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3.0. SR 02-21-1994 A.( -\.( ( II .Yll' E I\. River MEMORANDUM TO: MAYOR & CITY COUNCIL FROM: PAT KLAERS, CITY A~lrrII~S 'ATOR FEBRUARY 18, 1994 \W " SUBJECT: CIP AGENDA MEMO DATE: The City Council should feel free to add anything to this agenda, especially anything that specifically needs to be discussed under 3.1. Also, I believe it is appropriate to discuss the 3/7/94 joint City Council and County Board agenda at this meeting in order to put some thoughts together on the City's position on various issues. Finally, an item that needs to be added to the agenda is to have the Mayor represent the City on a trip to Washington D.C. to discuss the County MSA status. e 3.1. A. - D. - See attachments. 3.1. E. & F. - Information on future storm sewer revenues will be verbally presented to the Council at the 2/21 meeting. 3.1. G. - See attachment. Regarding the extension of time for hooking up to the City sewer system, it may be more appropriate for the City Council to simply change the ordinance to allow for four years to hook up to the sewer system rather than two. Under the proposal discussed by the previous City Council, and based on the attached information from the City Engineer, the residents of Westwood would have to fill out an application, pay some fees, and allow the City to do some testing on their property in order to determine if they were eligible for an extension to the hook up requirement. This would have to be done twice for a two year extension. It seems that very few people in the Westwood area would qualify for an extension under the guidelines offered by the City Engineer, and likewise, it seems that it will be very difficult for the City Council to not allow any extension based on the past history of this project and the willingness of the residents to be very vocal about their financial limitations. e 3.1. H. - The City Council and the City Engineer should discuss the best approach for moving these improvements forward in 1994. Terry Maurer P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e should have some information available on the status of turnback funds for Jackson Avenue. A timetable should be developed for the improvements on Jackson Avenue and School Street. A decision needs to be made on whether or not School Street will be three lanes or four lanes. Informational meetings for adjacent property owners will have to held. 3.1. 1. - With the proposed residential plat south of the fairgrounds, it is scheduled that Orono Parkway will be extended in 1994. In conjunction with this plat and with the Business Park proposal along Highway 10, it is also expected that Joplin Street will be constructed in either 1994 or 1995. At the 2/21 meeting, we should review the financially responsible parties for these improvements and City funding sources for the part of the project that is the City's responsibility. The City should also begin preparing for another trunk sewer and water extension in this area for 1994 which includes an assessment program. e 3.1. J. - Street Superintendent Phil Hals will have some information on a program for assessing out some 1994 overlay projects to benefiting property owners within specific neighborhoods. Phil will have a map and some cost estimates to show the City Council. In the past, the assessment amount has been in the range of $1100 per home site. 3.1. K. - Phil Hals and Steve Rohlf have met with the Concord Street residents regarding the upgrading of their street and the changing of the street from a private road to a public street. Phil should have an update on the status of these discussions. 3.1. L. - Please see the attached information on this proposal. The City Council will have to balance the need for this project against the funds available for all City street projects. 3.1. M. - I would like to add 173rd/175th Street to the agenda as this is a project that also began in 1993. The right-of-way maps have been compiled by the City Engineer. We have not yet moved forward with the actual purchase of right-of-way as this will be a very expensive project and this project needs to be put in perspective in terms of how important it is to get the project completed based on funds that are available for all City street projects. Also in our long range plans, there may be alternatives available to actually doing a major improvement project in this area (which necessitates the realignment of the curves in the 173rd/175th vicinity as it connects with Tyler Street). e 3.2. - Please see the attached information that was discussed last year. It is appropriate that we review all three of these pages to determine the current e status of the projects and the priority of the projects so that Council direction can be given to staff on work assignments. 3.3. & 3.4. - See above comment for 3.2. 3.5. - Staff anticipates having some information available on the 1/1/94 balance of our CIP finances. The most important area for the City Council to review is the status of funds that are available for street improvement projects. Clearly, the City does not have enough money to do everything it desires and the Council will have to closely evaluate which projects move forward in 1994 and 1995. Additionally, staff is very concerned about our storm sewer fund which is operating in the red and which has many projects proposed for the next few years. This issue may be addressed in the discussion of 3.1. E & F. 3.6. - We can only hope that we get this far on the agenda at this 2/21 meeting! ! e In general, staff is continuing to work on the CIP assignments given to us by the City Council throughout 1993. We should be able to update our CIP "game plan" in only a few meetings in 1994. Unless direction is given by the City Council on new projects to work on, the City Council can assume that staff is continuing to plug away on the projects already discussed over the past fifteen months. . . . e MEETING OF THE ELK RIVER CITY COUNCIL CAPITAL IMPROVEMENT PROGRAM WORKSESSION HELD AT THE ELK RIVER CITY HALL MONDAY, JANUARY 18, 1993 Members Present: Mayor Duitsman, Councilmembers Scheel, Holmgren, Farber and Dietz Members Absent: None staff Present: Terry Maurer, City Engineer; Pat Klaers, City Administrator; Phil Hals, Street/Park Superintendent; Lori Johnson, Finance Director 1. Call Meeting To Order Pursuant to due call and notice thereof, the Capital Improvement Program Worksession was called to order at 6:00 p.m. by Mayor Duitsman. 