Loading...
4.1. DRAFT MINUTES (2 SETS) 05-20-2019 VA City of Elk Special Meeting of the Elk River City Council River Held at the Elk River Public Safety Facility Tuesday, April 23, 2019 Members Present: Mayor John Dietz, Councilmembers Garrett Christianson,Nate Ovall,Matt Westgaard, and Jennifer Wagner Members Absent: None Staff Present: City Administrator Calvin Portner, Fire Chief Mark Dickinson, City Clerk Tina Allard, Community Development Director Suzanne Fischer, Chief of Police Ron Nierenhausen, Planning Manager Zack Carlton, Finance Director Lori Ziemer,Economic Development Director Amanda Othoudt, Parks and Recreation Director Michael Hecker, Public Works Director/Chief Engineer Justin Femrite, and Deputy Clerk Jessica Miller 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 1:03 p.m. b Ma or Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited."; 3. Council/Staff Annual Retreat Review Values,Vision, and Mission Statement Mr. Portner reviewed the value,vision, and mission statements and asked Council how they feel about the statements two years after they were created. The Council felt the statements were good. 2018 Goals Review/Update Mr. Portner reviewed short-term,mid-term, and long-term goals. Building Resilient Communities, Chuck Marohn (ICMA Video) Council and staff watched a video of a presentation on Building Resilient Communities presented at the ICMA National Conference by Chuck Marohn. Council and staff discussed the video and how it relates to Elk River. The following comments were made: 0 Franchise fee in good shape to handle new development. City Council Minutes Page 2 April 23,2019 ----------------------------- ■ City can work out agreement with property owners for future development rather than owning property. ■ Small businesses hold communities together by supporting local and youth events. ■ City should create and continue showcasing Elk River's amenities. ■ Downtown core should be expanded. ■ Larger stores help small businesses by bringing traffic. ■ City does best to get people downtown by holding concerts, farmer's market, and Elk RiverFest. ■ Accessibility drives business and will change with Highway 169 interchange. ■ Can fill in gaps with increased density rather than developing outlying areas. Housing/Code Enforcement/Redevelopment Housing Mr. Carlton presented information on housing in Elk River. He indicated Elk River continues to see growth in single-family construction. He stated the price point for new construction in Elk River is $300,000 or above.Mr. Carlton explained Elk River is starting to see a gap in the housing lifecycle for starter homes. Builders are saying cities are not allowing them to build new, affordable housing because of regulations, etc. He added without affordable starter homes we risk losing young or aging residents. Councilmember Westgaard questioned what we are doing as a city to increase the builder cost for new construction. Mr. Carlton explained he believes it may be more of a cultural issue with people wanting to move in to a home with amenities including granite countertops and larger garages driving the price up. He stated Elk River's permit fees are less than other communities so he doesn't believe it to be a hold up. He noted there are infrastructure costs associated with new construction. Mr. Carlton indicated Elk River has affordable homes in this price range but they are not what people are looking for as they are older homes that are starting to look outdated and may not be weft maintained. He noted economic development has a program to assist homeowners in the urban service district with financing improvements which can help with keeping these homes looking nice. He added proactive code enforcement and point of sale inspections are additional ways to help keep properties looking nice and maintaining housing stock. Proactive Code Enforcement Council and staff discussed proactive versus complaint driven. Councilmember Ovall questioned if there would be an expense for additional employees with proactive enforcement. He indicated he sees value in proactive enforcement but questioned if it is a core value to be added to the budget. He noted major sports stadiums have technology options for people to text in complaints and wondered if that is something the city could implement. POWERED 9r UREJ City Council Minutes Page 3 April 23,2019 ----------------------------- Ms. Fischer indicated residents can submit code enforcement complaints via the city's website. She stated she didn't believe additional staff would be required for proactive enforcement. Councilmember Christianson believes a public education/awareness campaign may be beneficial as many residents may not know what violates city ordinance. Councilmember Wagner indicated she doesn't love the idea of proactive code enforcement and questioned at what point does it become not welcoming. Chief Nierenhausen explained the Police Department can assist with reporting code enforcement issues as they are out and about. He believes being proactive has a lot of value and believes most people take notice if they drive through a community that is well-kept. Mayor Dietz indicated he believes some residents ail to submit complaints because they get frustrated with the amount of time it takes to clear it up. He believes a majority of residents would appreciate the city putting more effort in to>code enforcement. Councilmember Ovall questioned if the enforcement process can be accelerated. He also questioned our timelines compared to other cities. Mr. Carlton explained the process is