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5.1. SR 10-10-2005 MEMORANDUM TO: Mayor and City Council Members of All City Commissions, Boards, and Authorities Staff liaisons FROM: Pat Klaers, City A~,AJ1in~~~!ator ,n /:-.1/ ~ _i/,~)/> /'1 jj /vv'J 1 \r{ ~t.J>' '-'-~ ;- October 4, 2005 DA TE: SUBJECT: October loth Joint Meeting with the City Council TIle second annual joint 1neeting benveen tlle City Council and all City Boards, C01ll1nissions and ..L\utllorities is sclleduled for October 10, 2005 at 6:30 p.m. at Lions Park Center. TIle nine City Boards, C01nmissions and ..t\utllorities are as follo\vs: · Housing & Redev'eloPlnent ..L\utllority · Economic Developlnent ..L\utllority · Planning C01nmission · Energy City COlnmission · Heritage Preser'varion Commission · Parks & Recreation Commission · Ice .1\rena Commission · Library Board · Utilities Cormnission .l\ttacIled for your infor1nation is a brief narrati\Te on tllese city boards/ cormnissions/ authorities, the 1nelnbersIup roster, and tlle 1ninutes from tIle joint meeting tllat \vas held last year. Please note that since tlle joint meeting last October, a ne\v city c01nmission Ilas been establisIled. TIle Energy City - Action COlnmission for Energy (1\CE) Ilas transitioned into a City Council appointed Energy' City Commission. .1'\ttacIled is a recent Energy City brocllure. TIle idea beIllnd a joint meeting \,;~idl tlle City Council and all of its advisory boards, cormnissions, and autllorities came out of Council discussions on \vays to imprO\Te communication. In addition to dus annual joint 1neeting, tlle City Councilllas also appointed council liaisons to all of its boards and cOlnmissions in an effort to Ilelp keep dle cormnunication lines open. On Septelnber 12, 2005, tlle City Council discussed tlle for1nat for dus upcoming joint 1neeting and it \vas tlle consensus of tlle Council to keep tlle meeting infor1nal and general in nature. TIle City Council indicated dlat tlley \vould like to Ilear fro1n eacll group about a fe\v of tlleir UPCOlning projects so tllat tlus inforlnation can be sllared \Vitll ev.eryone in attendance. TIle Council stated that they \vere less concerned about re-capping recent accomplislunents and \vere more interested in talking about \VIlat is anticipated in tlle next year or so. One of tlle pUlposes of tIus 1neeting is for boards and cormnissions members to obtain a better understanding of \vhat otller groups are \vorking on. S:\Council\Pat\2005\10 10 Joint meeting.doc Join t Board and Commission ~Iemo October 10, 2005 Page 2 of2 One of tlle positi\Te benefits tllat came out of tlle joint meeting last year \vas tlle identification of numerous "croSS-O'''ler goals" benveen some of tlle boards and commissions. TIus in turn led to a SOlne 'very productive follo\v-up joint meetings benveen boards and commissions and e\Teryone Ilopes for more of tlle sa1ne after tlus year's lneeting. On September 12, tlle City Council stated tllat it is looking at tills joint meeting as an opportunity for lnembers of boards, c01ll1n1ssions, and autllorities to ask questions of the Council (or of odler boards, cormnissions, and autllorities) and tllat tlley are looking fOl\vard to a li'\lely, interacti'Te meeting. S:\Council\Pat\200S\10 10 Joint meeting. doc 2005 BOARD AND COMMISSION ROSTER LIST October I 0, 2005 loint Meeting Mayor and City Council Stepllanie I<Jinzing J olln Dietz Jerry Gumpl1tey Paul )\;10 tii1 Larry Farb'er Economic Development Authority Pat D\V)Ter (also HPC) Lart)T Farber (also Council, Ice ...~rena) Jeff Gongoll (also HPC, Energy City) J ert)! GumpIltey (also Council) StepIlanie I<Jinzing (also Council, Energy City) Paul Ivlotin (also Council) Dan Tveite Heritage Preservation Commission ]\iIattlle\V Ch.nstiaansen Pat D\\i"yer (also ED...\) Jeff Gongoll (also ED...~, Energy City) I<urt Ivagness Lance Lindberg Cliff Lundberg j\lolly Nadeau COllJ1{'l'/111eJJ1ber Farber- COllJ1['l'/ LiaiJoll Housing and Redevelopment Authority Louise I<.uester Jean Lieser Paul tvIotin (also Council, ED...