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5.12. SR 05-16-1994 A.( ~( ( ;; rii{ River AGENDA ITEM 5.12. MEMORANDUM TO: MAYOR & CITY COUNCIL FROM: ALICE HEINECKE, ADMINISTRATIVE SECRETARY DATE: MAY 12, 1994 SUBJECT: DEERFIELD III & IV AGREEMENT WITH HUD Attached is a letter to Building Official Cliff Skogstad from John E. Buenger, Director, Housing Development Division, U.S. Department of Housing and Urban Development. This letter is in regard to the May 4, 1994, meeting on Deerfield III and IV. Peter Beck will be at Monday night's meeting to explain the agreement reached with HUD at this meeting. e e P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 mOM: MrLG I IUD TO: 4417425 MAY 13. 1~~4 7:1GAM ~71e r.e1 e .'l:IIU:"':' o/\" l' "-' 1>'1. bl~t; 4c,~~",..\. U.S. Department 01 Housing eod Urban Development MinneapoIiR-ST.Pllul Offi~l\, R"oion V 220 SlIliU1I1I SlrclItl South Minneapolie, MinnA.nTIl !)!>4t)'.'HI!; MJ\Y 1 a 'iSS4 Mr. Cliff Okogstad Rl.lildint) Inspector City of Elk River P.O. Box 4!)0 13065 Orono P~rkwAY Elk River, MN 55330 Uear Mr. ~koqstad: Subject: Meeting on Deerfield III and IV May 4, 1994 Th~ purpose of this letter is to recap our discussion of the Deerfield III and IV subtUvlsions on 'l'uesday, May 4, 1994. As you knnw, nur nffice has been concerned with the Deerfie1d sUbdivisions !Ul.' lht! following reasons: 1. Unclean fill and/or till not properly compacted; 2. Inadequate retaining walls; 3. Improper grading and drainage; and, 4. soils erosion. e A~ a result of our meeting, we have agreed, with the City of Elk River, that correction ot Data Sheet 79g, "Land Development With Controlled Earth workll, issues cnn be provided with the fo 11 owi nq dn(mmp.nt:~t: inn: 1. Lote whore footingc ~ro on natural Doils. certificQtion by the City of Elk River that the footi.nqs, b~sAd nn t.hp.ir visual inspection, do sit on natural soils. Thit:; information would be verified by thQ building code inspection card and/or the Lot-ny-Lot tabulation provi.ded by the Dee~field developer. 2. ;40t,S, ~l':!.~r~._.f.J_;J.l._.was added. certitication by a licensed, certified engineering firm that the compaction (density), fill and building pad sizing meets 79g standard~. We have attaohed a li3t of blocks and lots where the footings sit on natural soils (F.~hibit A). Also ~ttAnhp.d i~ ~ list o! blocks and lots on which Wt': have all'ea<ly L.t!ctd ved the requi.red documentation to clear 79g (Exhibit B). Thic documentation was received ei,ther from the oriqi na] devel opp-r, nr fJ~orn the City of Elk Ri vel- . Homeowners whose 101.8 al'e 011 tht':st': list may now mako application for FHA mortgage insurance. e e . e FROM:MPLS Hun 4417425 MAY 13. 1994 7:16AM ~710 P.02 TO: ~ 2 We wish to emphasize, however, that the fact that these lots are cleared for 79g does not mean unconditional acceptance for FHA mortgage insurance. Each property will be appraised at the time mortgage insurance is requested. Acceptance of the property will be determined by the assigned appraiser using standard FHA policies and procedures. The cost(s) incurred to meet FHA criteria will be borne either by the current homeowner or the City of Elk River. It is our understanding that the city of Elk River will continue to submit documentation on remaining lots as it becomes available. We will review this documentation as it is received. We look forward to working with you on these subdivisions. If you have any questions regarding this letter, or the attached Exhibits, please contact Frances J. O'Neill, Deputy Director, Housing Development Division, (612) 370-3053. Attachments cc: Peter K. Beck, Larkin, Hoffman, Daly & Lindgren, Ltd. Ken Crandall, DHUD, Washington, D.C. rei -\) ( ); rfl~ AGENDA ITEM 5.13. MEMORANDUM FROM: MAYOR & CITY COUNCIL ~ LORI JOHNSON, FINANCE DIRECTOR ~~ TO: DATE: MAY 12, 1994 SUBJECT: DISCUSSION ON FIRE CHIEF POSITION As requested by the City Council, discussion on the Fire Chief position has been added to the agenda. It is my understanding that this discussion will refer back to action taken in 1989 when Russ Anderson was hired as Fire Chief. For your information I have included several sets of Council minutes and other background information you may find helpful for your discussion. e e P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Page 8 . Elk River City Council Minutes March 20. 