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3.1.D. ERMU MINUTES 04-12-2011MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, MARCH 14, 2011 Members Present: Mayor Dietz, Councilmembers, Motin, Westgaard, and Zerwas Members Absent: Councilmember Gumphrey Staff Present: City Administrator LoriJohnson, Street Superintendent Phil Hats, Assistant Street Superintendent Mark Thompson, Environmental Administrator Rebecca Haug, ERMU Director of Operations Troy Adams, Human Resources Representative Lauren Wipper, and Executive Secretary/Deputy City Clerk Jessica Miller 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:30 p.m. by Mayor Dietz. 2. Consider Council Agenda Public works facility was added under other business. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 4-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. MEETINGMINUTES • MARCH 7, 2011 REGULAR • MARCH 7, 2011 CLOSED (LANDFILL) • MARCH 7, 2011 CLOSED (BAILEY POINT) MOTION CARRIED 4-0. 4. QPen Mike No one appeared for open mike. 5.1. 2010 NPDES Permit Update/Annual Meeting Ms. Haug presented the staff report providing a update on the 2010 NPDES. City Council Minutes March 14, 2011 SWCD Pond Update Page 2 Mark Basiletti, Sherburne Soil and Water Conservation District (SWCD) - reviewed the stormwater retrofit assessment and grant opportunities. He also reviewed the Chamber of Commerce rain garden proposal. Mr. Basiletti explained that the SWCD is working to identify other stormwater retrofit projects in the city. fie stated that many potential areas have been identified; some of which are on private property. He discussed a potential garden at the townhomes near Morton Avenue. He will research this property further and discuss it with Ms. Haug. The Council indicated they prefer rain gardens to be on city property but would like signed maintenance agreements with the property owners if they are to be located on private property. Ms. Haug indicated that staff is also working to identify a rain garden location at Pinewood Golf Course. 5.2. Lake Orono Water Quafity Improvement Committee Update Paul Sheets, President Lake Orono Improvement Association - reviewed a PowerPoint on behalf of the Lake Orono Water Quality Committee (LOWQC). Lake Orow Ba-xb PastirC Coxvt a Mr. Sheets stated that the MN Department of Health has a less constrained recommendation than the current city policy relating to beach posting for impaired water quality. The LOWQC is asking the city consider following the MN Department of Health regulations. Consensus of the Council was for staff to research this issue and bring it back prior to swimming season. Meimranlum of UnkatanAT (MOU) The Council expressed concerns with the MOU as written. Consensus of the Council was to not pursue the MOU. 5.3. Joint Meeting with Utilities COmmissiOn Pursuant to due call and notice thereof, the meeting of the Elk River Utilities Commission was called to order at 7:24 p.m. by Chair Dietz. Mr. Adams presented the staff report. Mr. Adams and Larry Blaine, Chief Financial Officer from Central Minnesota Power Agency (CMMPA), outlined the maximum risks involved with the project. MOVED BY COMMISSIONER THOMPSON AND SECONDED BY COMMISSIONER NADEAU TO ADOPT RESOLUTION 11-01 A RESOLUTION OF THE ELK RIVER MUNICIPAL UTILITIES AUTHORIZING PARTICIPATION IN THE BROOKINGS - TWIN CITIES TRANSMISSION PROJECT AND THE FINANCING WITH CMMPA. MOTION CARRIED 3-0. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT RESOLUTION 11-11 AUTHORIZING PARTICIPATION IN THE BROOKINGS-TWIN CITIES TRANSMISSION PROJECT AND THE FINANCING WITH CMMPA. MOTION CARRIED 4-0. Caty Council Minutes Page 3 March 14, 2011 There being no further business, Chair Dietz adjourned the meeting of the Elk River Utilities Commission at 7:38 p.m. 5.4. Review Compensatory Time Ms. Johnson presented the staff report. Discussion took place on compensatory time for non-exempt employees and how various departments utilize it. Discussion also took place on time off for exempt employees. Mr. Thompson reviewed a PowerPoint on street department plowing operations this season. Discussion took place on what city services should be provided after hours. Ms. Johnson indicated the Council should discuss with staff what level of service they wish to provide. She stated that this item could be discussed during budgets. Council consensus was for staff to prepare a report outlining 2010 compensatory time by department and have the department heads explain why the compensatory time was earned and include recommendations in what areas compensatory time could be reduced. It was noted that overtime will be discussed during the budget. Mayor Dietz questioned why holidays are included as hours worked in the policy. Ms. Johnson stated that state law does not require they be included but the Council chose to include them when the policy was changed to exclude vacation hours. 5.5. Council Open Forum Mayor Dietz discussed the following items: Cky Faxpates League recommends each department has a Facebook page. This item will be discussed with the branding program. City rewkner Mayor Dietz questioned if the city profits from the newsletter. He would like details presented to the Council. Cale cf Cn&ty He stated he believes it would be a good idea to post a Code of Civility on the wall in the Chambers. He would like staff to bring back a sample code. City Slaznng He stated he spoke with city officials from Nowthen and Otsego regarding sharing city equipment and services. He would like Council approval to discuss this issue further with those cities. Council consensus was for Mayor Dietz to move forward with discussions. It was noted that the City of Ramsey City Council has requested a joint meeting with our Council. City Council Minutes March 14, 2011 Page 4 Vdanrreer Coo dinator He distributed an article regarding use of volunteer coordinators by cities. He asked that department heads create a wish list of things theywould like to pursue with the use of volunteers and come back to the Council with positions required and hours needed. He also asked that the Council come back with recommendations of people who could perform the duty of volunteer coordinator. City A dnwwtrator Performmnx Reheat Mayor Dietz stated he would like to conduct Ms. Johnson's performance review on April 18. He distributed a letter and performance review form he would like completed by department and division heads. 6. Other -Business Ms. Johnson stated the public works facility building kickoff was today and there are a few items that need to be discussed. Building Standard Ms. Johnson questioned if the Council would like to build the facilityto LEED standards and seek certification. Discussion took place and consensus of the Council was to build the facility to B3 standards. C=tn=ionMamber/Cmtruaicn MawgerA t Rick Ms. Johnson stated the Council could hire a construction manager or construction manager at risk for this project. She noted the city has experience with both. Discussion took place and consensus of the Council was to send out Requests for Proposals for a construction manager at risk. Corr ssiotang The Council discussed this item and would like to get a mechanical engineer involved at the beginning of the project to insure it is designed properly. The Council stated they believed this cost is included as additional services from the 292 Group. Ms. Johnson stated she would verify that and report back. Council Updates There were no Council updates. 8. Staff Updates Ms. Johnson reminded the Council of the Chamber event on March 22. She asked the Council to let staff know if they plan to attend. It was noted Councilmember Zerwas and Mayor Dietz are attending the Lake Orono Improvement Association dinner next week but no quorum of the Council will be present. The Council wished to confirm the date of the Board of Appeal meeting as Wednesday, April 27. Councilmember Morin indicated he is unable to attend. The remainder of the Council plans to attend. City Council Minutes March 14, 2011 Adjoumment Page 5 There being no further business, Mayor Dietz adjourned the meeting of the Elk River Gty Council at 8:57 p.m. Minutes prepared by Jessica Miller. Tina Allard, City (Jerk John J. Dietz, Mayor