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08-14-2006 CC MIN . . . 4. 5.1. MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, AUGUST 14,2006 Members Present: Mayor Klinzing, Councilmembers Dietz, Farber, and Motin Members Absent: Councilmember Gumphrey Staff Present: City Administrator Lori Johnson, Police Chief Jeffrey Beahen, Captain Brad Rolfe, Sergeant Klunz, Fire Chief Bruce West, Street Superintendent Phil Hals, Assistant Street Superintendent Mark Thompson, Human Resources Representative Lauren Wipper and Recording Secretary Debbie Huebner " , 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 6:53 p.m. by Mayor Klinzing. 2. Consider 08/14/2006 Agenda MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE AGENDA. MOTION CARRIED 4-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER DIETZ TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. CONSIDER RIVERS EDGE DOwrOWN BLOCK PARTY 3.2. EXTENSION OF LIQUOR LICENSE FOR MCCOY'S PUB FOR DOWNTOWN BLOCK PARTY 3.3. CONSIDER 4 TRANSIENT MERCHANT LICENSES FOR PINNACLE SECURITY MOTION CARRIED 5-0. Open Mike - Noone. 5. Worksession Council Open Forum Mayor Klinzing stated that Elk River was recognized at a recent Northstar Corridor Committee meeting for being proactive in planning for development around the Elk River Station site. City Council Minutes August 14,2006 Page 2 t Councilmember Dietz asked Police Jeff Beahen for a report on an incident that occurred at the Sherburne County J ail last week. Chief Beahen explained that Carl Moyl, an individual arrested by Elk River P.D. on a fourth no insurance violation, was allegedly beaten to death by Bruce William Christenson, a transfer from Oak Park Heights high security prison. Chief Beahen explained the details that were available to him which lead up to the event and his subsequent notification of what had occurred. He explained details of the violation, arrest processing through Sherburne County, and the County's procedure for "classifying" prisoners that are received. . Chief Beahen discussed concerns with inaccuracies with reports put out by the media and threats received by the Police Department, as well as personally. He stated that he directed individuals to contact their state legislators who had concerns regarding the state-mandated process for dealing with gross misdemeanors of this type. -~, -". ". Discussion followed regarding the incident. Councilmember Farber stated that it is well known in the police community that 95% of inmates at the Oak Park Heights facility are violent offenders. The question was raised why a person arrested for a non-violent gross misdemeanor was in the same area as a prisoner transfer from a maximum security facility such as Oak Park Heights. Chief Beahen noted that Senator Foley has requested an investigation of the incident. Mayor Klinzing stated that the City of Elk River's concern is the safety of our prisoners. Chief Beahen noted that Councilmember Farber's comment was correct, that the Oak Park Heights facility houses the top 5% of the States violent offenders and are locked down 23 hours a day. He suggested that the Council wait to see how the investigation sorts out. Councilmember Farber stated he felt is was distressing that the Police Chief was not informed about the death until the next day, since Elk River was the arresting agency. . Mayor Klinzing noted that Sherburne County is no longer receiving prisoners unless they have the proper information. 5.2. Snow Emergency Ordinance Street Superintendent Phil Hals requested this item be tabled to a future meeting and suggested a meeting in the first part of October. It was the consensus of the Council to table discussion of the ordinance. 5.3 Present Architectural Proposal for Public Works Master Site Plan Staff received four requests for proposals and based on experience with public works facilities, interviewed two of the architectural firms. Staff's unanimous choice was Oertel Architects, who had the lowest fee for services. Staff requested the Couricil approve the hiring of Oertel Architects to provide a public works site master plan for the sum of $9,860.00 MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE REQUEST BY STAFF TO HIRE OERTEL ARCHITECTS TO PROVIDE A PUBLIC WORKS SITE MASTER PLAN FOR THE SUM OF $9,860.00. MOTION CARRIED 4-0. . . . . City Council Minutes August 14, 2006 Page 3 5.4 Pay Plan Reclassification Study City Administrator Lori Johnson explained that staff has continued to work with Rod Kelsey to complete the city's pay plan reclassification study. Department heads