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5.3. SR 09-12-2005 Item 5.3. , MEMORANDUM TO: Mayor and City Council FROM: Pat Klaers, City Administrator DATE: September 12, 2005 SUBJECT: Discussion on October 10 Joint City Council Meeting with Boards/Commissions /' The second annual joint meeting between the City Council and all of the Boards/Commissions is scheduled for October 10, 2005,6:30 p.m., at Lions Park Center. The nine Boards/Commissions are as follows: . HRA . Library Board . EDA . Utilities Commission . Planning Commission . Energy City Commission . Parks and Recreation Commission . Heritage Preservation . Ice Arena Commission Commission The first ever joint meeting between the City Council and all of its Boards/Commissions took place last year. This meeting took place in part as a result of the three meetings that were held in spring of 2004 with the City Council and the department heads; whereby communication with and between the City Council and Boards/Commissions was a major topic. This first joint meeting last year served to introduce members of the Boards/Commissions to each other and the individual (and crossover) goals of all the Boards/Commissions were discussed. The question before the City Council has to do with what the Council wants to accomplish at this upcoming meeting with the Boards/Commissions. In this regard, is the meeting intended to be one of a general nature, where goals and accomplishments are reviewed, and communication is enhanced between and with the City Council and Boards/Commissions. On the other hand, the meeting could be a discussion on issues and situations that need to be addressed in order to improve how the city does business, how it accomplishes Council goals, and how the city deals with growth and development issues. One outcome of this annual meeting may be the identification of some issues that are best addressed at special topic joint meetings between the City Council and one or maybe two Board/Commissions. s: \ Council\Pat\200S\BC] ointMtg.doc An example could be the City Council meeting with the Planning Commission and Parks and Recreation Commission to discuss how various development requests are reviewed in accordance to City Council goals. Staff has heard over the last year or so that the board and commissions desire direction from the City Council and feedback from the City Council on the recommendations that they make. Direction to the boards and commissions also gets to the issue of the role of boards and commissions. Depending on the nature of this upcoming meeting, the Council may want to consider having a facilitator attend to help lead and direct the discussion. In this regard, as noted at the September 6 City Council meeting, Rusty Fifield, from Hoisington Koebler, is available. As you may recall, Rusty has worked with the city on a number of projects, including the Financial Management Plan and the Comprehensive Plan. s: \ Council\Pat\200S\BCJ ointMtg.doc SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE LIONS PARK CENTER (JOINT MEETING WITH THE BOARDS AND COMMISSIONS) MONDAY, OCTOBER II, 2004 Members Present: Members Absent: Staff Present: EDA Members: Heritage Preservation Members Present: HRA Authority: Ice Arena Commission Members Present: Library Board Members Present: Parks and Recreation Members Present: Planning Commission Members Present: Utilities Commission Members Present: Mayor Klinzing, Councilmembers Dietz, Kuester, Tveite, and Motin None City Administrator Pat Klaers, Director of Planning Michele McPherson, Director of Economic Development Cathy Mehelich, Director of Building and Environment Steve Rohlf, Director of Parks and Recreation Bill Maertz, Utilities General Manager Bryan Adams, Librarian Mick Stoffers, and City Clerk Joan Schmidt Pat Dwyer, Jeff Gongoll, and Larry Koenig Lance Lindberg, Jeff Gongoll, Pat Dwyer, and Cynthia Olson Jean Lieser and Larry Toth Dave Halgren, Ronald Johnson and Dale Martin Leslie Anderson, Michael Hangaard, Allison Olson, Anne Schroeder, and Karen Stelk Dave Anderson, John Kuester, James Nystrom, Duane Peterson, and Dawn Polston-Hork Dana Anderson, Pete Lemke, Leo Offerman, Howard Ropp, Kevin Scott, and Matthew Westgaard Jerome Takle and Jim Tralle 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 7:00 p.m. by Mayor Klinzing. 