1989 ------------------------------ 8. THAT NO BUILDING PERMITS WITHIN THE PLAT BE GRANTED UNTIL THE ROAD HAS CLASS 5 AND I S ACCEPTED BY THE CITY ENGINEER. g.. THAT THE LOWEST FLOOR ELEVATION FOR STRUCTURES WITHIN THE PLAT BE AS PROPOSED ON THE PRELIMINARY PLAT WHICH IS 888.5 FT. ABOVE MEAN SEA LEVEL. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 8.7 Dave Plude . Steve Rohlf. Building and Zoning Administrator. indicated that Dave Plude is requesting to have a truckload sale for three or four days and is also requesting to use part of the municipal parking lot for the sale. He indicated that the sale would be for the Elk River Hardware Store and would be a Spring Sale. Mr. Rohlf indicated that the reason Dave Plude was before the Council was for a determination by the Council as to whether or not he would need a transient merchant license to hold the . sale. It was the consensus of the Council that a transient merchant license would not be needed by Mr. Plude as he is a business owner in Elk River and is requesting the sale due to a hardship which resulted from the loss of their building by a fire. e COUNCILMBMBER HOLMGREN MOVED TO GRANT A TEMPORARY TRUCK SALE TO DAVE PLUDE OF ELK RIVER HARDWARE FOR FOUR DAYS DUE TO THE DISPLACEMENT OF HIS BUSINESS FROM THE FIRE THAT OCCURRED IN JUNE OF 1988. AND FURTHER THAT THE SALE BE HELD IN THE MUNICIPAL PARKING LOT SUBJECT TO STAFF APPROVAL. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. ~. ..~1i~fJ!'a01>~~S'~riiPtriO! The City Administrator in icated to the per their request. a proposed Fire discussing the allocation of time for the 1989-90 goals for the Fire Chief. a Fire Chief after Russ Anderson and a Fire Chief. Council that he had prepared, as Chief job description. a memo the Fire Chief, a memo discussing memo on the selection of a future memo on the wages for a full time ~ The Council discussed the job description presented for a Fire Chief/Fire Marshal. A concern the Council had was regarding minimum qualifications and experience. It was the consensus that five years training and experience in a volunteer fire department was not sufficient as a minimum qualification. The volunteer description should be moved under desireab1e qualifications and further that the five years be changed to ten years experience in a Fire Department. e The Council discussed the Fire Chief allocation of time which was submitted by the City Administrator. Mayor Tra1le questioned whether the Captains in the Fire Department would be given more responsibility. Fire Chief. Russ Anderson, indicated that he felt the firemen were working at capacity now as they are volunteer and they spend many hours at the Fire Station and on duty. 1\. _ Page 9 Elk River City Council Minutes March 20. 1989 · ~ ----::::::::-~:::::: stated that he would like to see less time in -1. I J' the maintenance of vehicle and station area and more time put in by the / ~ Fire Chief in building inspections. Discussion was held by the Council regarding the Fire Chief's salary and the full time position and whether he would receive extra pay for attending fires. The consensus of the Council and Fire Chief was that he would receive no additional pay. The Council discussed the fact that making the Fire Chief position a full time position would result in recommended modifications to the applicable bylaws and ordinances. COUNCILMEMBER DOBEt MOVED TO APPROVE THE JOB DESCRIPTION FOR FIRE CHIEF/FIRE MARSHAL AS SUBMITTED BY THE CITY ADMINISTRATOR WITH THE CHANGE UNDER MINIMUM QUALIFICATIONS AND EXPERIENCE. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. It was the consensus of the City Council to accept the estimated percentage of time for duties and responsibilities as submitted by the City Administrator and further that these duties be monitored and the progress of the goals be monitored so as to see if a change will be required in these estimated percentages. . It was t~e consensus of the City Council to act on the bylaw changes in May in order to give the Fire Chief time to present these changes to the Fire Department. COUNCI~~:E~,......~R9rtU~SK~~QV~..,!,Q"APPROVE!;'THE~SAnARyf()FITHE~~ ~~~~cg~E!~USS~ANDEg'SO~AT~$J1.O()(5':pEi;YEAR'''STARTING 'APRI1~,;,~, 1989. ____W;~=;~~,~:~;lot9!'J'l'H~P:ROBATION;,~""-COUNCII.M:E:l@:E:Rt!lQ~11~~,'l~~~EP.. ~=ON. THE'''MOTION CARRIED 5-0. ' ;g<~, ~~~::;-'}:~:;;~i'-;~.;t~:::~.,.:...