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4.1. DRAFT MINUTES (1 SET) 11-18-2019 VA City of Elk Meeting of the Elk River City Council River Held at the Elk River City Hall Monday, November 4, 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, Finance Director Lori Ziemer, Parks and Recreation Director Michael Hecker, Chief of Police Ron Nierenhausen, Community Development Director Suzanne Fischer, Fire Chief Mark Dickinson,Deputy Chief of Operations Aaron Surratt, Public Works Director Justin Femrite,Recreation Manager Steve Benoit,Arena Manager Rich Czech,IT Manager Bob Pearson, IT Specialist Jake Walz, and Deputy Clerk Jessica Miller I. Call Meeting to Order "X N' Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:30 p.m.b Mayor Dietz. ,,2. Pledge of Allegiance Pledge of Allegiance was recited. 3. Consider Agenda Moved by Councilmember Westgaard and seconded by Councilmember Ovall ,to approve the agenda. Motion carried 5-0. 4. Consent Agenda Nw lvk�N Moved by Councilmember Wagner and seconded by Councilmember Ovall to approve: 4.1 October 21, 2019, minutes. 4.2 Check register, check numbers 112374-112508 as outlined in the staff report. 4.3 Ordinance 19-19 granting a franchise to Spectrum Mid-America, LLC L/K/A Charter Communications and Resolution 19-53 for summary publication of this ordinance. 4.4 Three-year contract with The Bank of Elk River to sponsor the Riverfront Concert Series. 4.5 Professional services in the amount of$164,574 from WSB & Associates, Inc. for design, engineering services, and Chapter 429 City Council Minutes Page 2 November 4,2019 ----------------------------- assessment administration for the Lake Orono Restoration and Enhancement (LORE) project. 4.6 Agreement No. 2019-24, a Fiber Agreement with the City of Rogers to provide data storage and the Elk River School District to provide fiber connectivity. 4.7 Resolution 19-54 awarding bid package 6A— Carpentry for the Multipurpose Facility to the low bidder of Ebert, Inc. and reassign this contract to RJM. Motion carried 5-0. S. Open Forum No one appeared for Open Forum. 6. Presentations, Awards, and Recognition There were no presentations, awards, or recognition. 7. Public Hearings There were no public hearings. 8.1 Discuss Work Session Items Mr. Portner presented the staff report. Council questioned the status of the discussion on the future of the Heritage Preservation Commission,Library Board, and Arena Commission. Mr. Portner indicated he hopes to get this discussion on the November 18 agenda for discussion. 9. Council Liaison Updates Council provided an update on advisory boards as noted in the respective board minutes. Council recessed at 6:42 p.m. to go in to work session. The meeting reconvened at 6:45 p.m. 10.1 Multipurpose Facility Advertising and Naming Rights Consultant Contracts Mr. Hecker presented the staff report. Mr. Hecker stated he heard Mr. Staley's presentation in 2016 and believes this is the city's opportunity to generate and sustain revenue for the new facility moving forward and he would suggest proceeding with this contract. NATURE] City Council Minutes Page 3 November 4,2019 ----------------------------- Mayor Dietz asked Mr. Staley if he has an estimate of the annual revenue. Mr. Staley explained there are too many variables to estimate at this time. He indicated he will bring a couple different concepts forward in the future to gauge the Council's taste, impressions, and values and then actual sponsorship values will be determined and matched with what the marketplace will support. He added he believes Elk River is a community that will support this facility. Councilmember Wagner expressed concern with local businesses getting upset about fundraising being spearheaded by an outside organization rather than local officials and staff. Mr. Staley stated it's more of a partnership and he believes, by being an outsider,he learns a lot more during his interviews businesses and individuals. Councilmember Wagner also expressed concern with the contract amount indicating it is a lot to spend for preparation without any actual fundraising. She explained she believes the city is behind on beginning this process. Mr. Staley stated there is a lot of background and work that goes in to this process and he believes he can be successful. Councilmember Christianson questioned if anyone has come forward inquiring about sponsorships. Mr. Hecker stated not that he is aware of. He noted he spoke with representatives from the City of Shoreview and they are organizing a capital campaign without outside assistance and it has not been as successful as they had hoped. Councilmember Ovall indicated he is struggling with this contract as he would like to see additional options and feels putting together a request for proposals may be the best way to see other options. Councilmember Christianson stated he feels like the city is jumping in the deep end with the cost of this proposal without knowing what the market will support and questioned if it will be worth it in the long run. He added he would like to see more than one proposal. Mr. Staley indicated his experience includes service as a parks and recreation director and he believes this experience will be valuable to the project. Councilmember Wagner stated her concern is in no way a reflection of Mr. Staley. She explained her concern is with the cost of the proposal and having someone from the outside approach local businesses and individuals for sponsorships. She indicated she has been offering to use her advertising background to assist for a few years now and believes we may be behind on this. She stated the Council requested staff put together a request for proposals at the last meeting and expressed disappointment in staff not taking the time to put together the RFP. She believes