\) Lar11' TOtll Ste\vart \XTilson Ice Arena Commission Larry Farber (also Council, ED..;\) Da've Foss Da\re Halgren Ronald J ollnson IYlark :tvlalzalln Dale Ivfartin Da\vn Polston-Hark (also Parks and Recreation) Library Board 1{icIlael Hangaard Donna }\;lartin .,AJlison Olson ~Anne Sclltoeder I<aren Stelk COt/llci/1JleJJlber Dietz - Cot/ntll Liaison 2005 Board and Commission Roster - Page 1 of 2 Parks and Recreation Commission Dave ~A..nderson John I(uester 1ficI1ael Niziolek J ames Nystrom COllllcillJJelJlber GlIJl1jJhr~' - COllncil Liaisoll Paul Paige Duane Peterson Da\vn Polston-Hark (also Ice ~\rena) Planning Commission Dana .1"\nderson Pete Lemke Leo Offer1nan Ho\vard Ropp I(e\Tin Scott Brad Stevens 1rfatthe\v \Vestgaard COl-lllt7ltJJelJ1ber 1\1otill - CO/flleil Liaison Utilities Commission ] olln Dietz (also Council) Jerome T akle Jilll Tralle Energy City Commission Bl~yan _A.dams Ron Bratlie Gary Connett Jeff Gongoll (also ED.A, HPC) .t~rnold Hendrickson Sllaron I(a1npa StepIlanie I<J.inzing (also Council, ED.A.) RacIlel Leonard Susie O'verholser Edward Stoutenburg Debra \Y/alters \1 ance ZeItringer Staff Liaisons Pat I<J.aers Joan Sclunidt Heidi Steirunetz (EDA, H~"\) Scott Clark (planning C01nmission) Bill I\1aertz (parks and Recreation Commission) RiCll Czech (Ice .l"\rena Commission) Rebecca Haug (Heritage Preservation Commission, Energy City Commission) Bryan .1\dams (lJtilities Commission) ~vfick Stoffers (Library Board) 2005 Board and Commission Roster - Page 2 of 2 ECONOMIC DEVELOPMENT AUTHORITY (~l Function: The EDA is an established public corporation empo\vered to undertake certain types of economic de\relopment projects. The EDA is the economic development ann of dle City Council and handles all types of city economic de\Telopment projects. Projects may include such activities as acquiring, de\leloping, improving, and disposing of property, entering into contracts, and operating and maintaining public facilities. Meetinas: The EDA meets the second 1\tfonday of each month. lY1eetings begin at 5:30 p.m. and are Ileld at tlle Elk River City Hall, 13065 Orono Parkway. Members and Terms: The EDi\ is composed of four Councilmembers and duee citizens. TIle length of term for the Councilmembers coincides \vith the term of office for Council. The length of term for the citizen-members is SL~ years. Questions pertaining to the EDA can be directed to CatllY :tYlehelich, Director of Economic De\relopment, at (763) 635-1041. EDA Subcommittees: Business Incubator Ad'visory Committee EDA Finance Committee EDA Ivlarketing Committee S:\CLERK\BOARDCOivl\Application and Descriptions\EDA.DOC Rev 06/04 Created 08/05 ENERGY CITY COMMISSION Function: Tile Energy City Commission sllall promote the City of Elk Ri~ler as a Ilub of energy teclillology, energy manufacturing, energy demonstrations, recycling, use of green products, and education. For more detailed information, see Chapter 2, Arricle V, "Boards and Commissions," of dle Elk River City Code. Meetinas: TIle Energy City Commission meets at least four times eacll calendar year. Dates, times, and locations shall be established by tlle Commission members. Additional meetings \vill be lleld on an as-needed basis. Members and Term: The Energy City Commission consists of up to fifteen members appointed by tile City Council. TerlTIS are tb.ree years beginning on the first day of Tvlarch; ho\ve,\rer, me1nbers sllall llo1d office until dleir successors ha,\re been appointed. 1:vlembers shall consist of one representative from the following: City Council, Elk Ri,\rer :Lvlunicipal Utilities, EDA, Chamber of Commerce, Suburban North\vest Builders Association, Elk River Landfill, and an environmental group. :Lvfembers sllall also consist of one representati.\re designated by Independent SCllool District 728, one representati\le designated by the Sherburne County Board of Commissioners, and up to SL"r.{ representatives from energy related businesses as determined by the City Council. Questions pertaining to the Energy City Commission can be directed to staff at (763) 635- 1 068. HERITAGE PRESERVATION COMMISSION Function: The Heritage Preservation Commission revie\vs and makes recommendations to tlle City Council on issues pertaining to the historical archaeological, engineering, and cultural heritage of the City of Elk Ri~ler. The Commission also participates in the presenration and acquisition of Elk River's heritage and historical sites. For more detailed information, see Cllapter 2, Article V, "Boards and Commissions," of the Elk Ri,Ter City Code. Meetinas: Tile Heritage Commission meets at least four times each calendar year on the second Thursday of tile month. 