set by ordinance or policy and can be changed if the Council sees fit. He noted he has not researched timelines of other cities. Councilmember Westgaard explained the city should follow the rules it requires residents to follow. He believes the city has been lax on some mowing and leaving grass clippings behind. He cited an example on 193Td Avenue between Dodge Avenue and Twin Lakes Road. He indicated the city only allows certain size garages and some residents cannot fit their vehicles and trailers inside. He questioned if the city can be flexible on the size requirements. Mr. Carlton noted vehicles and trailers can be parked outside in driveways for as long as they want as long as they are properly licensed and on an approved surface. Councilmember Westgaard added the city has two major right-of-ways not controlled by the city that have become littered. He stated it might be an opportunity to workwith. .volunteer group to keep it clean. Point of Sale Inspection r Council and staff discussed the pros and cons of point of sale inspections. Mr. Carlton stated he would like Council feedback. Councilmember Ovall indicated his experience with point of sale inspections is it slows down house sales and upsets current and new owners in the process. Councilmember Wagner indicated she doesn't believe the city's role is to provide point of sale inspections. POWERED 9r UREJ City Council Minutes Page 4 April 23,2019 ----------------------------- Staff was directed to research cost,realtor feedback, city liability, and how many cities have the point of sale inspections. Personality Profile—PACE Palette Review Mr. Portner reviewed the PACE Palette Personality Profiles. Staff and Council discussed the differences and how to interact and communicate with each other based on each person's prominent assessed color. Development/Business Survey Mr. Fortner questioned Council about the Chamber's sin\1ult It was noted there were many issues with the survey to madetermine the accuracy of the data. Mayor Dietz stated he would like to have'more details aboe questioned the level of assistance certain applicants may need, such as a developer versus a resident or small business owner. He noted each city is different with their rules and some applicants aren't going to like to follow or be happy with any rules placed on them. He stated one comment he's heard is an a plicant feels like they get passed around to multiple staff. Councilmember Ovall questioned i 'ther'e is a way to give staff more decision- making capabilities,,Omqqw Councilmember Westgaard stated he has heard of fewer complaints over the last two years. He stated most complaints were difficult to confirm. Councilmember Wagner stated there are critical issues and there is anger in the public but the people are afraid to come forward for fear of retaliation. She stated they always feel they are not getting good customer service. Councilmember Ovall concurred as he has gotten the same complaints. He stated more empathy is needed. Councilmember Westgaard questioned when and where fear of retribution has come forward. He stated if no one is willing to come forward it can be difficult to fix issues or explain what happened. Councilmember Wagner stated the city needs to accept that these are real feelings and people are not receiving exceptional customer service. Councilmember Westgaard stated the city can't formulate a plan to improve when it doesn't know where the improvements are needed. UREJ City Council Minutes Page 5 April 23,2019 ----------------------------- Ms. Othoudt noted she does many business retention visits throughout the year and they have been very positive so she has difficulty understanding where there may be issues. Mr. Portner noted this is a good start to the discussion and the city could utilize Councilmember Wagner to bring the issues forward for review. Mayor Dietz stated the planning department does a good job and he hopes if people are having issues, they will come forward. Goal Setting Short-term (2019-20) ■ Commercial Development • HRA Main/Gates project • Ebert Joplin/Business Avenue projec • Market EDA Highwayl0 property • Monitor downtown development ■ Great River Energy Revenue Replaceme Monitor GRE property marketing ■ Budget and Sinking Fund for Building Repair • Move public safety building bond to general levy • Transition public works facility bond to general levy • Move GRE fund balance to building fund ■ Update Salary Schedule/Compensation Plan Complete ■ Garbage situation (RDF host fee/landfill closure) Monitor ■ Parks &Recreation Capital Plan—Funding Lost-funded projects Parking lot repair/replacement funded through Pavement Management Program Field/facility user fees shift Activity Center facility future ■ Zoning& acquisition of"challenged"properties policy discussion Mid-term (2023) ■ CRT Vision Will discuss during Comprehensive Plan Update ■ Budget Plan—Post Waste Management ■ Transportation Development Funding • Highway169 complete (Corridors of Commerce) • Highway 10 study in partnership with county,Metro/D3 MnDOT ■ Acquire Business Park Land Assist developers with private acquisition as needed. ■ Develop Means for Park Capital Needs Local Option Sales Tax-funded projects UREJ City Council Minutes Page 6 April 23,2019 ----------------------------- • Parking lot repair/replacement funded through Pavement Management Program • Field/facility user fees shift ■ Commercial Development • HRA Main/Gates Project • Ebert Joplin/Business Avenue Project • Market EDA Highway 10 Property • Monitor downtown development ■ Public Safety