2. Consider 1/18/93 Capital Improvement Program Agenda Mayor Duitsman requested to be added under Other Business. COUNCILMEMBER DIETZ MOVED TO APPROVE IMPROVEMENT PROGRAM AGENDA AS AMENDED. THE MOTION. THE MOTION CARRIED 5-0. THE JANUARY 18, 1993 CAPITAL COUNCILMEMBER HOLMGREN SECONDED 3. Check Register COUNCILMEMBER DIETZ MOVED TO APPROVE THE CHECK REGISTER. HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER 4. Capital Improvement Program Discussion Mayor Duitsman turned the meeting over to Pat Klaers for the Capital Improvement Program discussion. Pat Klaers presented an overview of the current Capital Improvement Program and indicated that the first ClP worksession would involve discussion which would concentrate on projects and finances would be addressed at a future meeting. However, due to a request from Councilmember Holmgren, there was a brief overview of finances available for improvement projects including an explanation of MSA funds from Terry Maurer. Pat Klaers reviewed the projects completed in previous years as outlined in the handouts which listed some of the projects completed and the funding sources for each project. There was then discussion on ongoing projects and the funding for those projects as referenced in the handouts. Next there was a discussion on annual projects which included discussion of financing sources as well as the annual expenditures. This information was also listed on some handouts. Capital Improvement Program Worksession January IB, 1993 Page 2 eJ The City Council recessed at 7:50 p.m. and reconvened at 8:05 p.m. 4.3. New and Pending Projects Pat Klaers discussed the new and pending projects. Three handouts listing potential projects were distributed. The Council agreed to discuss the projects at this meeting and prioritize at a future meeting after having had an opportunity to review the projects. Councilmember Scheel and Mayor Duitsman requested that the traffic flow from Ramsey and Anoka County on the eastern side of the City be addressed. Councilmember Scheel suggested that the traffic pattern to allow for easier access Park. City to consider changing the Elk River Industrial Councilmember Farber requested that the expansion of water and sewer services to east Highway 10 be moved from the pending to the 1993-1997 project list. The Council had a lengthy discussion regarding extending water and sewer services to this area of the City and the proposed joint effort for sewer services with the City of Otsego. The next CIP meeting was scheduled for February 15. .---'-.-".. ' . All nine handouts are attached to these minutes as part of the official record. 5. Other Business Mayor Duitsman informed the Council that iversity of Minnesota had sent proclamation to him requesti that the Council approve January 30, 19 ,as Jenny Cook, Elk River met own Day. THE PROCLAMATION DECLARING IVER HOMETOWN DAY. COUNCILMEMBER CARRIED 5-0. COUNCILMEMBER HOLM JANUARY 30, 1993, DIETZ SECONDED THE Mayor Duitsman informed the presentation 30. that he.would be present to make the University ceremonies on January --------------------- Mayor Duitsman indicated t at he Stephanie Klinzing rega accelerate the construct' ad been contacted me ting with MnDOT y 101. by in Representative an effort to --------------------- e Mayor Duitsman indica d that he had at ended a 2001 Conference where School officials d' cussed the forma ion of a Community Youth Task Force which would c rdinate school act vities other than music and athletics. Mayor Duitsman felt that the group may request funding from the City Council in the future. --------------------- Capital Improvement Program Minutes February 15, 1993 Page 3 e)1 6:00 P.M. COUNCILMEMBER FARBER SECONDED THE MOTION. CARRIED 4-0. THE MOTION Mayor Duitsman 'nformed the Relief Associatio meeting. Association is c sidering switching defined contributio retirement plan. the City's benefit. Mayor Duit an review the investment of the Fire elief responsibility over th investm ts. he had attended the Fire that the Fire Relief from a defined benefit to a e indicated that would be to was concerned that the Council Association as the City has 4.5. Ma or Duitsman Finance Director, gave a brief history on the changes that have been made in t east several years in the Fire Relief Association's investments She noted that the Fire Relief Association now meets State requiremen whereby less than 75% of their investments are held in mutual fu tis Lori further indicated that much progress has been made in gettin the ire Relief Board to more closely review its investments and ch ge its investment procedures. . Mayor Duitsman ind' ated had spoken with the Fire Chief regarding a satelli station whi may be located in Otsego. A brief discussion took p on financing the Fire Relief Association and fire expenditures. 4.6. Pat Klaers, Administrator, updated t e the Highway 101 project. e bid letting for Highway accelerated. Pat indicated at original completion was sche led for fall, 1995, and this has een moved to fall, 1994, for the tretch of road between the Mississip River to County Road 42. Pat stated that the rest of the project w 11 remain on schedule. 4.7. COUNCILMEMBER SCHEEL MOVED TO APPROVE THE CHECK REGISTER. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5. Discussion on Capital Improvement Program Mayor Duitsman turned the meeting over to Pat Klaers for discussion on the Capital Improvement Program. e It was agreed that the City Council would pick up where it had left off at the last CIP meeting. The City Administrator reviewed the 1990 Capital Improvement Plan to update the City Council on projects remaining from that list. There was a discussion on the western area utility and road improvement project including a discussion regarding the fairgrounds property and the need for the City to acquire approximately 2 acres from the County for road and utility purposes. Capital Improvement Program Minutes February 15, 1993 Page 4 ----------------- ~) , There was further discussion on the possibility of the City purchasing a portion of the fairgrounds parking lot. The City Administrator continued his review of the 1990 Capital Improvement Project list. There was discussion on the sale of the UPA property and the possibility of a Chamber Office locating on this parcel. Councilmember Scheel questioned whether the City was ga~n~ng anything by selling this property to UPA or if it would be better off selling the property to someone else. Councilmember Dietz indicated that the previous City Council did not want to sell the property for retail or commercial use because the Council did not want more traffic on an already congested corner. Councilmember Scheel opened a discussion on the road from the Liquor Store through Rons Food's parking lot. She felt that the road was not functioning properly and requested that something be done to improve the situation. Pat Klaers indicated that staff and previous Councils had discussed this project before, however the options for improving the situation were very expensive, therefore no major changes had been made. -..\ ~, Mayor Duitsman requested that east/west traffic patterns connecting to Anoka County #22 be added to the list of future projects. He felt that the City should designate a roadway for east/west traffic at this time. Terry Maurer indicated that the traffic study should be complete in mid March and' at that point the City Council can change the MSA designation and redesignate a portion of the MSA mileage for an east/west traffic route. Mayor Duitsman indicated that he would like a road location planned some time this year. The City Administrator went over the 1993-97 projects and described each project. The City Council recessed at 8:00 p.m. and reconvened at 8:10 p.m. There was discussion on the Wastewater Treatment System expansion. Terry Maurer reviewed his February 3 and February 8 memos with the City Council. He indicated that the revised plan shows a 3 million gallon per day capacity. Terry stated that in order for the City to use this capacity, it would need to grow 5% for the next twenty years and the current service area would need to be expanded slightly. There was discussion on the size of the plant and the City of Otsego's request for use of the City's Wastewater Treatment Plant. Mayor Duitsman said that economics will dictate whether this is a 2.2 million or 3 million gallon per day expansion. It was the