1vIeetings begin at 6:30 p.m. and are held at Elk River City Hall, 13065 Orono Parbvay. Members and Term: The Heritage Commission consists of se,ren members appointed by tlle City Council. Terms are three years beginning on tlle first day of :tvfarch. J:vfembers are appointed by tile City Council and do not need to reside in Elk Ri,rer. The HPC shall include, if a'Tailable, a member of tile Sherburne County Historical Society. Questions pertaining to the HPC can be directed to Staff at (763) 635-1068. S:\CLERK\BOARDCOrvI\Application and Descriptions\Heritage Pres.doc Rev 6/04 HOUSING AND REDEVELOPMENT AUTHORITY IHRA) Function: TIle HR.-A is an establisIled public cOlporation empo\vered to undertake certain types of llousing and rede'velopment projects. Projects may include such activities as planning, acquisition, clearance, rehabilitation, and construction for tlle providing of safe housing for persons of lo\v and moderate income. Projects may also include the impro\lement and restoration of stagnant and underde\Teloped land. TIle HRA sometimes \vorks in conjunction \vith the City of Elk Ri\rer Economic De'velopment AudlOrity (EDA). Meetinas: The HRA meets on the first IVIonday of eacll month. IVIeetings begin at 5:00 p.m. and are held at tlle Elk Ri,\Ter City Hall, 13065 Orono Parbvay. Members and Term: TIle HR.-A consists of fi\Te Commissioners composed of one City Councilmember and four citizens at large. TIle term of office is five years. Questions pertaining to tlle HRA can be directed to Cathy Ivlehelich, Director of Economic De\Telopment, (763) 635-1041. S:\CLERK\BOARDCOM\Application and Descriptions\HRA.DOC Rev 06/04 ICE ARENA COMMISSION Function: TIle Ice Arena Commission is responsible for making recommendations to the City Council on the de\Telopment and management of tlle City of Elk Ri,\Ter Ice Arena Complex. The scope of the Commission's responsibilities consists of ad\rising the City Council regarding matters relevant to the de\relopment and operation of the Ice Arena Complex. For more detailed information, see Chapter 2, Article V, "Boards and Commissions," of the Elk River City Code. Meetinas: TIle Ice i\rena Commission meets on the second Tuesday of .l'1.pril and tlle second Tuesday of August at 6:00 p.1U. at City Hall. Additional meetings are held on an as-needed basis. Members and Term: TIle Ice Arena Commission consists of se\ren members \vho are appointed by tlle City Council for terms of three years. Ivfembers consist of roo Elk Ri\rer Youth Hockey Association representati\res, one Independent School District 728 representative, one representati\re of the City Council, and tluee representat1\TeS from the public. Ivfembers do not need to be a resident of Elk Riv'er. Questions pertaining to the Ice .L'1.rena Commission can be directed to RiCll Czech, Ice .1'1.rena lvlanager, at (763) 635-1141. S:clerk/boardcom/ dcscrip / icearena S :\CLERK\BOARDCOM\Appl ication and Descriptions\ICEARENA.DOC Rev 08/05 LIBRARY BOARD Function: The Library Board is responsible for library building related items including cleaning seryices, utilities, repair and maintenance of tlle building, insurance, and furniture and fi~tutes \vithill dle building. It is the responsibility of the Library Board to promote dle best possible use of alllibral~Y resources. TIle Great Ri\Ter Regional Library System pays for books, educational materials, and \vages for the library employees. Meetinas: The Libral1' Board meets on a regular basis on tile fourth Tuesday of eacll month. TIle meetings begin at 6:30 p.m. and are held at the Elk Ri,\Ter Public Library, 413 Proctor A \Tenue. Members and Term: The Libral1T Board consists of fi\Te 1nembers. The term of office is for tlltee years. Questions pertaining to tlle Libral)' Board can be directed to I:vlick Stoffers, Librarian, at (763) 441-1641. S :\CLERK\BOARDCOM\Application and Descriptions\LIBRAR Y.DOC PARKS AND RECREATION COMMISSION Function: TIle Parks and Recreation Commission rev1.e\vs and makes recommendations on the overall planning, management, and administrati\Te activities of park system and recreation programming to dle City Council. The Commission prepares and distributes information regarding the acquisition and de\Telopment of park facilities and