build-out 2019 architectural services/project scope 2020 planned bidding 2020 project(s) Long-term (2028) ■ Urban Service Area expansion Comprehensive Plan update ■ C/I development ■ Public Safety build out Moved to Mid-term (April 2019) 4. Adjournment There being no further business,M or Dietz adjourned the meeting of the Elk River City Council at 6:10 p.m. John J. Dietz,Mayor Tina All City Clerk UREJ VA City of Elk Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, May 6, 2019 Members Present: Mayor John Dietz, Councilmembers Garrett Christianson,Nate Ovall,Matt Westgaard, and Jennifer Wagner Members Absent: None Staff Present: City Administrator Calvin Portner, Park Maintenance Supervisor Tim Sevcik, Public Works Director/Chief Engineer Justin Femrite, Stormwater Coordinator Brandon Wisner,Environmental Coordinator Amanda Bednar,Economic Development Director Amanda Otboudt, Great River Regional Library(GRRL) Branch Manager Robbie Schacke, Engineering Technician II Ryan Sandhoefner, Finance Director Lori Ziemer,Parks and Recreation Director Michael Hecker,Arena Manager Rich Czech, Street Maintenance Operator II/Mechanic Terry Mack, and Records Specialist Katie Porath 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 6:30 p.m. by Mayor Dietz. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider May 6, 2019, Agenda Moved by Councilmember Ovall and seconded by Councilmember Wagner to approve the May 6, 2019, agenda. Motion carried 5-0. 4. Consider Consent Agenda Moved by Councilmember Ovall and seconded by Councilmember Westgaard to approve the following consent agenda: 4.1 April 15, 2019, Regular Minutes 4.2 Check register, check numbers 9978-9980 and 110226-110406 as outlined in the staff report. 4.3 Temporary On-Sale Liquor License to the Davis Darrow Meyer American Legion Post 112 for July 18-21, 2019, with the following conditions: 1. Alcohol must be confined to an area enclosed by a fence with secured, controlled access and limited to the beer garden and City Council Minutes Page 2 May 6,2019 ----------------------------- grandstand. Wrist band control is required for patrons 21 and over. 2. Applicant must contact the Sherburne County Sheriffs Office to arrange for security needs. 4.4 Hire Street Maintenance Operator II. Motion carried 5-0. S. Open Forum Adam Benson, 11440 193rd Ave NW, asked the council to consider adding a fourway stop sign at the intersection of 193rd Ave NW and Dodge St NW. 6.1 Introduction of New Employee Jenna Fabish Mr. Femrite introduced Assistant City Engineer Jenna Fabish. Council welcomed Jenna to the city. 6.3 Library Annual Report Ms. Schacke presented the Libra Annual Re ort. Mayor Dietz asked where they were finding funding for increased programming. Ms. Schacke responded they were using some legacy funds as well as donations for supplies and staff led programs to save money. Mayor Dietz asked if they were hiring outside story time resources. Ms. Schacke said some of the story times were led by outside resources and one was led by her. Mayor Dietz asked if other branches in the Great River Regional Library system had purchased extra hours. Ms. Schacke said some other branches had added hours. Mayor Dietz asked if the circulation qualified us to add extra hours. He wanted to make sure if we qualify for hours we are not being penalized. Ms. Schacke said she would have to check on the answer. Mayor Dietz asked for clarification on the heat map numbers. Ms. Schacke clarified the heat map indicated the number of items checked out during that hour. Green means high and dark orange means low. p 0 W I R 1 9 ® r NATURE] City Council Minutes Page 3 May 6,2019 ----------------------------- Mayor Dietz asked if Elk River continued to be the second largest library behind the St. Cloud location. Ms. Schacke responded it was the second largest. Councilmember Wagner commented she was impressed by the quantity of library users. 6.2 Proclaim May 7, 2019, as Terry Mack Day Mr. Sevcik outlined the career of Street Maintenance Operator II/Mechanic Terry Mack with the city. Mayor Dietz read the proclamation. Moved by Councilmember Westgaard and seconded by Councilmember Christianson to declare May 7, 2019, as Terry Mack Day in Elk River. Motion carried 5-0. qmh" AW 7.1 2018 National Pollutant Discharge Elimination (NPDES) System Annual Report Mr. Wisner presented the staff re Mayor Dietz opened the public hearsn'g. There being no one to speak to this issue, Mayor Dietz closed the public hearing. 8.1 Active Elk River: Multipurpose Facility Design, Review, and Authorization to Advertise for Bids Mr. Femrite presented the staff report. Tom Betty reviewed updated conceptual designs for Lion John Weicht Park and the multipurpose facilities as part of the Active Elk River project. Mr. Betty presented a list of alternate items to potentially add to the bids. One of the questions Mr. Betty would like clarification on is whether the council wants to add a refrigeration component for$505,657 which would allow for easier expansion of a third sheet of ice. Mayor Dietz was in favor of including the list of alternate items in the bidding and see what comes back. Mr. Betty responded the refrigeration component option could not be added to the bidding,it would require engineering to make it work and he would like council direction at the meeting. UREJ City Council Minutes Page 4 May 6,2019 ----------------------------- Councilmember Westgaard clarified they were looking for authorization to advertise for bid. It would be nice to include the alternate items if the bidding was favorable and the