consensus of the City Council that Terry proceed with the expansion plans. ~ Terry Maurer updated the City Council on the variance request to the MPCA which would allow the City to possibly increase its discharge into the Mississippi River. He estimated that the cost to apply for the variance would be approximately $1,000. However, if the variance was approved, there would be substantial savings on the construction of a new facility because the cost of treating the sewage to meet the MPCA standards would be decreased. Capital Improvement Program Minutes February 15, 1993 Page 5 _),1 COUNCILMEMBER SCHEEL MOVED TO REQUESTING A VARIANCE FROM MPCA. MOTION. THE MOTION CARRIED 4-0. AUTHORIZE TERRY MAURER TO PROCEED WITH COUNCILMEMBER FARBER SECONDED THE Pat Klaers indicated that the City Council had received an old East Highway 10 feasibility study. There was discussion on that feasibility study including the fact that the sewer cost is only one-half of the water cost, the timing of the water project, that extra sewer capacity would not be available in 1996, and the issue of how to finance the $1.2 million incurred to extend utility lines before reaching any assessable property. The City Administrator discussed the Jackson Avenue/Highway 169 feasibility study indicating that a water tower and well are necessary and that financing a water tower would be a major item of discussion at the joint City Council/Utilities Commission meeting. Discussion took place on the Elk Park Center development including the traffic study and EAW. Councilmember Farber questioned the numbers in the traffic study, wondering whether the information presented at the neighborhood meeting was accurate. . The City Administrator informed the City Council that he had given special assessment estimates to the Elk Park Center developers which would include both the internal and external development costs. Terry Maurer indicated that the County had agreed that improvements should be made to CSAH 11. He provided a resolution which would allow the City to proceed. The resolution includes a statement that Maier stewart and Associates would provide interim financing for the engineering portion of the project and those charges would be billed at a later date when the project proceeds. This project would be funded totally by County funds. COUNCILMEMBER DIETZ MOVED TO APPROVE RESOLUTION 93-4, A RESOLUTION REQUESTING SHERBURNE COUNTY PROGRAM THE UPGRADING OF COUNTY STATE AID HIGHWAY 1 (CSAH 11) FROM THE INTERSECTION OF COUNTY ROAD #77 TO THE INTERSECTION OF COUNTY ROAD #32 FOR 1994. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator updated the City Council on the Lake Orono dredging issue. He indicated that there is a homeowners meeting on Thursday, and Mayor Duitsman would be in attendance. There was discussion regarding the fact that Lake Orono is a river and not a lake. Terry Maurer gave the Council some history on the project. Councilmember Scheel indicated that she did not feel that this was a City issue. Terry Maurer indicated that he would work with Street/Park Superintendent, Phil Hals, to establish a base to see if there really is a sediment problem. e Discussion took place regarding the sale of the City's property on Highway 169. The Council agreed that it is appropriate to sell that property and authorized staff to negotiate the sale of that property. e'); - . Capital Improvement Program Minutes February 15, 1993 Page 6 There was discussion on the storm drainage plan. indicated that he would like to have it on the March 1 Hals stated that Phase II of the storm drainage plan to Maier Stewart would be a very useful tool for both his the Building and Zoning department. Mayor Duitsman agenda. Phil be completed by department and Councilmember Farber indicated that he would like to attend the "Beyond the Basics" planning workshop. The City Administrator will register Councilmember Farber for the April 8, session. The City Administrator discussed the letter from Bob and Ann Oster regarding their assessment for the western area improvement. The letter will be published in the star News. The City Administrator pointed out to the Council several errors in the letter. First, City Hall did not drive the project. This project had been planned for several years. Second, the road which Ann Oster is referring to was not redone two years ago, that was simply an overlay in order to hold the road together until'a major reconstruction project was completed. Third, assessments are always done in open meetings. Fourth, the previous asses~ment of $800 that the letter refers to was a sewer trunk assessment. Fifth, it is not necessary to have an attorney in order to appeal an assessment. There was a brief discussion on the special assessment process. Councilmember Scheel was concerned that all property owners be aware of the process they need to go through to appeal an assessment. Staff indicated that a letter goes out to each property owner outlining the steps necessary to appeal an assessment and further that the City Attorney reiterates that information at the special assessment hearing. 6. Adjournment COUNCILMEMBER FARBER MOVED TO ADJOURN THE MEETING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The meeting of the Elk River City Council Capital Improvement Program Work Session adjourned at 10:10 p.m. Respectfully submitted, 71. ~ g,/1/fl $~'YI a Lori Johnson 1I0 Finance Director e)' - e MEETING OF THE ELK RIVER CITY COUNCIL CAPITAL IMPROVEMENT PROGRAM WORK SESSION HELD AT ELK RIVER CITY HALL TUESDAY, MARCH 30, 1993 MEMBERS PRESENT: Mayor Duitsman, Councilmembers Scheel, Farber, Dietz, and Holmgren Members Absent: None Staff Present: Pat Klaers, City Administrator; Terry Maurer, City Engineer; and Lori Johnson, Finance Director Pursuant to due call and notice thereof, the meeting of the City Council Capital Improvement Program Work Session was called to order at 6:20 p.m. by Mayor Duitsman. Discussion was held on the upcoming informational meeting with the Orono Lake 3rd Addition neighborhood. Terry Maurer briefly updated the Council on the proposed handout and format of the meeting. Because of the possibility of more than two Councilmembers attending the meeting, the Council agreed that it would be appropriate to call this as a special City Council meeting. COUNCILMEMBER HOLMGREN MOVED TO CALL A MEETING OF THURSDAY, APRIL 1, AT ELK RIVER CITY HALL AT 7:00 P.M. SECONDED THE MOTION. THE MOTION CARRIED 5-0. THE CITY COUNCIL ON COUNCILMEMBER FARBER Pat Klaers gave an overview of the progress at the past CIP meetings. He indicated that the plan for this meeting was discussion on new projects, Council prioritization of projects, and a discussion on CIP finances. Mayor Duitsman listed his priorities for projects for the years 1993 to 1997. 1. Library expansion - If the Great Regional River Library system will support additional staff and materials. 2. Expansion of the Waste Water Treatment Plant. 3. Water towers and wells. 4. Jackson Square/parking lots It was indicated that the HRA has committed funds for improving parking lots, including Jackson Square. 5. Storm sewer plan and Ditch #10 - Discussion was held regarding Ditch #28, and the feeling that this was a County issue. However, the City should review Ditch #10 as the Council felt that it was the City's responsibility to do so with urban and commercial development using this ditch for storm water drainage to the river. The City Council directed the City Engineer to review the drainage culvert under the railroad tracks. e\ .) e Capital Improvement Council Minutes March 30, 1993 Page 2 ---------------------------------------- 6. East/west roadways }layor Duitsman requested that easements and corridors be placed on the official map. 7. 