-.....-,. 10. Administration Annual Report/Sandy Thackeray Sandy Thackeray. Deputy City Clerk. presented the 1988 Administration Department Annual Report to the City Council. She indicated that the report focused on the administrative duties and activities performed in the administration department and also the 1988 accomplishments and 1989 goals. The licenses handled by the Administration Department were discussed by the City Council. Sandy Thackeray indicated that some of the major accomplishments in the Administration Department for 1988 were the National Elections. completion of Main Street and Jackson Avenue projects. completion of the Growth Management Plan. the implementation of the Clerk's indexing system and the purchase of a copy machine. Sandy also indicated that the workload in the Administration Dep~rtment has been steadily increasing. e JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND FIRE DEPARTMENT HELD AT THE ELK RIVER FIRE STATION THURSDAY, JUNE 22, 1989 ~ Council Present: Mayor Tralle, Councilmembers Kropuenske and Holmgren Councilmember Schuldt arrived at 7:15 p.m. and Councilmember Dobel at 7:35 p.m. Staff Present: Lori Johnson, Finance Director; Russ Anderson, Fire Chief Others Present: Members of the Elk River Volunteer Fire Department Mayor Tralle opened the meeting and gave a brief outline of the topics to be discussed during the meeting as outlined in the June 16, 1989, memo from the City Administrator. The first item discussed was the payment to fire fighters for training. Russ Anderson had distributed information regarding payment of training and rates in other cities. The Council discussed the rate per hour and decided that staying consistent with the rate of pay for fire Calls would be appropriate. In addition, fire fighters should be paid only for actual training hours or credit hours received for weekend seminars. COUNCILMBMBER HOLMGREN MOVED TO CONSIDER INCLUDING TRAINING AND DRILL PAYMENT TO THE FIRE FIGHTERS IN THE 1990 BUDGET NOT TO EXCEED $18,000. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. ~ The City Council then discussed the 50% local match to state monies for the Fire Relief Fund. Finance Director, Lori Johnson, provided history information regarding the State Aid funds received and the City contribution to the Fire Relief Association. The Council discussed their reluctance to tie the City contribution to a percentage of the State money. It was Council consensus Council requested Staff and versus annual payouts for Relief Association. to table this issue and study the request. The City Auditor, Gary Groen, to investigate monthly fire fighters retirement benefits from the Fire The Fire Department financial issues as discussed during the 1988 Audit presentation will be taken care of administratively between the Finance Director and the Fire Chief. In addition there were discussions concerning the ambulance service; an agreement will be drafted between the Elk River Ambulance and the City of Elk River regarding the ambulance's relationship to the City. It was also agreed that the ambulance fund will be audited annually by the City's Auditor .,. *- The Paid Fire Fighter Full Time Position Selection Committee was then discussed with input from the volunteer fire fighters. The fire fighters were concerned over their input to the selection of any full time position in the fire department and discussed their relationship as volunteers. ~ COUNCILMEMBER HOLMGREN MOVED TO HAVE A FOUR MEMBER PAID FIRE FIGHTER FULL TIME POSITION SELECTION COMMITTEE CONSISTING OF THE MAYOR AND VICE MAYOR FROM THE COUNCIL AND TWO FIRE FIGHTERS TO BE SELECTED ANNUALLY BY THE VOLUNTEER FIRE DEPARTMENT. THE COMMITTEE WILL DRAFT THE JOB DESCRIPTION, INTERVIEW AND SELECT ONE CANDIDATE TO BE RECOMMENDED. BY MAJORITY DECISION TO THE CITY COUNCIL. COUNCILMEMBER KROPUENSKED SECONDED THE MOTION. THE MOTION CARRIED 5-0. Page 3 City Council Minutes August 7, 1989 e Russ Johnson from the audience addressed the Mayor at this time. He indicated that his family has hosted a girl from Japan during the summer months and her name is Miss Akiko Nomura. Miss Nomura presented Mayor Tralle with a letter of thanks from her Mayor of the City of Yokkaichi. Russ Johnson indicated that the foreign exchange of the students was done through the 4H Clubs. 