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06-12-2006 CC MIN . . . MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JUNE 12, 2006 Members Present: Mayor Klinzing, Councilmembers Dietz, Farber (arrived at 6:45 p.m.), Gumphrey, and Motin Members Absent: None Staff Present: City Administrator Lori Johnson, Parks and Recreation Director Bill Maertz, Street Superintendent Phil Hals, Assistant Street Superintendent Mark Thompson, Fire Chief Bruce West, Human Resources Representative Lauren Wipper, City Planner Christopher Leeseberg, 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 06/12/2006 Agenda MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE AGENDA. MOTION CARRIED 4-0. (Councilmember Farber arrived.) 3. Consider Consent Agenda MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. JUNE 5, 2006 COUNCIL MINUTES 3.2. GRANT AWARD TO FIRE DEPARTMENT MOTION CARRIED 5-0. 4. Open Mike No one was present for open mike. City Council Minutes June 12,2006 Page 2 5. Worksession 5.1. Council Open Forum . Councilmember Motin asked who was responsible for trees growing by a city sidewalk. Street Superintendent Phil Hals responded that in the sidewalk area and one-foot beyond, the city is responsible. He will look into this matter. 5.2. Discussion of Fleet Safety Program Fire Chief Bruce West explained that in February a loss control consultant from Berkley Risk Adminis trators performed a site visit to the City of Elk River and recommended that the Fleet Safety Program be put into a formal written policy. Chief West explained that the city had already been doing 85 - 90% of what was put together into this policy which is before the Council. Councilmember Dietz had a concern because of the CDL law as to what would happen if the city had an employee that would not be able to drive a city vehicle for a long length of time. City employees consisting of Bruce West, Lauren Wipper, Lori Johnson and Bryan Adams will work on forming a policy regarding this issue. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE FLEET SAFETY PROGRAM AS PRESENTED. MOTION CARRIED 5-0. 5.3. Library Schematics . Jennifer Anderson-Tuttle and Mohammed Lawal with KIill Architects; and Dave Rey, Civil Engineeer, and Jonathan Duceman, Landscape Architect, with Anderson Johnson and Associates, part of the KIill consultant team, presented information on the building design and schematics for the new Elk River Library. They reviewed the site plan, grading plan, landscaping, interior finishes and exterior building image. These individuals have been working with the Library Board and a building committee consisting of city staff to put together plans to meet the needs of the community. Mr. Rey explained that in discussing the site plan, visibility, setbacks, preserving the present pine trees, and the trash area were considerations in the planning. For the grading plan, consideration had been given to use a minimized amount, using rain gardens in four areas, underground storage, sanitary sewer and water to come off the street, the use of porous-type pavement to minimize hard surface, brick pavers in front of the building and along the sidewalk, and to minimize the curb and gutter by leaving an open edge for runoff with preservation of the bituminous edge. It was mentioned that any future expansion would come off the north side with sufficient space for parking. Trees would be preserved within a 300' distance. Councilmember Motin suggested looking at the pavers in the downtown area for a possible match. Mr. Duceman explained that in consideration of the landscaping, the Library Board and building committee wished to provide beauty with low maintenance but to be environmentally sensitive. Rain gardens would help with the infiltration of water, provide . . . . 5.4. 5.5. City Council Minutes June 12,2006 Page 3 color, native plants would be used along with ornamental shade trees and possibly a butterfly garden. Ms. Anderson reviewed the plans for the inside of the building indicating where the lead presentation area, staff work area, adult collection site and fIreplace, soft seating reading area, and teen area would be placed. This proposal includes a shared entry with a coffee shop. Councilmember Motin inquired if the community room area was a large meeting room equivalent to our now multi-purpose room and if this room could be divided. It was stated that the existing room has 1000 square feet with storage room and that the proposal is of 1200 square feet with additional storage. Ms. Anderson explained that the interior flnishes were choices of a modem scheme, natural scheme, or confluent scheme with the natural scheme being the desired one of the Library Board and building committee. With this in mind, the architectural mm is recommending linoleum flooring, porcelain paver tile, rubber flooring in the standing area, carpeting in limited areas to be used as area rugs, tiles in the bathrooms to look like stone, recycled fabrics and material that resembles tree trunks in the children's area. With the exterior building image, the materials and colors are to support the City campus. A butterfly roof formation would be used allowing for natural light and the harvesting of rainwater. Ms. Anderson explained that the schematic package was sent today to the cost estimators. When this is received back, KKE will refIne the numbers. She is anticipating that this project will be over budget. She explained that they will be back to Council on July 10th with a plan and suggestions on how to stay on budget and to achieve the Platinum Goal. Trail Plan Updates Park Planner Chris Leeseberg explained that Council had requested staff to work with the Parks and Recreation Commission to update the trail master plan. The Council reviewed the map which will be shown to future developers. Mayor Klinzing inquired if some unpaved trails could be established. Parks and Recreation Director Bill Maertz explained in order to meet ADA compliance the staff would look at paved but that we do have some mulched trails. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE TRAIL MASTER PLAN AS PRESENTED. MOTION CARRIED 5-0. YMCA Update City Administrator Lori Johnson explained that last Friday Mayor Klinzing, Bill Maertz, Bond Counsel Mary Ippel, and she had met with representatives of the YMCA to discuss the City's proposal to fund two-thirds of the cost of constructing a YMCA. There are still issues to be worked out to meet the bonding and leasing requirements. She stated that a proposal should be received by the end of this week. She explained that a deadline of July 17th will need to be met as the last day for Council to approve the language in order for this item to be on the ballot for the Primary Election of September 12. City Council Minutes June 12,2006 Page 4 Councilmember Motin asked if it made sense to have this on the Primary versus the General Election ballot. Councilmember Gumphrey stated that the committee had met and felt that the Primary Election would be better to meet a targeted group. . Ms. Johnson stated that it is now in the hands of the YMCA to get a management proposal back to the City so the bond and legal implications can be addressed. Councilmember Gumphrey thanked staff for their hard work. 5.6. Street Department Temporary Office Street Superintendent Phil Halsgave illustrations of the present and proposed office layout. He stated that for a short-term solution he would like to add a trailer to be used for two offices and a meeting room. This 12 x 60 foot handicap accessible trailer could be resold and would be placed 12 feet from the building. Councilmember Dietz stated that the next building phase would be in 2008 or 2009 and felt that someone should develop a master plan. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER MOTIN TO AUTHORIZE PHIL HALS TO PROCEED WITH SECURING A TEMPORARY OFFICE STRUCTURE AND TO AUTHORIZE STAFF TO GET QUOTATIONS FOR ARCHITECTURAL SERVICES TO PLAN THE NEXT PHASE OF THE CITY PUBLIC WORKS SITE EXPANSION. MOTION CARRIED 5-0. Mr. Hals stated that he would bring back quotes for the temporary space. He also mentioned that the city had applied for a grant for a used oil furnace. We have collected about 1000 gallons of used oil and he stated that this used oil heater would be installed in equipment storage bays in the center of the street garage. . 5.7. Personnel Related Policies Pqy Plan and Reclassification Stucfy: Human Resources Representative Lauren Wipper stated that she has been working with Ron Kelsey in finalizing the reclassification of positions and looking at the pay plan. Mr. Kelsey will come before Council on July 10 to give a pay plan and reclassification study report. Post Emplqyment Insurance Plan (PEIP): A post employment insurance committee was formed last year to research the possibility of offering a post employment insurance plan to employees. Since this would be a mandatory plan it was not appealing to most of the employees. Instead employees are encouraged to contribute to the 457 deferred compensation plans. While considering the options, the committee contemplated contributing into a PEIP with the use of severance pay. In researching this, it was found that the city's severance pay policy falls behind comparable cities in the percentage of hours paid out and the years of service required. Councilmember Dietz stated that he would like to look at a comparison of other cities and stated that this doesn't mean that ours would change. It was the consensus of the Council to have the committee formulate and bring back comparisons for Council to review. . . . . City Council :Minutes June 12, 2006 Page 5 Exempt Compensatory Time Poliry: Ms. Johnson explained the current and reviewed the proposed time off for exempt employee's compensatory policy. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE PROPOSED EXEMPT COMPENSATORY TIME POLICY WITH A CHANGE IN THE NUMBER OF HOURS BANKED TO 80 HOURS. MOTION CARRIED 4-1. Councilmember Dietz opposed. Non-Exempt Compensatory Time Poliry: The street and park maintenance departments have requested that the twelve-month year for the carry over of compensatory time change from the current December 31. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER GUMPHREY TO HAVE THE CALENDAR YEAR FOR CARRYOVER OF COMPENSATORY TIME BE OCTOBER 1 TO SEPTEMBER 30. MOTION CARRIED 5-0. Emplqyment ojfulatives: Ms. Johnson stated that she had incorporated new language from another city's policy that more clearly defines the employment of relatives including relationships with businesses with which the city does business. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THE CHANGES TO THE EMPLOYMENT OF RELATIVES POLICY. MOTION CARRIED 4-0. (Councilmember Farber was out of the room). Holiday Provisions: Ms. Johnson stated that she included the holiday provisions that had already been approved by the Council into the personnel policy manual. MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE INCLUSION OF THE HOLIDAY PROVISIONS INTO THE PERSONNEL POLICY MANUAL. MOTION CARRIED 5-0. Other changes that Ms. Johnson pointed out to the Council were the voting leave, use of city vehicles, and bandwidth conservation in using the internet. She stated other immaterial items such as position title changes and updating sections to reference changes previously approved by the Council had been done. These changes will be brought back at the next meeting on the consent agenda for approval by Council. Some discussion also occurred regarding uniforms. A proposal will be brought back regarding going from rental of uniforms to having a uniform allowance at the meeting when budget proposals are discussed. 5.8. 2007 Preliminary Budget Ms. Johnson explained that she wished to confirm with Council the intent that the 2007 budget should revert back to the 2005 tax rate and also wished to receive input from the Council as areas where staff should dedicate either more resources or fewer resources. City Council Minutes June 12,2006 Page 6 Councilmember Morin stated that he is concerned with residential and commercial valuations. He wishes for staff to come up with a way that the taxpayer would be paying at a 7 or 8% rate if we felt that the tax capacity would be at 10 or 11 %. . Councilmember Dietz felt that we will have a lot of growth and along with that would be a good chance to buy the equipment and not have to use certificates. He would like capital equipment to be purchased rather than using financing. Councilmember Dietz would like to have discussion on use of the old library, possibly as a senior center, and the need to begin considering funding for this project. He feels that it is necessary to discuss the selling of Bailey House and looking at what to do with the empty lot. He would like to have this item on the July 10 agenda for discussion. Discussion also is needed as how we would continue to work with Guardian Angels. Senior Center Coordinator Sue Kostanshek also has a plan that needs to be shared at this time. 6. Other Business None. 7. Council Updates None. 8. Staff Updates None. . 9. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 8:58 p.m. . J 7~) II' //))l~ :/(JI.~~t/ J oan/Schhudt CityOerk .