173rd/175th Street improvement - The Council had a lengthy discussion on the transportation study and agreed that a special work session should be held to discuss the transportation study. 8. Purchase property from the County for Orono Parkway extension. 9. Liquor Store road/Baldwin Avenue. 10. East Highway 10 water and sewer. Councilmember Farber questioned towers in the City. Terry Maurer compared to suburban communities. why there explained was the a need for so many water City's water system as Councilmember Holmgren stated that he felt the Highway 10 and Main Street intersection should be a high priority. Councilmember Dietz indicated that the EDA downtown site was a high priority for him as well as Joplin and Orono Parkway. Councilmember Farber concurred that Joplin and priorities. Mayor Duitsman felt that Orono Parkway last places that MSA funds were used. Orono should Parkway were high be one of the Councilmember Holmgren questioned why Mork clinic patients were parking in the True Value parking lot. He felt that they should not be allowed to park there and that Mork Clinic may not be meeting the parking ordinance requirement. Pat Klaers indicated that he has received no complaints regarding this issue and that it was his understanding that Mork Clinic met parking requirements as required by the ordinance; however, he would have staff check into the situation. Councilmember Farber questioned the time frame on constructing the community center and felt that it should be on the 1993-97 project list. Cpuncilmember Holmgren agreed. The City Council concurred that the plan presented by the Community Center Task Force was too big for the community to support, but there was a need for meeting rooms. Councilmember Scheel felt that some parts of the Community Center were not needed if the City were to work with a private sector. Councilmember Scheel felt that an alternate transportation route to Industrial Park, as previously discussed, should be high priority. Councilmember Farber felt that the School Street expansion, the Jackson and School intersection, and the Freeport and School Street intersection should be on the priority list. COUNCILMEMBER HOLMGREN MOVED TO CALL AN EXECUTIVE SESSION OF THE ELK RIVER CITY COUNCIL TO DISCUSS POLICE UNION NEGOTIATIONS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. .).i . . . Capital Improvement Council Minutes March 30, 1993 Page 3 ----------------~----------------------- Mayor Duitsman recessed the regular meeting of the City Council at 8:30 p.m. for the Executive Session. The City Council reconvened at 9:00 p.m. Pat Klaers began the review of available finances for projects and indicated MSA funds have been used extensively in the last several years and that limited funds are available for projects in 1993 and 1994. Counci1member Holmgren indicated that the School Street and Jackson Avenue intersection is high on his priority list and felt that it should be expanded to four lanes with a signal by September I, 1993. The City Council agreed to have Terry Maurer examine the feasibility of this project and report back to the Council on April 19. Terry Maurer indicated that there is a possibility that remaining State turn back funds could be used for this intersection. He also stated that 1994 MSA funds could be encumbered for the School Street and Jackson Avenue intersection. Discussion on the Capital Project Fund finances was held. requested that staff pursue getting the right-of-way for improvement project so that when finances become available, begin this project. Mayor Duitsman the 173rd/175th the City could Councilmember Scheel indicated that she had received complaints from residents on the condition of Concord Street and that the residents wanted the street improved. Pat Klaers indicated that the City would do the project if the residents requested it. Currently, Concord Street is a private road. Street Reserve fund finances were discussed. The Council indicated that the first priority from this fund was 221st Street, the liquor store road was second, and Third Street and Gates Avenue was the third priority. City Hall Reserve finances was acceptable for $50,000 of Hall site to UPA be placed Council concurred. were discussed. Mayor Duitsman stated that it the revenues from the sale of the old City back into the City Hall Reserve fund. The City Equipment Reserve and Park Dedication finances were briefly discussed. COUNCILMEMBER DIETZ MOVED TO ADJOURN COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE CITY COUNCIL MEETING. THE MOTION CARRIED 5-0. Xhe meeting of the Elk River City Council adjourned at 9:50 p.m. Respectfully submitted, I . C} .:: l!/\A- .Ivr~",- (~I:A... ) Lori Johnson Finance Director City Council Minutes April 13, 1993 Page 6 - 10. COUNCILMEMBER HOLMGREN MOVED TO CALL AN EXECUTIVE SESSION OF THE ELK RIVER CITY COUNCIL TO DISCUSS POLICE UNION NEGOTIATIONS. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. Mayor Duitsman recessed the special meeting of the City Council at 9:35 p.m. for the Executive Session. The City Council meeting reconvened at 9:50 p.m. 7. Capital Improvement Program Due to the lateness of the hour, limited discussion took place on the Capital Improvement Program. The City Administrator indicated that if possible, he would like to discuss capital improvements with the City Council at a future meeting when the agenda is light and allows for an hour to two hours discussion. A discussion for 1-2 hours should complete a review of the available CIP finances. Once this step is completed, it is anticipated that only one additional meeting will be required to finalize the Elk River CIP. . Brief discussion took place regarding the extension of utilities to East Highway 10 and the trunk costs to the property owners for these extensions. It was hoped by the Council that these costs would be similar (in 1992 dollars) to the $3,800 per acre that was charged to Hillside Estates and in the western area of the City. Discussion continued regarding. City assistance for some of the expenses for this East Highway 10 project and whether or not Liquor Store funds should be used to underwrite this project in order to help provide utilities beyond the Highway 101-169 intersection. Discussion took place regarding the School Street/Jackson Avenue intersection improvement project that was reviewed at the last CIP meeting. A handout from the City Engineer dated 4/8/93 was reviewed. It was the consensus of the City Council that the City Engineer should do preliminary work associated with this project in order to see if it is feasible for this project to move forward in 1993. It was the desire of the City Council to have an improvement project completed before school starts in the fall. Discussion took place regarding the financing of this project and it was indicated that the investigative work from the City Engineer on this issue will help the City Council decide the appropriate financing mechanism for this project. 