council can pick and choose options down the road. One of the alternate items, the leased space, should only move forward with a commitment. A couple private companies have approached the city with long-term lease options. The commissioning component has been done on some projects and not on others but he feels when commissioning is done,they end up with a much better-end product. The information presented does not represent a final commitment. The refrigeration system is the only thing that must be decided on tonight. Although it would prepare for any future needs of adding a sheet of ice,it is an investment in the future with no guarantee. Councilmember Christianson reminded the council that $27.5 million has been earmarked for this project. He felt the council has an obligation to meet that. If bids come in favorably and below$27.5 million do we need to spend up to that amount? He feels the city should make a decision on the 3 sheet of ice in the future if the issue comes up. Councilmember Ovall was surprised the council was being asked to make a half million dollar decision based on the provided packet materials. Councilmember Wagner added the numbers presented today reflect lots of work on narrowing down the focus and eliminating items that had previously been discussed. She further stated that the team was working all weekend on reducing components and cost in preparation for the meeting so information could not be included in the packet. The Facility Design Committee had differing views on which items should be included on the list of alternate selections. Councilmember Westgaard stated he would be remiss to not consider the future and whether the refrigeration unit should be included in the project cost. It is a big number in terms of the overall cost of the project. Councilmember Ovall stated,he felt caught off guard that the Lion John Weicht park scenario was changed. He wondered if the proposed 3rd sheet of ice, resulting from the refrigeration unit upgrade,would be put in the turf field area. Mr. Betty responded the turf field was a potential location for a 3rd sheet. The main question was whether to upgrade the refrigeration unit by making it bigger to handle a third sheet. It may save a couple hundred thousand dollars in more equipment in the future. Councilmember Ovall asked about the proposal to switch the locations of the softball fields at Lion John Weicht Park to face a different direction. He also questioned the location of the parking lot due to poor soil conditions. The softball fields are now facing toward the apartments which might cause noise complaints. UREJ City Council Minutes Page 5 May 6,2019 ----------------------------- Mr. Betty explained the soil boring reports were considered as well as the natural slope to get the ball fields to drain while paying attention to stormwater. He stated the proposal to demolish and rebuild was based on avoiding putting money into a building which was having water issues. Mr. Femrite added it would be a savings to take down the entire building rather than renovate it. Councilmember Ovall likes the new concept of parking and appreciates the time of the committee. Mr. Betty stated the previous plan for Lion John Weicht Park included a large amount of retaining walls and those costs would be better spent elsewhere. Councilmember Wagner added that the new location of the pavilion would enhance the community asset and make the location about more than the softball fields. As proposed,people can come off the parking lot directly into the pavilion which is also closer to the play area. Mayor Dietz stated he didn't have a problem adding the alternate list to the bid. He was not in favor of lighting the second softball field. Although some people feel the city needs a third rink now,he would not like to see the turf field sacrificed once people begin using it for lacrosse or soccer. The only people to benefit from a third sheet of ice would be youth hockey. If youth hockey wants to put$500,000 toward the project them maybe they would consider upgrading the refrigeration unit. Improving the ice arenas to make them both year round facilities is already an upgrade. Mr. Betty stated removing the refrigeration unit option does not keep them from addin e future,it ust may cost more. The Council was in favor of going out to bid with the list of alternates but not including the refrigeration unit option. Moved by Councilmember Wagner and seconded by Councilmember Christianson to approve final plans and advertisement to solicit bids for the Multi-Purpose Facility. Motion carried 5-0. 8.2 Energy Incentive Program Ms. Othoudt presented the staff report. Mayor Dietz asked whether businesses would be locked into the rate they applied for. He asked if this program was for existing businesses or new businesses. Ms. Othoudt explained it was for new or expanding businesses. UREJ City Council Minutes Page 6 May 6,2019 ----------------------------- Mayor Dietz asked if it was just for the expanded portion of the business or for the entire energy bill. He stated he often gets asked for a break in an electric bill but the city needs to try and be fair to everyone. Ms. Othoudt clarified it was for the entire energy bill. Councilmember Westgaard added this may incentivize large manufacturing, commercial, and industrial growth. He felt it was a unique idea on utilizing an electric rebate. Mayor Dietz clarified the city attorney had seen and approved the plan. Moved by Councilmember Christianson and seconded by Councilmember Westgaard to approve the Energy Incentive Program and Policy. Motion carried 5-0. 