10-03-2022 CCM%J
V,Z Meeting of the Elk River City Council
er Held at the Elk River City Hall
Monday, October 3, 2022
Members Present: Mayor John Dietz, Councilmembers Garrett Christianson, Mike
Beyer, Matt Westgaard, and Jennifer Wagner
Members Absent: None
Staff Present: City Administrator Calvin Portner, Environmental/Special Projects
Director Suzanne Fischer, FT Center Superintendent Tim Dalton,
Engineering Project Manager Brandon Wisner, and City Clerk Tina
Allard
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
Pledge of Allegiance was recited.
3. Consider Agenda
Item 4.6. was added to the agenda.
Moved by Councilmember Westgaard and seconded by Councilmember
Beyer to approve the agenda as amended. Motion carried 5-0.
4. Consent Agenda
Council asked for clarification on contract language for Item 4.3 which staff
responded to.
Moved by Councimember Beyer and seconded by Councihmember Wagner
to approve:
4.1 September 19, 2022, and September 22, 2022, Minutes
4.2 Check register as outlined in the staff report.
4.3 Extension of Contract 22-24 with Allied Waste Services of North
American, LLC., for garbage, recycling, and optional yard waste
collection as outlined in the staff report.
4.4 Resolution 22-55 acknowledging contributions to the Farmers Market.
4.5 2023 Flexible Benefits Plan as outlined in the staff report.
4.6 Accept bid from Palmer -West Construction Company in the amount of
$151,000 for the reroof of Northbound Liquor.
City Council Minutes
October 3, 2022
Motion carried 5-0.
S. Open Forum
No one appeared for Open Forum.
6.1 Introduction of New Employees
Council welcomed various staff to the city.
6.2 Elk River Landfill Update
Ms. Fischer introduced Matt Ledvina, Civil and Environmental Engineer with
Gestalt Engineering.
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Mr. Ledvina discussed the closure plan for the landfill as shown in the staff report.
There was discussion of when the closure would happen, but no timeline is definite
at this time.
7.1 Administrative Subdivision: Beaudry Elk River Addition
Mr. Carlton presented the staff report.
Mayor Dietz opened the public hearing. There being no one to speak to this issue,
Mayor Dietz continued the public hearing.
Moved by Councilmember Christianson and seconded by Councihnember
Westgaard to continue the public hearing to October 17, 2022. Motion carried 5-0.
8.1 Revised 2022-2023 Season Contract with Minnesota Squatch Junior
Hockey Team
Mr. Dalton presented the staff report.
Council asked if this contract would have consistency with other contracts. Mr.
Dalton stated yes.
Moved by Councilmember Wagner and seconded by Councilmember Beyer
to approve Furniture and Things Community Event Center Contract # 22-25
(for ice purchase and facility use with Minnesota Squatch Junior Hockey
Team). Motion carried 5-0.
8.2 Discuss Work Session Items
There were no additions to the work session list.
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9. Council Liaison Updates
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Councilmembers provided updates as outlined in the respective advisory boards'
minutes.
Council noted the Downtown Elk River Business Association thanked the city for
the flowers along Main Street this year.
Council recessed at 6:57 p.m. and reconvened to work session at 7:01 p.m.
10.1 Morton Avenue Drainage Study
Mr. Wisner introduced Jason Cook with Bolton and Menk, Inc.
Mr. Cook discussed the project as noted in the staff report. He outlined existing
conditions, causes, flood modeling, proposed improvement concepts, cost estimates,
and funding sources.
Council discussion:
■ Most of the public at the open house favored option #2.
■ Should the city pay half and residents pay half the costs?
■ Can there be a standard fee amount for all those assessed?
■ How many years should be allowed for payoff?
■ Break down the fees to determine which components fall under
maintenance, and can be covered by stormwater fees, such as changing the
pipe size/depth, versus adding a catch basin and pond.
■ Determine Bailey Point Park restrictions and if it can be utilized for the
discharge. The city will have to provide maintenance in the park as well.
■ Whether it was conveyed to open house attendees that there may be an
assessment.
Mr. Cook stated the city assessment policy outlines a 5-year payoff but noted the
policy could be amended. He further indicated staff could research more options for
funding and payment, such as breaking out the maintenance specific items, use of
other funds besides stormwater, or setting a percentage for payment.
Mr. Wisner believes an environmental benefit could be shown for this project that
meets park restrictions. He stated the pond will be vegetated and non -noticeable in
the park. He noted property owners are aware of the assessment.
Mr. Portner stated the Bailey Point Nature Preserve conservation easement should
support this type of project within parameters of the park restrictions. He stated past
city issues were related more to wanting to add non -nature amenities to the park.
Mr. Cook stated:
0 ■ The design of the pond is intended to drain within 48 hours of an event/
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October 3, 2022
• Is intended to be dry most other times.