8. Adjournment There being no further ADJOURN THE MEETING. MOTION CARRIED 5-0. business, COUNCILMEMBER HOLMGREN MOVED COUNCILMEMBER DIETZ SECONDED THE MOTION. TO THE The special meeting of the Elk River City Council was adjourned at 10:15 p.m. e Respectfully submitted, ~M~ Patrick Klaers e SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL CAPITAL IMPROVEMENT PROGRAM WORK SESSION HELD AT THE ELK RIVER CITY HALL - CONFERENCE ROOM A TUESDAY, JUNE 1, 1993 Members Present: Mayor Duitsman, Councilmembers Scheel, Farber, Dietz, and Holmgren Members Absent: None Staff Present: Lori Johnson, Finance Director; Phil Hals, Street Superintendent; Pat Klaers, City Administrator Also Present: Library Board ~hair, Vicki Sullivan; Library Board Member, Deborah Anderson; Librarian, Mick Stoffers; Great River Regional Library Representative, Ken Behrenger 1. Call Meeting To Order Pursuant to due call and notice thereof, the special meeting of the Elk River City Council/CIP Work Session was called to order at 6:00 p.m. by Mayor Duitsman. e 2. Consider 6/1/93 City Council/CIP Agenda COUNCILMEMBER SCHEEL MOVED TO APPROVE THE 6/1/93 CITY COUNCIL/CIP AGENDA AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Library Board Presentation Library Board Chair, Vicki Sullivan, presented to the City Council an overview of the proposed library expansion project. Vicki indicated that during the Library Annual Report presentation, the Board was directed to analyze the available finances for a library expansion project and to present the findings to the City Council. It was indicated that the library expansion. report (August, 1992) showed a proposed project in the. $740,000-$894,000 range which included remodeling expenses for the existing facility in the $182,000-$239,000 range. Of the remodeling expenses, approximately 25% are required due to handicapped accessibility and Americans with Disabilities Act, but the remaining 75% of the remodeling expenses were in the "nice to have" category. Additionally, the construction expenses of the 4,400 square foot addition of $418,000-$462,000 was believed to be a high estimate and it was thought that the project could be completed for less than that amount. The Board is hoping that a total expansion project can be completed for approximately $500,000. e Vicki Sullivan also indicated that Lori Johnson, Finance Director, has been working with the Board on available finances for the project. Lori and Vicki reviewed the finances that are available for the project Special City Council/ClP Work Session June 1, 1993 Page 2 e and indicated that it could be possible to finance the project over twenty years with available designated revenues. This financing plan is based on the assumptions of a $500,000 project with $160,000 cash being available as of January, 1994. Additionally, it was assumed that $127,000 would be available from TIF Plans No. 1 and No. 3 to help finance this project. The balance could be financed over twenty yearsbased on available funding from the designated landfill reserve and through using about $7-$10,000 from the annual library budget that is approved by the City Council. The key issue in this proposal is the use of TIF monies. Lori indicated there were several possible financing options available depending upon the Council's commitment of TIF Funds. Discussion took place regarding use of TIF funds, the amount of money available on an annual basis to finance a bond or a lease/purchase plan, and the commitment from the Great River Regional Library System for materials and staff if the expansion project takes place. It was noted that a $500,000 project is very tight based on the initial library proposal and that it may be appropriate to look at a project more in the $550,000 range. This would require an additional commitment of TIF funds. e It was noted that if completed within this to be scaled down. difficult to obtain. a 4,400 square foot addition could not be budget framework, the project expansion may have Additional funding beyond $550,000 would be It was the general agreement of the City Council that a project of $550,000 for a library expansion would be acceptable. Also, it is anticipated that this project would not happen until 1994 based on the amount of preliminary work that would be needed before ground could be broken. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE USE OF TIF NO. 3 FUNDS AS PART OF THE CITY PARTICIPATION IN THE $550,000 LIBRARY EXPANSION PROJECT. COUNCILMEMBER MOTION. THE MOTION CARRIED 5-0. DISTRICT NO. 1 AND FINANCING OF THE DIETZ SECONDED THE City staff was directed to move forward with a TIF District No. 1 and No. 3 amendment to allow the use of these funds for this project. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE CONSTRUCTION OF A LIBRARY EXPANSION PROJECT IN AN AMOUNT NOT TO EXCEED $550,000. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. The Council indicated that the Library Board should develop an action plan which would outline the steps necessary before bidding out the project. The first step is assumed to be the selection of an architect for the project. e The City Administrator distributed a letter from requested appointment to the Library Board. Ringstad has resigned from the Board. Don Robinson which It was noted that Ken Special City Council/CIP Work Session June 1, 1993 Page 3 e COUNCILMEMBER DIETZ MOVED TO ACCEPT KEN RINGSTAD'S RESIGNATION AND TO APPOINT DON ROBINSON TO THE LIBRARY BOARD TO FILL OUT KEN RINGSTAD'S TERM OF OFFICE. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. Finance Department Annual Report - Lori Johnson, Finance Director Finance Director, Lori Johnson, reviewed with the City Council her 1992 Annual Report. Lori indicated that most of the numbers related to the finances of the City were presented last week with the Audit presentation and her Annual Report would deal more with trends and issues related to her department and only generally to the overall financial status of the City. Lori reviewed with the Council the work duties that are undertaken by her department and examples of some projects that she has worked on in 1992. The City Council discussed in detail the special assessment searches issue and the concern over responding to verbal requests and how these verbal reqUests are a drain on the Finance Department staff time. COUNCILMEMBER FARBER MOVED TO ADOPT A CITY POLICY CALLING FOR THE CITY STAFF TO RESPOND TO SPECIAL ASSESSMENT SEARCHES ONLY WHEN THE REQUESTS ARE PRESENTED IN WRITTEN FORM. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. e Lori reviewed with the Council the list of activities that took place in 1992, the growth in the activity level from 1985 to 1992, the list of all of the 1992 funds managed by the Finance Department, bond issues for 1992 and the City bond rating, the 1992 General Fund Revenue and Expenditure breakdowns along with the analysis of the General Fund Cash Flow Balance, and the City investments for 1992. Additional discussion took place on a City investment policy. The Finance Director provided a handout outlining a City investment policy. COUNCILMEMBER FARBER MOVED TO ADOPT THE CITY INVESTMENT POLICY AS PRESENTED BY THE FINANCE DIRECTOR. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Lori continued with her Annual Report and discussed the 1992 interest income for the City and the 1993 (and beyond) projects forecasted to be undertaken. The City Council indicated that they would like to see something happen very soon on the urban/rural tax district ratio and also on a city-wide storm sewer funding mechanism. The City Council thanked the Finance Director for her Annual Report. 