8.3 Discuss Work Session Items Mr. Portner presented the staff report. Councilmember Westgaard requested a joint meeting wi the Utilities Commission be added in the future to discuss overnaace,, olicy. 9. Council Liaison Updates Heritage Preservation' ■ Water tower grant"in progress 'i' project work hopefully starting in spring of 2020. ■ Discussion on ghost walking tours through the cemeteries of Elk River. Planning` 5■ Plat request for Jorgenson Homes. ■ Amendment to Home Occupations Ordinance. ■ Work Session on defining Institutional Uses. Par `s acid Recreation ■ Discussion on a flagpole at Rivers Edge Park. ■ Rivers Edge Park Rental Policy. ■ Field Use Allocation Policies and Procedures on how fields and facilities are being used and rented out. ■ Resident complaints about deer eating out of yards. Perhaps it is time to do a count in the community of the deer population. ■ Work Session on Athletic Field Fees. Utilities ■ Awards and Recognitions including a Certificate of Excellence in Reliability and a Safety Award of Excellence from American Public Power. P 0 W I R I D 9[itm§Af- UREJ City Council Minutes Page 7 May 6,2019 ----------------------------- ■ Recognition of the Tom Bovitz Memorial Scholarship Award winner. ■ Financial Audit Reports. ■ Performance Compensation Incentive. Library ■ Circulation is up. ■ The change in hours was discussed. ■ Discussed the marketing aspects of getting programs out. ■ There is an influx of younger families. Arena ■ Updates from RJM Construction and 292 Design Group. ■ Year-end financials for the arena. Council recessed at 8:07 p.m. in order to go into,,work session. cil reconvened at 8:14 p.m. 10.1 Energy City Commission Interviews Council interviewed applicants for the Energy City Commission. Moved by Councilmember Wagner and seconded by Councilmember Christianson to appoint Amy Lord to the Energy City Commission with a term expiration of February 28, 2020. Motion carried 5-0. Moved by Councilmember Wagner and seconded by Councilmember Christianson to appoint Alec Plaisted to the Energy City Commission with a term expiration of February 28, 2022. Motion carried 5-0. 10.2 Concept Review: Hilltop Woods Estate Second Addition Mr. Carlton presented the staff report. Linda Schultz, owner of the property at 20655 Victoria Drive,was present. She outlined the dilemma of dividing the right side of the property into four lots since the acreage would be slightly less than the allowable amount if a portion of the property was given for a right-of-way. Mr. Carlton stated a variance could be done to allow the lots that are less than the required acres. Or,the property could be subdivided into three lots instead of four. Mayor Dietz asked if something could be put into the documents to allow the four lots in the future when it is developed. The applicant should not be penalized for giving land up for the right-of-way. Mr. Schultz explained the property would be worth more with four lots instead of three. otmaA UREJ City Council Minutes Page 8 May 6,2019 ----------------------------- Councilmember Westgaard asked if it could be put in the public record that the council would be okay with granting four lots minimum. In the long term it is good to look at having a right-of-way. Mr. Carlton stated language could be added to a resolution. 10.3 Outdoor Ice Rink at Spectrum High School Mr. Hecker presented the staff report. Rick Peterson,Athletic Director/Facilities and Dan DeBri Executive Director of Spectrum High School were present. The proposal would eliminate the ice rink at Kliever Lake Fields Park and add an ice rink to the Spectrum High School property. One of the price considerations is locating dasher boards for constructing the rink. Mayor Dietz asked what would happen to the dasher boards at the Barn ice rink once it was demolished. Councilmember Westgaard stated often contractors get,whatever they can salvage for resale in trade for their demolition bid. Mr. Czech agreed whoever was awarded the bid to demolish the building would take the existing boards and they could not be repurposed for this proposed rink. Councilmember Westgaard asked if Kliever Lake Fields Park or Lion John Weicht Park rinks have dasher boards. Mr. Hecker responded that Lion John Weicht Park has end boards and lights. Mayor Dietz clarified the proposal was that the city would provide the money for the boards. Spectrum High School would provide the lights and access to their warming house. With an approximate 60-70 days of the year the rink may be used, the city would not get a lot of benefit out of spending$50-60,000. Mayor Dietz was in favor of sending the proposal back to the Parks and Recreation Commission. Since there are limited Park Dedication funds,the commission could decide if this is where they would like to spend their funding. Councilmember Wagner asked how many people per week use the Kliever Lake Fields Park. Mr. Hecker stated it was difficult to know resident usage but staff hours were about 180 hours for the season. POWERED 9r UREJ City Council Minutes Page 9 May 6,2019 ----------------------------- Councilmember Wagner was concerned about asking the neighborhood to give up using their local rink to cross a potentially dangerous road in order to use the new rink. She asked what was being used for dasher boards at the current rink. Mr. Hecker responded the rink was just flooded. There were boards on the ends. There is a full rink at Handke Stadium. Councilmember Wagner was surprised at the cost of$90-95,000 for refurbished board versus new