it is a disservice to the community to not go out for proposals and she wants to be able to tell the public the Council compared costs. P O w E R E U 9 1 UREJ City Council Minutes Page 4 November 4,2019 ----------------------------- Mr. Portner stated he does not believe we are behind on this as the project wasn't officially approved until July 1. He explained consulting contracts do not require requests for proposals to be done so staff approached Mr. Staley because of his expertise and respect in the industry. He added staff can put together a request for proposals if the Council wishes. Mayor Dietz indicated his main thing is to have naming rights assigned when the facility opens and he believes the rest can come after the building is completed, possibly in phases. He shared Councilmember Wagner's concerns about the cost to begin the process. He stated he is not opposed to allowing Councilmember Wagner to use her marketing experience to see what she can come up with adding all of the Council should be willing to assist as needed with visiting businesses, etc. Council consensus is for staff to prepare a request for proposal and bring back for Council review. 10.2 2020 - 2024 Capital Improvement Plan Ms. Ziemer presented the staff report. IT Replacements IT Manager Bob Pearson and IT Specialist Jake Walz presented the IT replacements. Council consensus was to authorize $115,000 in information technology/software improvements in the Capital Improvement Plan with the remaining$65,000 coming from Elk River Municipal Utilities. Building and Safety Division Ms. Fischer indicated the Building and Safety Division is requesting to purchase two plan review tables which would allow plans to be submitted and reviewed digitally. Councilmember Wagner stated a majority of the feedback she receives from the public is about communication and not requesting digital technology. Ms. Fischer explained technology makes the jobs easier for larger contractors and improves efficiencies for contractors and inspectors. Councilmember Wagner confirmed people will not be required to submit plans digitally. Ms. Fischer confirmed it will not be a requirement. Council consensus was for the Building and Safety Department to purchase one plan review table in 2020 and see how it goes. Park Improvement Fund Mayor Dietz indicated he would like to review the formula for the park improvement fund. Ms. Ziemer explained she would like to review in the spring when the budget process begins. UREJ City Council Minutes Page 5 November 4,2019 ----------------------------- The Council discussed the additional$90,000 in the Capital Improvement Plan for Woodland Trails amenities. The Council expressed concern with the Parks and Recreation Commission setting project priorities without adhering to budget constraints. Councilmember Westgaard had concerns with this becoming a systemic issue if projects keep being brought to the table over budget. Mr. Portner indicated the project has not been started yet so if the Council wants to cut the $90,000 from the budget there is still time to send the project back to the commission letting them know they have to stay in the budget of$387,000. Councilmember Wagner stated one of her goals for 2020 is for staff to do a better job of providing cost estimates and cost comparisons for purchases and projects to the Council and other commissions. Mr. Portner explained many times staff does not have cost estimates until the project has been scoped and designed and he's not sure staff is in a position to scope and design a project. Council consensus was to leave the additional$90,000 for Woodland Trail amenities in the Capital Improvement Plan. GRE Reserve Fund Mayor Dietz questioned if the GRE Reserve Fund has to be paid back for the fire truck funding. Ms. Ziemer indicated it does not. Street/Capital lmprovement Fund Mr. Femrite indicated he would recommend transitioning this fund to include parking lots, etc. in order to show transparency. Mr. Portner explained it may be difficult to explain why funding was taken from this account if the fund is designated for streets but it is transparent if the fund also allows for parking lots. Mr. Femrite stated a Capital Improvement sheet amendment will come forward for any future parking lot projects being considered and worked in to the five-year Capital Improvement Plan. 10.3 2020 Budget Lori Ziemer presented the staff report. Council consensus was to proceed with formal budget approval at the December 2 meeting. 10.4 ERA Review Mr. Portner presented the staff report. Councilmember Christianson questioned if there was another push to get people signed up in this program. Mr. Portner explained staff is looking at a couple different methods including the Nextdoor network, the upcoming Citizen's Academy, and next year's Night to Unite. He added ERA requires residents be verified in order to P 0 W I R I U U Y otmaA UREJ City Council Minutes Page 6 November 4,2019 ----------------------------- be effective and they are looking for people who have an interest in and are engaged in the community. The Council liked reviewing the information and looked forward to seeing future results. Councilmember Ovall questioned if the city has looked in to key person insurance. He stated The Bank of Elk River has it and it covers costs associated with brining in consulting firms to assist if a key employee is hurt or injured. Mr. Portner indicated losing any employee would be a challenge but he is confident the city has good supporting employees and good documentation and processes in place to step in if necessary. II. Adjournment There being no further business,Mayor Dietz adjourned the meeting of the Elk River City Council at 9:42 p.m. Minutes prepared by Jessica Miller. John J. Dietz,Mayor Tina Allard, City Clerk UREJ