2. Goal Setting Worksession with Boards and Commissions Mayor Klinzing introduced the council and herself and thanked the board and commission members for attending this joint meeting. She stated that the council is interested in hearing the goals, hopes and desires of the groups as well as commission members also are interested in this exchange of ideas. She stated that council has heard that it is felt that the council doesn't communicate as much as they should and she stated that the council felt this City Council "Minutes October 11, 2004 Page 2 joint meeting would help. She stated that each board and commission has also recently had a council liaison appointed, which also will help with communication with the council. She stated that quite possibly a list will come out of this meeting of items that may need to be talked about again. She assured the members that they could leave this meeting knowing that they were heard and that there will be follow-up by the council. Each board and commission member was introduced and the Chair of each board or commission shared their goals. An open questions/answer session followed the presentation of each group's goals. Goals identified by the Planning Commission: . Insufficient transportation for infrastructure - need to establish traffic patterns, identify corridors and secure them -- ask MnDOT to give more specifics regarding future highway improvements; Lack of available retail/ office/ commercial space (land that could be developed now); Need for a citywide trail system for hiking and biking (believes Riverfront could be a great asset). . . Goals identified by the Parks and Recreation Commission: . Need to update current Master Plan and take the Natural Resources Inventory and move to identify lands, etc. for protecting and acquiring; Use the Natural Resources Inventory to develop a strategy for future development, and work with the Planning Commission and City Council to implement it -- development of trails; Develop a comprehensive CIP plan that goes out 5-10 years; Show the public that park development is worth supporting by ftnishing off what has been started and making it showcase worthy. . . . Goals identified by the Economic Development Authority (EDA): . Industrial Development - promote Elk River as the Light Industrial Hub of the Northwest Metro; provide financing options and site options for industrial businesses; Transportation - Advocate and support proactive planning for improvements to the local and area transportation system; Commercial Development - Encourage desired commercial development in identified areas; Central Business District (CBD) - improve viability. . . . Goals identified by the Heritage Preservation Commission: . Educate citizens of Elk River with respect to the historic and architectural heritage of the city via written/ oral history (especially urgent is the oral history); Conduct a continuing survey of all historic areas, places, buildings, structures, or similar objects in the City (i.e., the recent archaeological survey); Find incentives to encourage property owners to voluntarily create a historic district; . . City Council "Minutes October 11, 2004 . Page 3 . Identify potential land acquisition(s) of a property with local historical or cultural importance. Goals identified by the Ice Arena Commission: . To oversee management of the Ice Arena facility by making recommendations to the Elk River City Council regarding setting policies and procedures on facility use and rental, setting of policies for ice rental rates, establishment of priorities of ice rental to customers, and marketing of the space for rent for various activities; Identify ways to increase revenue on the use of the facility for rental of space for dry land activities as well as increasing the usage of the ice over non peak hours; Assist in resolving any potential conflicts in use and priorities of use of the facility; Support the November bond referendum for the School District. . . . Goals identified by the Municipal Utilities Commission: . Reliability and preparedness for future growth in the Elk River area; Secure contracts with power suppliers; Ongoing training for employees; Cooperate with city, state, and county departments; Coordinate and cooperate with neighboring utilities. . . . . Mayor Klinzing thanked the group for their involvement and support in conservation programs and renewable resources. She stated that Energy City could put Elk River on the map nationally. Goals identified by the Library Board: . Start project proposal to expand the facility; Play Advocacy Role -- Continue to educate the public in use of library and importance of library. . Goals identified by the Housing & Redevelopment Authority (HRA): . Implementation of the Downtown Revitalization Project with MetroPlains Development; Completion of the Downtown North of Highway 10 Visioning Plan; Continue to monitor the housing needs of the City; Transportation - Be proactive in east/west corridor development. . . . Mayor Klinzing thanked everyone for his or her input and for coming. She stated that she would like to continue these meetings and encouraged the members to talk within their groups as to how the members felt on having these types of joint meetings in the future. She wanted them to discuss if they felt it added value. The Mayor also encouraged the groups to discuss "cross over" goals that they have in common with other groups. The meeting recessed at 8:30 p.m. and reconvened at 8:40 p.m.