7. Street Department Truck Chassis Quotes Pat Klaers, City Administrator, indicated that Phil Hals, Street Superintendent, has received quotes for two trucks which he would like to purchase. He indicated that the money has been budgeted through Equipment Certificates. The City Administrator distributed a 8/7/89 handout from Wuorio Sales reflecting the trucks and prices to the Council. COUNCILMEMBER SCHULDT MOVED TO APPROVE THE PURCHASE OF A 1984 FORD F-800 CONVENTIONAL. AT $10.900; AND A 1985 FORD F-BOO CONVENTIONAL, AT $12.900 FROM WUORIO SALES TO BE PURCHASED THROUGH 1989 EQUIPMENT CERTIFICATES. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. 8. Building Inspection Vehicle e Cliff Skogstad, Building Offical, indicated that he had received three quotes for a 4-Wheel Drive pickup truck for the Building Department. He stated he received quotes from Valley Sales of $14,867; Elk River Ford of $14,989; and Saxon Motors at $13,793. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE PURCHASE OF A FULL-SIZE 4 X 4 PICKUP FROM SAXON MOTORS INC. AT THE PRICE OF $13.793 TO BE PURCHASED THROUGH 1990 EQUIPMENT CERTIFICATES. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 3-0. ~ 9.1. Consider Fire Department Bylaws and Ordinance Amendment ~ The City Administrator indicated that at a joint meeting of the City Council and Fire Department, a motion was unanimously approved which outlined the conditions and compositions of the selection committee. The City Administrator further indicated that an amendment to the bylaws would have to be made if the Council chose to go with the decision made by the Council at the June 22, 1989, meeting. ~. COUNCILMEMBER SCHULDT MOVED TO AMEND THE BYLAW MODIFICATIONS IN SECTION 3.2 TO READ AS FOLLOWS; THE MEMBERS SHALL VOTE BY WRITTEN BALLOT TO ELECT TWO DEPARTMENT REPRESENTATIVES TO THE FULL TIME POSITION SELECTION COMMITTEE. THE MEMBER REPRESENTATIVES SHALL BE ELECTED AT A REGULAR MEETING AS PROVIDED IN SECTION 3.5. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. e The City Administrator indicated that the staff is also recommending that the Council adopt an ordinance to amend Section 206.02 of the City Code so that the intent of the motion passed by the City Council on June 22, 1989 will be incorporated within the City Code. Page 4 City Council Minutes August 7. 1989 ~ COUNCILMlMBER KROPUENSKE MOVED TO ADOPT ORDINANCE 89-15. AN ORDINANCE t AMENDING SECTION 206.02 APPOINTMENT AND SELECTION OF MEMBERS AND OFFICERS OF THE ELK RIVER CITY CODE. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 3-0. 9.2. Consider Fire Truck Bids Mayor Tralle indicated that three bids were received for an aerial ladder fire truck. He indicated that bids were received from Simon Ladder Tower Incorporated; Pierce Fire Apparatus; and Grummon Emergency Products. Mike Trunnel. member of the Elk River Fire Department. indicated that Pierce Fire Apparatus came in as the low bid at $430.000. He further indicated that he and other members of the Fire Department have thoroughly reviewed the specifications and are assured that all the points in the specifications have been met. He further stated that the review committee is. therefore. recommending that the Council award the bid to Pierce Fire Apparatus from Appleton. Wisconsin. COUNCILMEMBER SCHULDT MOVED TO AWARD THE BID FOR THE AERIAL LADDER FIRE TRUCK TO PIERCE FIRE APPARATUS FROM APPLETON. WISCONSIN FOR A 105 FOOT AERIAL TRUCK AT A PRICE OF $430.000. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 3-0. 10.1 Municipal Garbage Service Contract e Mayor Tralle indicated that the City had sent out RFP's for the City garbage service contract to four local garbage firms. Pat Klaers. City Administrator. indicated that the City received two responses out of the four that were sent out. He stated that the responses were from Gallagher's Service. Inc. and East Tonka Sanitation. The City Administrator noted that Gallagher's bid was informal and did not meet all the City's needs. He stated that Gallagher's was more of a commercial operation than a residential operation. East Tonka Sanitation submitted a bid to the City in the amount of $17.388 for one year of garbage collection services and met all of the City's requests. OOUNCUJGMBER KROPUENSKE MOVED TO ACCEPT THE BID FOR A GARBAGE SERVI CE CONTRACT WITH THE CITY OF ELK RIVER BY EAST TONKA SANITATION AT $17.388 FOR ONE YEAR OF SERVI CE. COUNCILMEMBER SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 3-0. 