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08-08-2005 CC MIN MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, AUGUST 8, 2005 Members Present: Mayor Klinzing, Councilmembers Dietz, Motin, Farber, and Gumphrey Members Absent: None Staff Present: City Administrator Pat Klaers, Finance and Administrative Services Director Lori Johnson, Director of Planning Michele McPherson, City Engineer Terry Maurer, and City Clerk Joan Schmidt 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 6:44 p.m. by Mayor Klinzing. 2. Consider Council Agenda Under Other Business, City Administrator Klaers added discussion of library cleaning program and Councilmember Dietz added the issue of broken concrete curb in front of a house. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 5-0. 3. Consider Consent Agenda Councilmember Dietz asked that item 3.1. be removed from the consent agenda and be added to the regular agenda of August 15, with Finance and Administrative Services Director Lori Johnson and Fire Chief Bruce West present. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE FOLLOWING CONSENT AGENDA ITEMS WITH THE EXCEPTION OF ITEM 3.1. WHICH WILL BE DISCUSSED ON AUGUST 15: 3.1. CONSIDER A RESOLUTION ACCEPTING CLIFF ANDERSON AS A MEMBER OF THE PUBLIC EMPLOYEES POLICE AND FIRE PLAN 3.2. ACCEPT RESIGNATION OF POLICE OFFICER JASON ANDERSEN 3.3. CONSIDER RESOLUTION 05-86 AMENDING RESOLUTION 96-96 ESTABLISHING ICE ARENA COMMISSION MEETINGS 3.4.APPROVE AUGUST 1, 2005 SPECIAL CITY COUNCIL MINUTES MOTION CARRIED 5-0. 4. Open Mike No one appeared for Open Mike. City Council Minutes Page 2 August 8, 2005 ----------------------------- 5. Worksession 5.1.Council Open Forum Council did not have any discussion items for Open Forum. 5.2.Accept Resignation of Director of Planning Mayor Klinzing and the Councilmembers acknowledged the great job that Ms. McPherson has done for the City, gave accolades, and stated that they were sorry to see her go. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER DIETZ TO ACCEPT (WITH RELUCTANCE) THE RESIGNATION OF DIRECTOR OF PLANNING MICHELE MCPHERSON. MOTION CARRIED 5-0. 5.3.Discussion of Temporary Signs Director of Planning Michele McPherson reviewed the current ordinance in regards to temporary signs. She stated that she believes the Director of Parks and Recreation will be working with the Parks and Recreation Commission regarding the use of temporary signs by the Department and their display by others on City park property. Councilmember Farber stated that he did not have a problem with the number of days that the signs could be up; however, some companies have gone beyond the 90 days of having them up and he felt that the City needs to enforce the ordinance rather than to change the time frame. He stated that 90 days for the entire parcel rather than 90 days for each tenant is adequate. Councilmember Motin stated that the ordinance states that temporary signs are intended for special events, grand openings and holidays, and that many businesses seem to be using temporary signs as general signage. Councilmember Dietz stated that he is bothered by the reader boards that are on wheels that stand out from the business. These seem to be popping up throughout the City and never seem to be taken down. He stated that he would like the Planning Commission to specifically address these types of signs. Ms. McPherson indicated that the Planning Commission can look at this ordinance and in the future staff will determine what the signs are being used for, the terms of the sign and the type of the temporary sign. 5.4.Discussion on Leasing/Renting of City Property City Administrator Pat Klaers reviewed the information provided in regards to the leasing or renting of City or HRA-owned property. He explained that last year the Director of Parks and Recreation was contacted by Rum River Tree Farm who had an interest in using the parking lot at the Emporium/old Northbound Liquor for a Christmas tree sale. Not realizing that this is something that the City normally does not do, he negotiated a lease price in exchange for use of the west half of the parking lot. City Council Minutes Page 3 August 8, 2005 ----------------------------- Councilmember Motin indicated that this was not a large concern of his, but if we are renting City property, should the funds go into the General Fund rather than into individual departments. Also there is the issue of a sign being placed on City property for another profit-making business versus non-profit events. Councilmember Dietz indicated that he did not think we should get into the business of leasing City land for any use. He felt that we should not be providing an opportunity to create an uneven playing field for businesses like the driving school in Lions Park Center. It was the consensus of the Council that the City should not lease City-owned land in the future. 