boards. Mr. Czech stated the cost included taking them down and putting them back up at a new site. Caution would have to be taken to not break them and the coating might have to be stripped and redone to withstand outside elements.. Councilmember Wagner asked if the rink would be dicated ctrum use only during certain time periods. Mr. Peterson responded Spectrum would likely use the rink right after ool. The school would be providing the money to relocate the parking lot and provide lights. Mr. DeBruyn stated two sections of the proposed rink boards could be removed and the area used for additional parking but that more,permanent,parking would need to be created on site. The cost to the school would be about$250,000. Mayor Dietz asked Mr. Czech if the oar from the Barn ice rink were a viable option. Mr. Czech estimated the cost would be relatively similar to a new set of boards since the Barn's boards are meant for indoors and the poly would have to be replaced. It may last for 2-3 years but would have a shortened lifespan outdoors. Councilmember Wagner confirmed the cost of operating the proposed rink would be net zero. Is this a priority for the Park Dedication funds? Mr. Hecker confirmed the Park Dedication funds are limited. Currently,a priority of the Parks and Recreation Commission is to fund items identified in the Active Elk River referendum that the referendum cannot fully fund. The commission must also think ahead to the addition of a new park at Miske Meadows in the future. Councilmember Westgaard agreed the list of items for the Park Dedication funds was quite extensive and the council respects the recommendations of the Parks and Recreation Commission. Mr. Hecker offered another option to have staff make dasher boards but the cost would be around$15,000 in staff time and materials. Councilmember Westgaard stated the Multipurpose facility had been discussed earlier that evening. If Spectrum was exploring having a hockey team couldn't they rent ice from the new facility? POWERED 9r UREJ City Council Minutes Page 10 May 6,2019 ----------------------------- Mr. DeBruyn stated it was not about Spectrum High School. They currently have the property available. He feels it's an unmet need to have a lighted,boarded rink on the east side of Highway 169. He wishes to utilize the space for the community by providing the lighting and warming house, space that is there but not used in the winter. Councilmember Westgaard said it was a gracious offer by Spectrum but he wonders if there is a community outcry for a lighted,boarded ice rink east of Highway 169. It is not near any neighborhoods and not easy for children to walk to. The Parks and Recreation Commission has had budget constraints since 2008 and he is surprised to hear this is a priority of the commission. Mayor Dietz asked that the item return to the Parks and Recreation Commission so they could review the numbers. If the Commission decides it is a priority,the council can revisit it. Mr. DeBruyn stated the desire of Spectrum was to work with the community whether now or in the future. They are looking for ways to partner with the city. Mayor Dietz asked Mr. Hecker if the item could be added to the Parks and Recreation Commission meeting scheduled for May 8, 201 . 10.4 Rivers Edge Commons Park c0,t Mr. Hecker presented the staff report:. Shannon Tatro,resident,was in attendance. Mayor.Deitz asked if the docks would be taken out in the winter. Mr. Tatro said the docks be taken out in the winter,however,his dock,which is also the EZ Dock system, as weathered an ice dam when left in over the winter with little damage. Mayor Dietz asked about storage of the dock during the winter. Mr. Femrite responded that maintenance will visit Anoka to watch how they install their dock. An option could be to float the dock pieces to Babcock Memorial Park and haul on a trailer. The pieces are plastic and therefore are easier to move. Mr. Femrite stated the reason he was bringing the item to the council was to show the additional work staff has been doing with the help of residents Shannon Tatro and Randy Tesdahl. Once the total cost is determined they can begin seeking grant opportunities for the ADA portion. Mayor Dietz asked how much the ADA portion of the dock plan would cost. P 0 W I R I U 9 Y otm§A UREJ City Council Minutes Page 11 May 6,2019 ----------------------------- Mr. Femrite clarified the cost presented did not include the cost of construction or design. Mayor Dietz liked the sound of the EZ Dock better than the last proposal and felt it seemed more feasible. Mr. Tatro stated they would start searching for grant options to cover the ADA portion but that,because of timelines,it would not be installed this year. Mayor Dietz clarified with Mr. Femrite that the city's main expense would be putting in and taking out the dock for winter storage. Councilmember Wagner asked if the DNR had any issues with cutting down the trees in the area. She didn't see any issue with the plan. Mr. Hecker stated they should not be removing any large trees. Councilmember Westgaard said they have discussed the concept of a dock for a few years. It would really add to the community and this seemed like the right system at the right location. He felt good on the total cost if funds could be raised. Mayor Dietz asked if the Parks and Recreation Commission should look over the proposal to see if they feel it's a good idea Councilmember Westgaard agreed the Parks and Recreation Commission may not want to change one of their Signature Park Master Plans. 