■ Would catch sediment before getting to the park.
■ Would be maintained twice a year.
■ Should be dredged in 10 to 30 years over dependent on runoff.
Council consensus is to pursue Option #2.
Mr. Wisner stated he would like to tie this project into the 2023 street improvement
project to help streamline costs. He noted there may be a Main Street closure
needed.
10.2 Lake Orono Aquatic Plant Control
Chair Patrick Plant, Orono Lake Improvement District (OLID), discussed the desire
for staff time and funding regarding aquatic vegetation control in the lake, among
other items, as noted in the 2021-25 Lake Orono Management Plan Budget. He
would like to collaborate with staff to explore funding opportunities. He stated they
are short funds of approximately $7,000 to $12,000 for treatment
Mayor Dietz questioned if OLID is asking for $40,000 over the next 5 years for
vegetation control.
Mr. Plant estimated the cost at about $40,000-$65,000 but noted it is difficult to
predict exact numbers due to the unknown of future growing seasons.
Council discussed:
• A hesitancy to use city funds or raising property taxes after spending money
for the Active Elk River dredging project.
■ If there are programs and funding available by the state because the
vegetation is state regulated and owned.
■ If a tax is collected, can more be assessed to the lake owners.
• It may be tough to control aquatic plants, like trying to eradicate buckthorn.
Mr. Plant indicated the state does not offer funding for control of native plants, but
OLID will spend time looking into options. He stated they are reviewing increasing
lakeshore owners' treatment in front of their shorelines and that a lot of community
members besides lake owners actively use the lake.
Mr. Beck stated a tax would have to be applied uniformly or an assessment would be
required.
Mr. Plant stated lake owners are paying $35-$40,000 for annually private weed
control along their shorelines.
Councilmember Christianson (an Orono Lake property owner) stated star grass is
native but difficult to manage and it's a tricky situation because the lake is not
designated a park. He noted the amount of money spent on dredging and expressed
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concern for how quickly vegetation is spreading. He questioned what the lake will
look like in a few years if they are not proactive about maintenance, and how much
more costs may increase.
Council consensus for the OLID to work with staff on funding options.
10.3 Furniture and Things Community Event Center Concessions &
Catering
Mr. Dalton presented the staff report.
There was discussion about the need for an interim plan and a larger scope review of
where the city wants the facility to be long-term.
Council expressed the following:
• How would food trucks be incorporated as an allowed use.
• How does fast food delivery fit into the plan.
■ How do liquor licensing/catering permits work together
■ can/is the city going to hold a liquor license.
■ Is a new exclusive caterer sponsorship wanted as a revenue stream source.
• We went down the path of an exclusive caterer and it didn't work. Why. Is it
sustainable to have a premier caterer offering gourmet food, or would we be
} pigeonholing ourselves by going with what we want versus what is realistic,
1 or should we explore all opportunities.
• Process clarification, who would attract and negotiate a sponsor and who
makes the final decision on it
• Process clarification for determining the overall goals and direction of the
facility and the roles/responsibly between staff, the Commission and
Council.
• If not going to utilize the Commission, then it should be abolished.
• Concerns for the facility running like government versus a business.
■ Concern for a balanced budget, and with spending money to hire employees
when there is not enough revenue.
■ Concern for the city in the restaurant business.
• Survey of user groups.
■ Concern for the facility reverting to an arena versus a premier multi -use
facility.
• Concern for management/scheduling of multiple caterers by staff.
• Concern for the personal time spent on capturing sponsors and their
management moving forward.
■ Concern for communications between staff, the Multipurpose Facilty
Advisory Commission, and Council.
■ Push this back to the Commission to draft a short-term policy, vet, and make
recommendations of approved caterers, until we can have a deeper
discussion of the long-term goals for the facility.
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■ Concern for the February Minnesota High School Section games and
providing concessions to them. There may be a need to partner with an
organization to have expanded concessions due to the size of the event.
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Mr. Dalton noted the City of Maple Grove has two types of caterers, with some
licensed for selling liquor. He noted in other cities they reviewed, none of them held
a liquor license.
Councilmembers disagreed on whether there would be more rentals if there were
more caterers versus an exclusive caterer approved.
Mr. Portner noted staff was directed by Council to bring this agenda item to them
for discussion. He stated Council makes policy decisions and it will come back to
Council for further discussion. He stated they'll need to figure out the sponsorship
component and whether they want to go out for a request for proposal or a
recruitment process.
Council consensus for the short-term planning of catering to be discussed and
a policy developed at the next multipurpose facility commission.
Council consensus the city would temporarily handle concessions for the
current hockey season until March 1, then work on coming up with a long-
term.
II. Adjournment
There being no further business, Mayor Dietz adjourned the meeting of the Elk
River City Council at 8:16 p.m.
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