10.2.City/MnDOT Agency Agreement Mayor Tralle indicated that in order for MnDOT to act as the lead agency for any project in the City which involves federal funding. the Council must approve an agreement. He further indicated that an agreement had previously been executed by the Council. however. minor revisions have been made to this agreement. Therefore. MnDOT is requesting that a new agreement be executed. e COUNCILMEMBER SCHULDT COUNCILMEMBER KROPUENSKE MOVED TO SECONDED APPROVE THE MOTION. THE MNDOT AGREEMENl' . THE MOTION CARRIED 3-0. Adopted Date: Revised Date: FEB 4 1991 Position Title -- Fire Chief/Fire Marshal Department -- Fire Department FLSA Status -- [x] Exempt [ ] Non-Exempt Summary Description Coordinate administration and activities of the Fire Department for fire protection, suppression, and prevention in the City of Elk River and other jurisdictions that have contracted with the City of Elk River. Train and supervise firefighters to ensure efficient force. Survey building, grounds and equipment to determine departmental needs. Investigate cause of fires. Duties/Responsibilities 1.) Administration -- Coordinate volunteer fire fighter program. Create and manage Department budget and review with City Administrator for approval by City Council. Plan the staffing, organization, and function of the volunteer personnel in order to ensure an efficient and effective program for fire prevention and protection. Evaluate the Volunteer Fire Department training program. Establish and maintain Mutual Aid Agreements with neighboring Fire Departments for response to emergencies as needed. 2.) Fire Suppression -- Maintain Department in a continual state of readiness in order to deal with emergency situations effectively. Direct firefighters at scene of fires and emergencies. Evaluate fire prevention and control policies by keeping abreast of new methods and incorporate appropriate new methods in Department's operation. Maintain appropriate records on fire Occurrences, equipment, personnel, training, and all items relating to the Volunteer Fire Department. Investigate fire code complaints and issue corrective orders when appropriate. 3.) Codes and Ordinances Coordinate with the City Building and Zoning Department the enforcement of State and local fire codes when building permits are issued. Conduct periodic code enforcement and maintenance inspections of buildings ~nd fire protection systems. Review plats prior to approval of the plat by City Council. Inspect residential buildings and properties. This Job Description Does Not Constitute a Contract of Employment. e . -e 4.) Emergency Preparedness Plan -- Serve as the City's Emergency Preparedness Director. Establish procedures to respond to hazardous material emergencies. Coordinate duties, responsibilities with the City Administrator in order to effectively respond to an emergency situation. Maintain and monitor the emergency warning sirens to ensure adequate coverage in case of an emergency. 5.} Budget -- Compile, prepare, and recommend overall budget for the fire department. Monitor and control overall departmental expenditures. 6.} Other -- The duties and responsibilities enumerated above are not intended to be all inclusive and may be expanded to include other duties or responsibilities that the City may deem necessary from time to time. Oualifications I.} Education -- High school education or equivalent. {4-year college degree desi~d}. 2.} Specific Skills -- Ability to prepare and implement operating and capital improvement budgets. Ability to effectively communicate with the public, departmental personnel, city staff, City Council, and other governmental agencies. Ability to prepare technical reports and" pres~nt reports to the City Staff and City Council. Ability to maintain discipline and promote morale among the Volunteer Firefighters. Ability to develop cooperative relations with the public. Knowledge of fire fighting equipment practicesr principles, methodsr and techniques. Knowledge of fire codes and fire prevention laws and regulations. 3.} Experience ~- Ten years training and experience in Volunteer Fire Department desired. SKM:EZ4s 2.