reviewed the hierarchy and subsequently have requested that certain positions be reviewed again to ensure that they are valued correctly. Human Resources Representative Lauren Wipper has also been conducting a benchmark study using the twelve cities approved by the Council. If data is not available from those cities for a position, other information has been gathered so that there is at least some benchmark that can be used. Based on the benchmarks, a new pay plan will be developed. That is the process that staff is currently working on and plan to have to the Council by August 21 or the following meeting. Because the Council has approved a motion to continue with the 2006 pay plan for 2006, the delay in approving this is not an issue. Finally, five employees were due step increases on July 1, but because their positions had not been placed in the pay plan yet, the step increases did not take place. These positions have now been reviewed and their position in the pay plan has been established. Ms. Wipper presented the recommendation from the Personnel Committee on retroactive step increases for the five employees. Councilmember Dietz asked for clarification on the pay plan for the four division managers under Community Development. Ms. Wipper explained that their plans are similar, but are not exactly the same. For instance, the Planning Manager was just recently hired and would not have the same rate of pay as other managers within the Community Development Department, but that they are on the same level. Personnel Committee Member Bruce West clarified a purpose of awarding the step increases now. Commissioner Dietz asked if there was a potential for an employee to move up a number of steps, and then with the new pay plan, be able to move up a significant number of more steps. Mr. West stated that has not happened in the past, and he was not aware of any employee moving up more than two steps at one time. Ms. Johnson noted that the new pay plan will provide for an appeal process for anyone who feels they may have been slighted. Commissioner Motin stated that his concern was that one of the five employees would receive their increase and then move again in two weeks when the pay plan is finally adopted. Ms. Johnson stated that they would not receive any further step increases until next July, if eligible. MOTION BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILEMMBER DIETZ TO APPROVE THE RECOMMENDATIONS OF THE PERSONNEL COMMITTEE FOR STEP INCREASES FOR THE FOLLOWING EMPLOYEES, EFFECTIVE JULY 1, 2006: IT SUPPORT SPECIALIST TRISTIN NICKA FIRE PREVENTION SPECIALIST JEFF SMITH ACCOUNTANT LORI STICH BUILDING OFFICIAL BOB RUPRECHT ENVIRONMENTAL ADMINISTRATOR REBECCA HAUG $18.42jHR. $22.90jHR. $46,592.34 ANNNUALL Y $68,526.28 ANNUALLY $69,265.74 ANNUALLY City Council Minutes August 14, 2006 Page 4 MOTION CARRIED 4-0. . 5.5. 2007 Budget City Administrator Lori Johnson stated that the purpose of tonight's discussion is to obtain feedback from the Council regarding the levy, new positions, capital outlay, and a presentation by Chief Beahen regarding new software for the Police Department. Ms. Johnson stated that she understood the Council wishes to have the tax rate for payable 2007 be the same as the payable 2005 tax rate. Jerry Kritzek ofSherbume County Assessor's office has indicated that the estimated market rate increase is 10.9% for taxes payable in 2007. Of that, 4.2% for existing value and the remaining 6.7 percent is for new construction. She stated that Mr. Kritzek estimates that the net capacity,~ go up 8 - 9%. Ms. Johnson noted that last year building inspection and related costs exceeded the revenue received in 2005. Commissioner Motin stated that he would like to keep the levy at 8% with a goal to get it back down to the 2005 rate. Ms. Johnson reminded the Council that if it is determined that the NTC is 12% in December, they would not be able to increase the levy. Department Head Requested Staff Additions Ms. Johnson reviewed the 2007 requested staff additions. She explained that the Fire Department and Building Maintenance Departments are proposing to share the Office Assistant position. She noted that the Street Superintendent is also looking at an option to contract for some of their needs, such as sealcoating. . Commissioner Farber asked if the positions are requested to start January 1, 2007. Fire Chief West and Street Superintendent Hals stated that they were flexible in the timing of new hirings. Mayor Klinzing asked if Mr. Hals would continue the contract through the winter. Mr. Hals explained