10.5 Lake Orono Restoration and Enhancement (LORE) Update Ms. Bednar and Mr. Wisner presented the staff report. They explained the timeline of submitting the required materials. Mr.Wisner explained if the timeline stays on track, the lake could start to be dredged in September of 2020. 10.6 Creation of a Lake Orono Lake Improvement District (OLID) Ms. Bednar and Mr. Wisner presented the staff report. The application has been received and staff is verifying signatures. The process allows for residents to address specific concerns regarding the lake. A Lake Improvement District (LID) application is often submitted to a county but,because Lake Orono is entirely within the borders of Elk River, the city is the local governing unit. The OLID will help address concerns of invasive species and water quality but will not have taxing authority. The council will provide guidance to the group. UREJ City Council Minutes Page 12 May 6,2019 ----------------------------- Ms. Bednar explained the timeline of submitting the application. The OLID is required to have an annual meeting July or August with July 17 being the earliest possible date the process could be completed. Mayor Dietz asked about the appointment of leadership. Patrick Plant, Chair of the Lake Orono Water Quality Committee, stated besides the LORE project,the OLID would assist with keeping the lake healthy. It is similar to a Home Owners Association (HOA) and the OLID will continue to function after the LORE project is completed. Mayor Dietz asked who determines how much gets taxed per property. Mr.Wisner explained the calculations used were per unit. The $750,000 cost would be divided among the property owners over a 5-year time frame. Mr. Plant pointed the council to a sample budget in the packet. The target is $100-200 per household. The OLID will design the budget but present it to the council to approve. Mayor Dietz asked about the$100,000 the city would need to pay fo.�t�` ,.,-owned property. Mr.Wisner responded he would need to check if some mone `may be available through stormwater fees. Mayor Dietz clarified they would need to budgX$ per year for 5 years. Ms. Bednar clarified the DNR and the Minnesota Pollution Control Agency were petitioned at the same time. Mr. Plant stated the DNR would provi'e any concerns prior to the public hearing. Councilmember Wagner clarified the LID;similar to local government,has management over the lake. How does that change the governing of the council? Mr. Wisner stated enforcement would remain the same since it is public water. The plan is to work collaboratively in partnership with the city to reach goals for the lake. Councilmember Wagner found there are only approximately 50 LIDs in the state. If this is such a good concept why aren't there more? Ms. Bednar stated it requires an active lake association to form a LID. The Lake Orono association approached the city to form the LID. Most lakes are recreational for summer cabins. Councilmember Wagner mentioned some people are upset about being forced into a LID.What should the council say to neighbors that don't want to be part of it? Mr. Plant stated a LID was the most equitable way for citizens to enjoy the lake now and in the future. The LID is a tool to fill in gaps in funding and create a formalized group. Some people want to take advantage of benefits to the lake but don't want to pay for them. With the proposed structure each property owner is paying a small P 0 W I R I U 9 Y otm§A UREJ City Council Minutes Page 13 May 6,2019 ----------------------------- amount toward projects instead of paying for large projects that only affect their property. The plan is for the LID to go to a public hearing on June 3, 2019. Mayor Dietz asked if everyone on the lake would get a formal notice. Ms. Bednar confirmed they would receive a letter in the mail. Councilmember Wagner asked if the lake owners may be upset that things are moving so quickly. Councilmember Westgaard stated this project was something that had been discussed for a long time. A:!Or N6�, Mr. Plant stated their group had held four open public hearings as learning sessions and paid for direct mailings to all affected. The neighbors have been invited to participate in the discussion and should be aware of the process. The council directed staff to move ahead with the application process. 10.7 2020 Budget Discussion Ms. Ziemer presented the staff report. She outlined possible dates for budget work sessions including July 22 and July 29 with a possible date of August 12, 2019. These meetings would start at 5:00 p.m. The Council should approve the maximum levy at the September 3, 2019, meeting. The Council expressed a desire to maintain the same level of services despite proposed expenditure increases. Ms. Ziemer asked for recommendations on essential services that could not be cut out of the budget. Councilmember Christianson asked Mr. Femrite if they could have a discussion in early July about sidewalk plowing. Ms. Ziemer asked if the council would like to start looking at how to fund capital improvements. Mayor Dietz asked about the vehicle replacement fund. Ms. Ziemer stated the fund took a hit when they purchased a fire truck and another fire truck purchase was scheduled in the next few years. UREJ City Council Minutes Page 14 May 6,2019 ----------------------------- Councilmember Ovall asked where the city could cut,if needed, due to a recession. Currently,it seems like we are paying for past rainy day expenses. Staff should decide where there is room to cut if the need is there. Councilmember Christianson asked what the city should do if housing prices crash again. Mr. Portner stated common practices during a recession period are to not fill vacant positions,not raise pay or send staff to training. Councilmember Ovall didn't like the options he has been presented on how to make the budget work. The costs seem to keep crescendoing a tizens are unhappy. Where are the city's priorities? Councilmember Westgaard stated some things the city could control and some they could not. The city cannot control PERA or workers compensation costs.The city should prepare for when,not if, a downturn occurs.You can cut a lot of Park and Recreation programs but it wouldn't make up for the amount in the costs incurred by the Police, Fire, or Parks and Streets departments. Ms. Ziemer agreed approximat%. 