the de\Telopment of recreation programs. TIle Commission also provides for the maintenance and improvement of park and recreational facilities, including grounds and park buildings. For more detailed information, see Cilapter 2, Article 'l, "Boards and Commissions," of tlle Elk River City Code. Meetinas: Tile Parks and Recreation Commission meets on the second Wednesday of each montll. Ivleetings begin at 6:30 p.m. and are held at City Hall, 13065 Orono Parbvay. Members and Term: TIle Commission consists of seven members. Parks and Recreation Commission members serve a duee-year term of office. I\1embers do not need to be Elk Ri\Ter residents. Questions pertaining to the Parks and Recreation Commission can be directed to Bill I:vfaertz, Parks and Recreation Director, at (763) 635-1150. S:\CLERK\BOARDCOM\Application and Descriptions\Park & Rec.doc Rev 06/04 PLANNING COMMISSION Function: The Planning Commission is an advisory body to the City Council. The Planning Commission participates in \Tarious studies and planning issues that are applied to guiding the development of the community. The Planning Commission also conducts public hearings to recei\Te public comments on de\Telopment proposals, subdivisions, zoning ordinance amendments, \rariances, re-zonings, and conditional use permits. The Planning Commission makes recommendations to the City Council based on information provided by staff, \Tarious agencies, and public input. For more detailed information, see Chapter 2, .L:\rticle V, "Boards and Commissions," of the Elk Ri\Ter City Code. In addition, the Planning Commission assists in preparing and updating the Comprehensi\Te Plan, '\vmcIl contains tlle goals, policies, standards, and maps that guide tlle physical, social, and economic dev'elopment of tlle community. The Planning Commission assists in establishing these goals and policies by studying background data, examining de\Telopment problems and opportunities, and "\.vorking to create a long-range ,rision of the community. Meetinas: The Planning Commission meets t\vo times per month. r:Vfeetings are held on tile second (\vorksessions) and fourth (re\rie"\.v of land use applications) Tuesdays of the month at 6:30 p.m. The meetings are lleld at tlle Elk River City Hall, 13065 Orono Parbvay. Members and Term: The Planning Commission is a se\ren-member commission. Planning Commissioners serve a dlree-year office term. Questions pertaining to dle Planning Commission can be directed to Scott Clark, Community Dev~elopment Director, at (763) 635-1031. S :\CLERK\BOARDCOM\A.pplication and Descriptions\PLANNING.DOC Rev 06/04 UTiliTIES COMMISSION Function: TIle Elk. River Utilities Commission manages dle electrical utility in Elk Ri~ler and the surrounding areas that are in its district territory. The Utilities Commission also manages the water utility system in the Elk Ri,Ter city limits. TIle Commission functions in a similar manner as the City Council in terms of ha\Ting all management responsibility of these two departments. For more detailed information, see Chapter 2, Article 5 "Boards and Commissions" of dle Elk Ri,Ter City Code. The Utilities C01nmission has dle autllority to hire employees, fL\: rates, purchase fuel and supplies for city distribution, and enter into agreements for utility services. Meetinas: TIle Utilities Commission meets on tlle second Tuesday of each month at 4:00 p.m. The meetings are lleld at tile Utilities office, 13069 Orono Park\vay. Members and Term: Tile Utilities Commission consists of three members, one of \vho is a City Council representatisTe. Utilities Commission members serve three-year terms. Quesrions pertaining to the Utilities Commission can be directed to Bryan Adams, Utilities General :~v1anager, at (763) 441-2020. S: \CLERK\BO ARDCO lvl\App 1 i cation and Descri ptions\uti I ities. doc Rev 06/04 SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE LIONS PARK CENTER OOINT MEETING WITH THE BOARDS AND COMMISSIONS) MONDAY, OCTOBER I I, 2004 Members Present: Members .l\..bsent: Staff Present: ED./\. Members: Heritage Preservation Members Present: HR.i\. i\uthority: Ice fuena Commission Members Present: Library Board Members Present: Parks and Recreation Members Present: Planning Commission Members Present: Utilities Commission Members Present: lvfayor I<li.nzing, Councilmembe.rs Dietz, IZuester, Tveite, and Morin None City .i\dministrator Pat I<laers, Director of Planning 1\1ichele 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 ...f\.dams, Librarian 1\1ick Stoffers, and City Clerk Joan Schmidt Pat Dwyer, J eEf Gongoll, and Larry I<.oenig Lance Lindberg, Jeff Gongoll, Pat D\vyer, and Cynthia Olson Jean Lieser and Larry Toth Dave Halgren, Ronald Johnson and Dale Martin Leslie ..!