5.5.City Financial Participation For YMCA Building City Administrator Pat Klaers reviewed the information provided in regards to funding a YMCA building in Elk River. Three representatives from the YMCA present were: Northstar YMCA Community Board Chair Bill Helliwell; Vice-President of Development of YMCA Anita Lancello; and Arthur Jackett. Bill Helliwell updated the Council on what has recently occurred. He stated that he met with County Administrator Brian Benson two weeks ago and has asked him to set up a meeting with the County board members. He stated that he thought the City would make the commitment wanting to have at least matching funds from the County. He stated that if the County could come up with $8 million and the City with $2 million, they could have a very satisfactory building. He stated that the YMCA also is willing to make a significant contribution towards capital for construction and equipment. The Council held a discussion on this topic with the following points coming forward: ? Council is not convinced that the County does not feel that this is just for the benefit of Elk River ? The City could have a tax levy if we issue a lease revenue bond and meet related legal requirements including having a lease agreement with the YMCA indicating that we are partners with them ? Everyone needs to realize that it takes at least three years for the revenues to be generated in order for the YMCA to start paying for itself ? Not all Councilmembers are comfortable with the process since there have been problems in the past coming up with the small theater payments ? Councilmembers are concerned about not having future reserve funds available for payments ? The City needs to meet with the County and have the offer put out there so that we know what the County plans to do and what the actual project consists of ? The Council recognizes that to have a YMCA in the City would be great for the City, great for the citizens and would answer the community center need; however, money is a factor ? The feasibility study done in the past indicated that the YMCA would be able to raise $2 to $3 million dollars for construction capital ? If the County wishes to build the YMCA on their land, that would free up land for the City in the Northstar Business Park which would benefit the tax base ? When the YMCA meets with the County an emphasis must be on the benefits to the County as a whole. City Council Minutes Page 4 August 8, 2005 ----------------------------- It was the consensus of the Council that staff should put together projected numbers as to what it would cost the citizens per household if we did go forward with a lease purchase arrangement; and also what a 30-year City repayment plan would look like assuming the City would pay one-third of the total. The City Council is interested in partnering and wished to approve this project with the City paying approximately 30% if the County is willing to pay 40%; however, they wish to look at the projected numbers first. 5.5A CIP Update-Funding for the 2007 Library Project City Administrator Pat Klaers reviewed the information provided in regards to the library project. He stated that monies for this project will come from the Library and the Government Buildings Reserves and that this project should easily be able to be funded from these two sources. He stated that the funds available to be spent in 2007 should be about $1.5 million for the Library. He stated that by using all these funds there may be limited funds for other future projects until 2010 especially if the project is more than $1.5 million. Councilmember Dietz stated that the key is when the consultant comes back with his projection of the dollar amount per square foot for remodeling versus the dollar amount per square foot to build a new building. 5.6.2006 Budget City Administrator Pat Klaers provided a preliminary and general overview of the 2006 budget. He stated that he is looking for Council feedback. He stated that the most important issues to discuss are staff additions, capital outlay items, and tax revenues. He stated that capital outlay items are providing the most difficulty. He also asked the Council to decide on a date in August to have a special meeting to discuss the budget. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER GUMPHREY TO HAVE A SPECIAL MEETING ON AUGUST 22, AT 6:30 P.M. TO DISCUSS THE 2006 BUDGET. MOTION CARRIED 5-0. City Administrator Klaers reviewed the staff additions with the Council. The Council indicated that they would like to have more information regarding the administrative assistant in the Legal Department, the costs relating to this position, as well as more detail on the requirement of a car for the CSO I position in the Police Department. Mr. Klaers reviewed the 2006 capital outlay with the Council and received direction for the following: In the Police Department budget the CSO pick-up truck and CSO vehicle - Councilmember Farber would like to see if the department could do with what we currently have. In the Fire Department budget, the Council would like to hear about the grass fire unit replacement. In the Streets Department budget, Mayor Klinzing stated that when we have large expenditures we usually do one at a time, and the single-axel truck as well as the tandem axel truck needs to be looked at again. She suggested that one of these items, possibly the most expensive, should be put in next year’s budget. The Council also wished to have explanations on the in-ground truck hoist, the snowmobile, and the wide-area mower. Mayor Klinzing asked how much is in the Council Contingency Fund. Ms. Johnson stated that there was $100,000 in this budget for 2005 and that we spent approximately $20,000 for Sathe and Associates for the community development director search. City Council Minutes Page 5 August 8, 2005 ----------------------------- Mr. Klaers asked for the Council to consider purchasing a black and white E-sized copier now along with consideration of a $16,000 SmartBoard for the Upper Town Conference Room. He also asked for consideration of constructing an ice arena manager office at a cost of approximately $50,000 and improvements to the Emporium estimated at $10,000. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER DIETZ TO ORDER THE E-SIZED COPIER FOR $9,000, WITH FUNDS FROM THE 2005 COUNCIL CONTINGENCY AND TO CONSTRUCT AN OFFICE AT THE ICE ARENA, AND TO MAKE IMPROVEMENTS AT THE EMPORIUM, WITH FUNDS FROM THE GOVERNMENT BUILDING RESERVE FUND. MOTION CARRIED 5-0. More information regarding funding for the SmartBoard and the possibility of the Cable Commission providing this funding will be provided. City Engineer Terry Maurer discussed the proposed Engineering Department’s development. He explained that the two proposed engineering technicians would work 50% of their time on various public improvement projects, 25% of their time in 2006 would be spent on projects that have been waiting for someone to work on, and 25% of their time on ongoing items such as maintaining the City’s municipal state aid system, updating the City maps, NPDES inspections, annual inspections of storm sewer outlets and management of the GIS system. He stated that the first thing to do with starting up an engineering department is to get the technicians doing routine items. He also reviewed the possibility of other future positions and their tasks. Councilmember Gumphrey asked what the difference was between a Technician I and Technician II. Mr. Maurer explained that the difference would be the level of experience. He stated that the more experienced technician would start in April with the less experienced technician, which could be right out of school in June. It was stated that the technicians would be reporting to Mr. Maurer. It was also stated that technician billing rates from consultants could be up to twice as costly, so that in the long run, the City would be saving by hiring technicians. Councilmember Motin stated that he is okay with the hiring of technicians; however, he is not sure at this time about hiring additional staff in the future. 6. Other Business Library Cleaning: Mr. Klaers stated that the City has advertised and interviewed but we come back to the situation of how many employees to manage; and it doesn’t make sense to make a change at this time, but instead to have a part-time person go to full-time. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER FARBER TO MOVE KANDIS NASH FROM A PART- TIME TO FULL-TIME POSITION. MOTION CARRIED 5-0. Repair of Curb and Gutter: Councilmember Dietz explained that he had received an e-mail from a resident who lives in former Chief Zerwas’ home and he is having trouble with the curb and gutter disintegrating. The individual has talked with Phil Hals, however, Mr. Hals only has $3,000 in his budget City Council Minutes Page 6 August 8, 2005 ----------------------------- currently for curb and gutter repair, and that this location would take all of that money. Councilmember Dietz would like the Council to authorize putting another $5,000 into Mr. Hals budget, either out of the Council Contingency Fund or the Street Fund. It was explained that Mr. Hals has a list and will prioritize and if there are addresses where future overlay projects with street repair are pending, that repair at these addresses will be done with the overlay project. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER FARBER TO AUTHORIZE PHIL HALS TO SPEND ANOTHER $5,000 OVER AND ABOVE THE $3,000 HE CURRENTLY HAS IN HIS BUDGET TO REPAIR DAMAGE IN FRONT OF RESIDENTIAL HOMES WITH TRANSFER OF THESE FUNDS FROM THE COUNCIL CONTINGENCY FUND. MOTION CARRIED 5-0. 7. Staff Updates No updates at this time. 8. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 9:20 p.m. ___________________ Joan Schmidt City Clerk