz adjourned the meeting of the Elk River City Council at 8:06 p.m. Minutes prVared by Jennifer Green. V TmVAMcl, City Clerk p 0 1 E a [ I Bt NATURE