6. Other Business/Staff Updates e The City Administrator indicated that the City has received some legal documents from the Attorney representing Tom Brindamour and indicated that the City is being sued for the taking of land from Tom Brindamour without adequate compensation. Special City Council/ClP Work Session June 1, 1993 Page 4 e The City Administrator reviewed with the City Council the Chamber of Commerce Fourth of July parking plans and the fact that the Chamber is anticipating to use the City Hall parking lot. The majority of the Council felt that the parking lot at City Hall should be available for the Fourth of July under the same terms and conditions as other parking lots in the vicinity. Councilmember Farber discussed with the City Council a concern over the condition of bulk fuel tanks along the railroad tracks west of Proctor Avenue. Additionally, Councilmember Farber discussed with the City Council a citizen question regarding snow removal and the no parking restrictions along Proctor Avenue. Xhe Finance Director requested Council approval for the Liquor Store to add two additional part time employees. e COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE MICHAEL VANGUILDEN AND JEAN BURANDT AS PART EMPLOYEES. COUNCILMEMBER DIETZ SECONDED THE CARRIED 5-0. LIQUOR STORE TO HIRE TIME LIQUOR STORE MOTION. THE MOTION 5. Capital Improvement Work Session Mayor Duitsman indicated that it was his goal to complete the 1993 ClP at this Work Session. The Mayor also indicated that it was his strong feeling that the City should function with an informal CIP Work Plan and that this document should not be formally adopted by the City Council at this time. The City Administrator indicated that he is comfortable with this approach to accomplishing capital improvements and stated that this is how the City has operated for the past few years. In this manner, the City Council reviews potential new projects and recently completed work projects in the first few months of each year and then determines the appropriate work plan for the upcoming year along with some goals for the next few years. The Council concurred that it would not formally adopt a CIP in 1993 and it would continue to function with an informal plan. e The City Administrator briefly reviewed the available CIP financing mechanisms that were presented on 3/30/93. These finance mechanisms included Municipal State Aid monies, the Capital Projects Fund, the Landfill Fund (designated for the Library, the City Hall/Police Department facility, and the Streets Department), the Equipment Reserves Fund, and the Park Dedication Fund. The handouts for these funds that were distributed on 3/30/93 were distributed again for review by the Council. The City Administrator reviewed in more detail the available to finance capital improvement projects. These other other funds funds Special City Council/CIP Work Session June 1, 1993 Page 5 e included the Liquor Store Fund, the Self-Insurance Fund, the NSP Contributions, TIF, and a variety of miscellaneous funds (including grants, special assessments, bond referendums, and HRA/EDA monies). These funds were also outlined in handouts distributed by the City Administrator. Additional discussion took place regarding the following funds: Liquor Store Fund - Discussion took place regarding the future need for a second municipal liquor store. There was no agreement reached on when this store would be needed, however, a great deal of discussion took place regarding the need to obtain the property for a second liquor store in the near future before all the best locations are sold or redeveloped. Concern was also expressed regarding whether or not enough funds would be accumulated to construct a future building without going into debt, or whether or not some of the existing liquor store reserves would be used to supplement other projects, specifically the East Highway 10 project. It was the general consensus of the majority of the Council that the City should at least investigate land options around key intersections of the City for a future second liquor store. e - Self Insurance Fund - With limited additional funds being able to be added to this category, and with expenditures being unknown at this time, the Council had a very limited discussion on this fund. The City Administrator noted that if the City health insurance plan changes in the future and that if the City gets into a type of self insurance for City employees, this fund may be used to offset expenses. - NSP contribution It was noted that funds are committed through at least part of 1995, but that beginning in 1996, approximately $90,000 per year would be available to be allocated on projects. The Council took no action on allocating these funds at this time. - TIF Funds - It was noted that the funds from TIF No. 4 are available for a water tower on the west side of the City and that without any official designation or allocation of these funds, the Council has committed them for this project to the utilities Commission. It was noted that there are available funds in TIF Districts No. 1 and No.3, but that the funds are going to be in demand and that the amount available has already been reduced based on the library project commitment the City made earlier in the evening. Typically, these funds are used for economic development projects, but they could also be used for park projects including the purchase of land from the County for parking for the softball complex. e - Bond Referendum - Limited discussion took place on this tool and the Council understood that it may be necessary forward with the bond referendum in 1994 for some community center or park issue. If this is to take place financing to move type of in 1994, . e . Special City Council!CIP Work Session June 1, 1993 Page 6 the Community Center Task Force needs to reconvene or the City Council needs to appoint a new Task Force. The City Administrator reviewed with the City Council the 5/26/93 memo from the City Engineer on the status of current projects. Additionally, the City Administrator distributed a 6/1/93 East Highway 10 property owner letter inviting these individuals to a 6/15/93 informational meeting on the possibility of extending sewer and water into this area. The City Council directed staff to outlined in the 3/30/93 minutes and Council meetings. continue to work on 1993 projects as as discussed at subsequent City The City Administrator indicated that he would try to put together some type of summary documentation on the issues discussed on the 1993 and the 1993-97 CIP. This material would serve as the starting point for the 1994 CIP work scheduled in January/February, 1994. 7. Adjournment There being no further business, COUNCILMEMBER DIETZ MOVED TO ADJOURN THE CITY COUNCIL/CIP MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. The special meeting of the Elk River City Council/CIP Work Session was adjourned at 10:00 p.m. Respectfully submitted, :iJJ- c/(ICuA ~ (~) Patrick D. Klaers City Administrator . SPECIAL \VORKSESSION OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL - CONFERENCE ROOM A SATURDAY, JANUARY 8, 1994 Members Present: Mayor Duitsman, Councilmembers Dietz, Farber and Holmgren (8:40 a.m.) Members Absent: Council member Scheel Staff Present: Pat Klaers, City Administrator; Terry Maurer, City Engineer; Darrell Mack, WWTS Superintendent; Steve Ach, City Planner; Lori Johnson, Finance Director Pursuant to due call and notice thereof. the special worksession of the City Council was called to order at 8:05 p.m. by Mayor Duitsman. By consensus of the City Council, the agenda of the City Council worksession was accepted. It was noted that the Assessment Manual would likely not be discussed at this meeting due to time constraints and also that the Mayor would like to discuss the Menard's proposal. 