\nderson, 1\1ichael Hangaard, ...A.llison Olson, i\nne Schroeder, and I<.aten Stelk Dave i\nderson, John I<.uester, James Nystrom, Duane Peterson, and Da"\V'TI Polston-Hark Dana ..!-\nderson, Pete Lemke, Leo Offerman, Ho\vard Ropp, I<evin Scott, and Matthew \Xlestgaard 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 I<li.nzing. 2. Goal Setting '0{lorksession "vith Boards and Commissions Mayor I<li.nzing 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. Spe 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 Councill\1inutes 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 Vlill. help '\vith communication "With the council. She stated that quite possibly a list ,\\;j]J 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 '\vere heard and that there Vlill. be follo'\\r-up by the council. Each board and commission member ,\\ras introduced and the Chair of each board or commission shared their goals. i\n open questions/answer session follo,\\7ed 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 lvfnDOT to give more specifics regarding future highway improvements; Lack of a'vailable retail/ office/ commercial space Oand that could be developed now); Need for a cit)T\vide 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 Ivfaster Plan and take the Natural Resources Inventory and move to identify lands, etc. for protecting and acquiring; Use the Natural Resources Inventory to de\Telop a strategy fa! future development, . and work '\\r:ith the Planning Commission and City Council to implement it -- development of trails; Develop a comprehensiv'e CIP plan that goes out 5-10 years; Sho'\v the public that park development is worth supporting by finishing off \vhat has been started and making it sho\vcase worthy. . . . Goals identified by the Economic Development .i\.UthOrit:}7 (EDA): . Industrial Development - promote Elk River as the Light Industrial Hub of the Northwest Ivfetro; 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 iden tified areas; Central Business District (CBD) - improve viability. . . . Goals identified by the Heritage Preservation Commission: . Educate citizens of Elk River ';vith respect to the historic and architectural heritage of the city via written/ oral history (especially urgent is the oral history); Conduct a continuing sUI\Tey of all historic areas, places, buildings, structures, or similar objects in the City (i.e., the recent archaeological survey); Find incentives to encourage property o'\vners to voluntarily create a historic dis trict; . . City Council Ivlinutes October 11, 2004 Page 3 . Identify potential land acquisition( s) of a property \vith local historical or cultural rmportance. Goals identified by the Ice _Arena Commission: . To oyersee 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 \vell as increasing the usage of the ice over non peak hours; _;\ssist 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 1\1unicipal Utilities Commission: . Reliability and preparedness for future gro\Vih in the Elk River area; Secure contracts \V.i.th power suppliers; Ongoing training for employees; Cooperate \vith city, state, and county departments; Coordinate and cooperate \vith neighboring utilities. . . . . Mayor I<linzing 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 iiuthority (HRi\): . Implementation of the Do\vntown Revitalization Project \Vi.th MetroPlains Development; Completion of the Downto\V11 North of Highway 10 Visioning Plan; Continue to monitor the housing needs of the City; Transportation - Be proactive in east/\vest corridor development. . . . Mayor I<linzing 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 \\rithin their groups as to ho\V~ the members felt on having these types of joint meetings in the future. She '\vanted 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 \vith other groups. The meeting recessed at 8:30 p.m. and reconvened at 8:40 p.m.