770%�o of personnel services are fixed and cannot be changed without reducing staff Councilmember Ovall asked about mai ntenance of�the'park system such as mowing. Should the city stop expanding the park system and improve what we have? Can we look at parks more strategically? Perhaps we can let some parks grow more natural which would take them off the acreage to mow. Mr. Portner said some playsets and ice rinks have been removed from parks. Prairie grasses and a reduction in mowing could be a discussion. The Park Master Plan could be reviewed to see which parks to divest in and which cannot. Many parks were received through park dedication and would need to go back to the original owner. Councilmember Ovall suggested looking at sustainability and not increasing tax capacity. Mr. Portner asked if the council was asking for a priority-based budgeting process. He recommended such exercise breaking the budget down by programs and activities. Councilmember Wagner asked what can be cut and still keep the services at the level we currently have. Can anything be done to create a lean budget? Mr. Portner stated the council seems to enjoy going through the budget line by line. The past eight budgets have been thin. It's impossible to know what will happen with housing changes. POWERED 9r UREJ City Council Minutes Page 15 May 6,2019 ----------------------------- Councilmember Ovall encouraged staff to consider if there are ways to invest in future efficiency improvements. He felt visiting the budget annually allows the city to be more nimble. Mr. Portner stated technology additions have been requested, such as building plan inspection software. He followed that expenditures,despite council review and the practice of following five-year averages, are typically about one percent below budgets,which are built 18 months in advance. Staff makes 8,000 independent spending decisions each year and are most frequently criticized for denying rather than bringing unplanned expenditure requests to the council to review and approve. 10.8 Trunk Highway (TH) 10 Corridor Study and Coalition Concept Mr. Femrite presented the staff report. 'A�fr MnDOT is willing to fund two-thirds of the TH 10 Corridor Study is talking to the county about help with funding the final third of the cost. Councilmember Westgaard stated this seems like the final piece. MnDOT made improvements in Anoka and then moved on to Ramsey V Councilmember Ovall asked if the city has communicated to MnDOT the city's focus on turning that area into industrial. Development could take off faster than what MnDOT was planning. ' Mayor Dietz asked if the city's share could come out of state aid money. Mr. Femrite said the project was state aid eligible. Councilmember Ovall mentioned the activity in the area that has occurred just in the last year with new construction and requests for building projects. The city needs to focus on what it wants for this area. Mr. Femrite said there were estimates for different options for studies ranging in cost and offering a varying scope. If you have MnDOT at the table,it might be best to capitalize on that and go with a more detailed concept. Councilmember Westgaard asked if the City of Ramsey study was concluded. There was some debate on whether the access point should be on Alpine Drive or Jarvis Street. Mr. Femrite said the study kept the access point issue open and needs to be looked at further. Councilmember Westgaard added the access point decision makes a difference to Elk River. POWERED 9r UREJ City Council Minutes Page 16 May 6,2019 ----------------------------- Council consensus was to support a corridor study of TH 10. Mr. Femrite will communicate with MnDOT. Mr. Femrite addressed the TH 10 Coalition. He felt if a coalition was formed, perhaps spearheaded by the county;it would be to the advantage of Elk River to be involved. 10.9 Technology Enhanced Traffic Control Policy Mr. Femrite presented the staff report. The policy was formed out of a need for a guiding document for determining speed regulating signage. The document should help councilmembers and staff determine when technology enhanced traffic control is warranted since an overuse of these devices loses effectiveness and comes at a higher price. Once signage is determined to meet requirements of the policy,it will be brought forward for consideration of the Council during future year budget discussions. Mayor Dietz felt it was good to have a document like this to help determine if these traffic control devices are needed. Residents an see certain,criteria needs to be met to install them. Mr. Femrite will finalize the document`and'br %P, ing it back to the council for approval. There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 10:28 p.m., Minutes preKatie Pora Jo ietz,Mayor Tina Allard, UREJ