1. 2. Wastewater Treatment Plant Exoansion East Trunk Hiqhwav 10 Utilities e The City Engineer distributed his 12/15/93 memo that outlined the survey results of the East Highway 10 property owners regarding their desire for municipal utilities. With the assistance of a colored map that visually showed the results of this utilities survey, the City Engineer reviewed the responses that were received. The City Engineer noted that the results were mixed. On the map, the City Engineer showed three different potential service districts for the extension of municipal sewer and water. It was noted that if sewer and water is only extended through the Highway 169/10111 0 intersection, then the $3,800 per acre trunk fees would fall approximately $1,000,000 short of financing the project. Additionally, if trunk sewer and water was extended approximately to 171st Avenue, then the $3,800 trunk fee would fall approximately $500,000 short of financing this project. Finally, it was noted that if trunk sewer and water is extended to 165th Avenue, then the $3,800 per acre trunk fee would be sufficient to cover the trunk expenses. It was stated that the $3,800 per acre assessment amount should really be revised and redesignated as a trunk water and sewer and sewer plant impact fee. The City will need to evaluate this terminology change when it reviews the Assessment Manual. e The City Engineer distributed a waste water flow projection for the City of Elk River. It was noted that if total development of the parcels of property currently platted took place before 1998, the wastewater treatment plant would be at capacity. It was noted that this total development is unlikely, but also that utilities may be extended into other areas which would affect the plant capacity. The City will have to closely monitor its capacity at the plant. but it appears that sufficient capacity exists until 1998 unless a significantly larger than anticipated growth spurt takes place in Elk River. Special Worksession of the Elk River City Council January 8, ] 994 Page :2 . The City Engineer distributed a wastewater treatment plant expansion timetable and cost estimate. It was noted that once MPCA approves the plans and specifications. the project can be completed within twenty months and ready for operation with increased capacity. At this time the earliest plans could be approved and ready for bidding would be in the spring of 1995. On a parrallel timetable is the expansion of utility pipes into the East Highway 10 area. The City Engineer noted that it takes approximately twenty months from the ordering of a public hearing for the project to completion of the installation of the pipes so that properties can hook up to the system. A determining factor in ordering the plant expansion and ordering the public hearing for the installation of utilities in the East Highway 10 corridor will be the available finances for the plant expansion. The Finance Director distributed a three page summary of wastewater treatment plant projected revenues and expenditures in order to help analyze when the City can afford a plant expansion. The Finance Director indicated that the projections for revenues were conservative and would change dramatically if higher than anticipated growth takes place. The projections provide an estimate of the amount available for debt service based on estimated growth factors. The amount available figures on Page 1 exclude depreciation. After the plant is expanded. these funds will need to be accumulated for the 2008 expansion; but prior to the expansion project currently discussed. the depreciation expense can be added to the total available in order to help service a portion of the bonded debt. At this time it appears that the City will have about $215.000 in 1996 for debt payment and that this will increase to about $270.000 by 1999. . The Finance Director continued reviewing her handout and on Page 2 and Page 3 reviewed the amount available in 1994 for future projects as compared to the cost of the plant expansion. It was noted that if the project is not authorized until late 1996 or early 1997. then the City will have cash to buy down the bond issue to about $4.5 million. This can be financed over thirty years with a bond payment of approximately $345.000. At this time it appears the City will be short of that amount being available on an annual basis to meet the debt obligation. However. if growth exceeds projections and if less money is put away for the 2008 plant expansion. then it may be possible for the City to cash flow this debt around this timetable. It was noted that the timetable indicated by the Finance Director would allow for the plant to be expanded and in operation by 1998 which coincides with the plant capacity figures previously indicated by the City Engineer. Additionally. it is conceivable that this timetable can be moved up if higher than expected growth takes place. This will be closely monitored by the City staff. . Mayor Duitsman stated his desire to plan for the plant expansion and the extension of utilities to East Highway 10 for 1996 so that hook-ups can begin in 1997. The Finance Director indicated that the figures displayed in the handout are slightly conservative and that the Mayor's goal may be obtainable. but this will not be known until some time in 1995. The Finance Director indicated that a rate increase should be considered by the City Council if the plant is to be expanded in 1996 due to the need for funding the plant expansion and based on the ongoing operating expenses of the utility. e . . Special Worksession of the Elk River City Council January 8, 1994 Page 3 The City Planner discussed the updating of the Comprehensive Plan and the importance of knowing if the plant is going to be expanded so that residential and non-residential urban growth patterns can be forecasted and incorporated into the plan. Mayor Duitsman and Council member Farber both indicated their desire for urban growth in the east along with the need for a large vacant tract of property in case the School District decides to construct a new senior high in Elk River. It is estimated that an 80 acre parcel of property will be needed for a senior high school project. It takes the School District about three years to have a senior high facility constructed after a public referendum is approved. This timetable also coincides with expansion of the utilities to the east by 1998. The City Council directed the City Engineer to continue to work with MPCA on the approval of the wastewater treatment plans so that once finances become available the project can be bid and construction can take place. The City Engineer was instructed to prepare a report/memo on the scope of services that would be needed from his firm in order to update the East Highway 10 Feasibility Study for the expansion of municipal utilities into this area. The Finance Director was directed by the Council to prepare a resolution for their consideration on a sewer rate increase. 