that they have discussed having this person using a pickup and plow or a I-ton and plow to plow cul-de-sacs. Chief West stated that he could wait for his staff person, and felt that staffing the Street Department was more of a need for January 1 for snowplowing. He explained that his equipment request includes a computer and office furniture for the office assistant position. Ms. Johnson explained how the duties of Tonya Love of the Parks & Recreation Department would be expanded. She noted that the total cost of the requested staff additions is approximately $160,000 and that if they wait to hire for the positions until sometime into 2007, the cost will be even less. She felt that the department heads have been working together to reduce number of new positions needed by being flexible and sharing positions. Ms. Johnson noted that employee l<andy Nash is currently working at Pinewood and would be available to help the Building Maintenance Department with cleaning in the winter months. . . . . City Council Minutes August 14, 2006 Page 5 Chief Beahen noted that he has no staff requests for the 2007 budget. Ms. Johnson stated that at some point they will need additional administrative support to help with time sheets, coding invoices. Councilmember Dietz asked if staff has been able to keep up with the reporting. Chief Beahen stated that they are currendy a week behind. He noted that his presentation on the new public safety records system will address that issue. Councilmember Motin asked how the Pinewood Golf Course was doing. Ms. Johnson explained that there were some startup costs for improvements, but that business at the clubhouse and concessions has been good. They have received compliments that the facility is well-maintained and customer service is good. She stated they will have more information regarding numbers when the season ends. "f. ~ Councilmember Dietz stated that he has also received compliments regarding how well- maintained the facility is. Chief West complimented Gary Lore and Butch Pelarski for their work on the buildings to address building and fire code issues. Councilmember Motin also noted he has received favorable comments that the building looks well-maintained inside and out. 2007 Capital Ouday Requests Police Department - Captain Rolfe provided information regarding their request for squads, cameras and computers. Fire Department - Chief West stated that the tanker truck being requested would have a life of approximately 20 years. Mark Thompson noted that the tanker is shared in the off season for various watering purposes. Streets Department - Phil Hals reviewed his revised request for trucks and equipment. Ms. Johnson noted that an update will be provided regarding the roof replacement. Councilmember Dietz asked if some of the equipment requested could be purchased with 2006 monies. Ms. Johnson stated that staff will have that information in December. Chief Beahen gave a presentation regarding a public safety records management software proposal for the 2007 budget. He provided background information regarding their existing system, its limitations, and steps which led to this proposal to replace their existing system with the new LETG system, which is CIBERS compliant. He explained how the system works and capabilities. Chief Beahen reviewed the benefits and goals of implementing the new system, cost of the project, and a possible grant opportunity. He sated that the total project cost would be $277,000. He suggested purchasing the mobile piece with the ticket writer for $50,000 in 2006. Chief Beahen stated that upgrades would be provided free of charge, but that there is a maintenance agreement required which covers staff monitoring, research and development. Councilmember Farber asked what the cost would be converting existing data to the new system. Chief Beahen estimated the cost would be $6,000 - $10,000. City Council :Minutes August 14,2006 Page 6 Councilmember Motin stated that the new system seems like the way to go. Chief Beahen asked that the Council review the proposal packet and provide feedback. . 6. Other Business - None 7. Council Updates - None 8. Staff Updates Ms. Johnson stated that the YMCA will be presenting their marketing plan to the Rotary Club. She also provided an update on the Highway 169/Highway 10 corridor issue with MnDOT. A draft Letter to the Editor from the City Engineer was distributed to the Council for comment. 9. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 9:05 p.m. Minutes prepared by Debbie Huebner. "- 9Py~/~ Jmr ~chmidt Ci~lerk . .