3. Storm Drainaqe The City Engineer reviewed a map with the City Council that showed the storm drainage work that was needed in Deerfield III to eliminate drainage problems around the Mike Poppen residential area. In order for this project to move forward, the City Engineer indicated that a drainage easement agreement had to be entered into between the City and Mr. and Mrs. Hartman, as the pipe is proposed to run along their property line. The City Engineer handed out a drainage easement agreement outline and reviewed the components of the agreement with the City Council. It was noted that bids have been received on this project to relieve drainage problems in this vicinity and that the total project is in the $125-$150,000 range. The Finance Director distributed a handout on the status of the storm sewer fund. It was noted that this fund has yet to establish a revenue stream. The revenues being discussed include a utility fee on most, if not all, properties within the City and a development fee on new projects. The fund is currently about $226,000 in debt due to storm drainage work associated with the Westwood and Fresno Street projects, smaller miscellaneous drainage system repairs, and for work on the Storm Drainage Master Plan. The Finance Director stressed the need for the Council to understand the funding sources of projects and the financial ramifications if the funding sources are not in place before a project is authorized. The City Engineer reviewed a map with the City Council that outlined the drainage proposal for the SchultzlDeschenes area. It was noted that the ultimate solution for this problem involves a system of pipes, open ditches and ponding areas that ultimately will get storm water to the river through the new 72 inch culvert that is being installed as part of the Highway 101 improvement project. This storm drainage system is on the east side of Highway 169, affects the 5th . . . Special Worksession of the Elk River City Council January 8, ] 994 Page 4 Street drainage area, and utilizes the County ditch system. The total project is estimated at $400,000. The City Engineer and the City Council reviewed the culverts underneath the highway and railroad crossing that is associated with this drainage district. The railroad crossing has a 36 inch culvert and this limits the amount of water and the rate that water can flow toward the highway culvert, and, ultimately, into the river. The Council discussed the County ditch system and the need to work with developers in the County to improve this system. The City Engineer reviewed with the City Council some of the options on the utility fee system. It was indicated that everyone in the urban area should pay some fee far storm drainage regardless of its development status. It was also noted that gravel mines and areas north of County Road 33 contribute very little storm drainage water and that these areas may not be required to pay the utility fee. Councilmember Farber left at this time (9:55 p.m.) After further discussion, it was the consensus of the City Council that the City Engineer should take the next steps in the process to implement the Deerfield III and Schulz/Deschenes area drainage projects. The next step in the Deerfield III area would be to negotiate the easement with Mr. and Mrs. Hartman and present the bids for this project to the City Council for its consideration after the funding for the project is analyzed. The next step in the Schulz/Deschenes area project is to put together the easements necessary for the project and to have the City and the property owners enter into an agreement for the construction of this project. Regarding the Main and Evans project, the City Engineer reviewed the two different drainage options for this project. Both drainage options add water to the County ditch system. Either drainage option will cost a minimum of $175,000. The Elk Park Center development project will have some effect on the storm water problems in this area and the problems will increase unless an improvement project takes place. This project takes about 120 days to complete. The preferred option at this time is to install a pipe along Main Street toward the County ditch that currently exists near the southwest corner of the Main Street and Highway 169 intersection. The Council agreed to put this project on hold for at least thirty to sixty days. The Council directed staff to evaluate the option of simply having a tax levy approved by the City in order to raise funds for storm drainage projects. Some Councilmembers questioned whether or not this City-wide tax levy would be equitable and fair. The Council directed staff to put this issue on the 1/18/94 City Council agenda in order for the City Council to consider a motion that would request the Municipal utilities assistance in implementing a storm drainage utility billing system. 4. Transportation Plan The City Engineer reviewed the 3/93 preliminary transportation plan with the City Council. It was indicated that the City Council had three areas of concern with this preliminary plan and these three areas were labeled as areas C. D and E. The . . . Special Worksession of the Elk River City Council January 8, 1994 Page 5 City Engineer reviewed the proposed changes in these long range traffic corridors on a large map and the City Council agreed that the changes were acceptable. It was noted that the transportation plan for the City should be a topic for the joint City Council/County Board meeting. One reason for this topic being on this meeting agenda is that in the future, some County roads may be turned over to the City as they perform more of a local function and some new roads in the future may be required to be County roads as they will provide a regional or county function rather than a local function. The City Council discussed how the transportation plan should be adopted or incorporated into the comprehensive plan. It was noted that input from the City Attorney would be obtained on this issue. The Council discussed whether or not 221 st Street east of Highway 169 should be added to the transportation plan, but no consensus was reached on this issue. The Council discussed the transportation plan that becomes part of the gravel mining EIS and long range plans. It was noted that these transportation routes within the gravel mining areas would ultimately become part of the City transportation plan. Mayor Duitsman requested the City Planner provide the Council with an update on the Menard's land use change application that has been received. Steve Ach indicated on a map the area being requested to be changed to Highway Business. It was noted that this area is currently zoned Light Industrial and is the area that has been targeted by the Business Park Task Force as Phase I of the proposed business park project. Discussion took place regarding the short term land use desires of business versus the long term needs of the community and how a balance and mix of appropriate land uses needs to be achieved for the long term benefit of the community. Everyone agreed that a Menard's would be beneficial to the community, but that a Highway Business zone of 45 acres in the western side of the City is a major deviation from the Comprehensive Plan for the City. Forty-five acres of highway commercial property can accomodate upwards to 500,000 square feet of commercial buildings. The City Council agreed to adjourn the meeting at approximately 11 :40 p.m. Respectfully submitted, t:elt~l City Administrator