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08-13-2007 CC MIN e MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE CITY OF ELK RIVER (UPPER TOWN CONFERENCE ROOM) MONDAY, AUGUST 13,2007 Members Present: Mayor Klinzing, Councilmembers Farber, Gumphrey, Motin, and Zerwas Members Absent: None Staff Present: City Administrator Lori J ohoson, Finance Director Tim Simon, Police Chief Jeffrey Beahen, Police Capt.m Brad Rolfe, Police Capt.m Bob Kluntz, Fire Chief Bruce West, Parks and Recreation Director Bill Maertz, Ice Arena Manager Rich Czech, Senior Center Coordinator Sue Kostanshek, Librarian Mick Stoffers, Golf Course Manager Paul Anderson, Public WOIks Director Terry Maurer, and Recording Secretary Jessica lvfiller 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 6:30 p.m. by Mayor Klinzing. 2. Consider Council Agenda Item 3.4. was removed from the consent agenda for discussion after open mike. e Councilmember Farber requested that discussion on the M.m Street construction fencing be added. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 5-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA AS AMENDED: 3.1. AUGUST 6, 2007 MINUTES 3.2. RESOLUTION 07-71 APPROVING PREMISE PERMIT RENEWAL FOR THE ELK RIVER-ROGERS VFW POST #5518 (SUNSHINE DEPOT) 3.3. AUTHORIZATION TO PROMOTE ANDREW ZABEE TO POLICE OFFICER AND ADVERTISE FOR THE COMMUNITY SERVICE OFFICER POSITION 3.5. LIFT STATION SAFETY GRATES MOTION CARRIED 5-0. 4. Open Mike e Noone appeared for open mike. City Council Minutes August 13, 2007 Page 2 3.4. Consider Downtown Street Closure and T empor:u;y Onsale liquor Premises Extension e Mayor Klinzing explained that Rivers Edge is requesting approval for a downtown street dance on Saturday, August 18, 2007, from 5:00 p.m. to midnight. She stated that Fred McCoy of the Rivers Edge Group has submitted a request to change the street closure time from 5 p.m. to 4 p.m. in order to allow time for set up of a stage on Main Street. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE FOLLOWING: REQUEST BY RIVERS EDGE FOR A STREET DANCE LISTED ON THE ATTACHED MAP AS ALTERNATE 1 WITH THE FOLLOWING CONDITIONS: 1. THE STREET DEPARTMENT WILL RENT AND SET UP STREET SIGNS, PROVIDE PORTABLE SANITATION SATELLITES, AND STREET CLOSURE SETUP AND REMOVAL. 2. RIVERS EDGE SHALL PROVIDE ADEQUATE GARBAGE CONTAINERS TO HANDLE WASTE FOR THE EVENT. THE STREET DEPARTMENT WILL PROVIDE FINAL CLEAN UP. 3. POLICE DEPARTMENT WILL PROVIDE SECURITY WITH OFFICERS AND RESERVES. AND THE REQUEST BY MCCOYS RESTAURANTS, INC. FORA TEMPORARY ON-SALE LIQUOR PREMISES EXTENSION WITH THE FOLLOWING CONDITIONS: e 1. EVENT MUST BE HELD IN AN AREA THAT IS FENCED IN WITH SECURED AND CONTROLLED ACCESS AND BE COMPACT AND CONTIGIOUS TO THE LICENSED ESTABLISHMENT. 2. LIQUOR AND PUBLIC LIABILITY INSURANCE WITH THE CITY NAMED AS AN ADDITIONAL INSURED 3. LIQUOR LICENSE FEES OF $100.00 MOTION CARRIED 5-0. 4.1. Discussion on Main Street Fencing- Around Construction Area (Bluff Block) Councilmember Farber questioned why the construction fence is still required when only minimal items are left to complete in order for the Bluff Block to receive the Certificate of Occupancy (CO). He explained that he believes the contractors should be given a deadline for removal of the fence. He noted that a delivery zone could be set up if necessary. Chief Beahen stated that his understanding in speaking with the contractors on the Bluffs project is that they plan on having their CO by the end of the week and that they are working hard to meet this deadline. Ms. Johnson indicated this is also her understanding based on her conversations with the Building Official. Councilmember Farber stated that he would like to see a deadline for removal of the fence set for 4:30 p.m. Friday, August 17. e City Council Minutes August 13, 2007 Page 3 e CounciJmember Motin indicated that he is not inclined to set the deadline for this Friday because he does not want to see the road have to be temporarily closed to allow for construction and deliveries. CounciJmember Gumphrey concurred. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER ZERWAS FOR THE MAIN STREET FENCING AROUND THE BLUFF BLOCK CONSTRUCTION AREA TO BE REMOVED NO LATER THAN 4:00 P.M. FRIDAY, AUGUST 24, 2007. MOTION CARRIED 4-1. CounciJmember Farber opposed. The Council asked Ms. Johnson to notify them if the construction fence is removed prior to this deadline. CounciJmember Farber asked staff to get tentative dates for the fencing around the Jackson project to be removed. Chief Beahen stated that the contractors have indicated that the fencing will be removed once the brick and the windows are complete and that he does not anticipate a problem. Chief West echoed this comment indicating that he spoke to the job superintendent regarding some necessary fence repairs and the indication was that the fence would be removed soon. 5.1. Budget Discussions A. Police Department e Chief Beahen reviewed the department's 2008 goals, requested staff additions, and capital outlay requests. Chief Beahen explained he would like the Council to consider adding a third juvenile liaison officer this fall. He stated the liaison position will be filled through an internal reassignment of a patrol officer. He noted that he spoke to the school district business administrator and the indication is that the district will continue liaison funding as in the past. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO AUTHORIZE THE INTERNAL TRANSFER OF A FULL-TIME PATROL OFFICER TO THE JUVENILE UAISON POSITION IN 2007. MOTION CARRIED 5-0. Discussion took place on the addition of a new officer in 2008 to replace the one assigned to the juvenile liaison position. The consensus of the Council was that they believe the addition of an officer in 2008 is a priority but that no decision can be made until actual budget figures are known. B. Fire Department Fire Chief Bmce West reviewed his goals for 2008. He noted that he has no staff addition or capital outlay requests for 2008. e CounciJmember Gumphrey expressed concern with the amount of the city's contribution to the Fire Relief Association. Discussion took place on the city's annual contributions and the benefits and drawbacks of providing such contributions. City Council Minutes August 13, 2007 Page 4 Chief West indicated that he believes the city's contribution is important as an expression of gratitude for the firefighters and lie would encourage the city to continue their contribution. e Councilmember Zerwas stated he believes the Relief Association is an essential recruitment and retention tool. Councilmember Farber questioned if the city's contribution could be a set amount each year rather than a percentile increase. Chief West indicated that the Council has full discretion on the amount they chose to contribute. Ms. Johnson agreed that the city's contribution to the Fire Relief Association is viewed as a benefit by the firefighters and is a valuable recruitment and retention tool. Councilmember Motin expressed concerns with increasing the city's liability with each increase in the contribution amount. Chief West indicated that he and Nrr. Simon could work with the Council on implementing a plan for a change in the city's contribution. Ms. Johnson indicated that Chief West, Nrr. Simon, and she will meet to develop a plan for Fire Relief Contributions. Mayor Klinzing recessed the meeting at 7:50 p.m. The meeting was reconvened the meeting at 7:55 p.m. C. Parks and Recreation Department Parks and Recreation Director Bill Maertz reviewed his departmental goals, staff addition requests, and capital outlay requests for 2008. e Nrr. Maertz indicated that Recreation Manager Michele Bergh submitted her resignation effective Augnst 24, 2007. He stated that he will be seeking authorization to advertise for a replacement at an upcoming meeting. Councilmember Motin questioned why the city is requested to pay for the automated checkout system at the library rather than Great River Regional. Nrr. Maertz explained that if Great River Regional pays for the automated system at this library then they would be responsible for the upgrade at all of their libraries and they do not have adequate funding to accomplish this. Councilmember Gumphrey questioned the plans for the Ice Arena lobby. Discussion on a lobby expansion was held. Council consensus was to investigate costs associated with expansion. Mayor Klinzing suggested that funding for architectural services to provide preliminary cost estimates for a lobby expansion be included in the 2008 budget. Nrr. Maertz indicated that the Ice Arena Commission will be discussing this issue at their August 14 meeting and that staff can obtain quotes on preliminary architectural costs. Finance Director Tim Simon noted that the Arena expansion could be discussed as part of the government buildings capital improvement iterns in October. D. Finance Finance Director Tim Simon reviewed the departmental goals, staff addition requests, and capital outlay requests. e City Council Minutes August 13, 2007 Page 5 e i\1r. Simon indicated that the city will be implementing the new accounting standards of GASB 43 and 45 in 2008. He stated that this will require an actuarial study to be completed the first year and on a bi-annual.basis thereafter. i\1r. Simon indicated that the city's financial softw:lIe needs were evaluated. He explained that we :lIe currently operating under a small cities software program and that implementing a new softw:lIe package for medium sized cities would allow the city to utilize e-commerce and would enable an integrated financial system. Ms. Johnson noted that staff has been looking into a new softw:lIe package for some time but the features of the new softw:lIe did not justify changing programs. She indicated that she feels it is now worth the change in programs. i\1r. Simon also reviewed the Information Technology budget. Elimination of the intern position and replacement with a p:lIt-time IT Specialist was discussed. Mayor Klinzing recessed the meeting due to severe weather at 8:55 p.m. The meeting was reconvened at 9:02 p.m. E. Administration City Administrator Lori Johnson outlined the dep:lItmental goals, staff addition requests, and capital outlay requests for 2008. e Councilmember Motin questioned the Brick Block SUITey that is included in the Mayor and Council budget Ms. Johnson indicated that she believes the intent of the sU1'Vey is to see if the buildings :lIe structurally sound. SU1'Veying the financial feasibility of the buildings was suggested but it is uncle:lI if that is included in the sU1'Vey. Ms. Johnson indicated that the cable commission pays for two city representatives to have cable service in Elk River for the purpose of monitoring channels and reporting problems to Ch:lIter Communications. Councilmembers F:lIber and Zerwas expressed interest in serving as monitors. Councilmember Zetwas questioned the cost to produce the annual report video. Ms. Johnson reported that the cost in staff time for the production is over $8,000, which is equivalent to approximately $300 per minute of video. Discussion took place and consensus of the Council was that it is a great video but not worth the amount of time and money to produce and that staff time would be better spent concentrating on providing consistent, local programming. Councilmember F:lIber indicated that he would like to see a city m:lIketing video prep:lIed that can be periodically updated. Consensus of the Council was to direct Economic Development to have a video prep:lIed. F. Set Future Budget Meeting Dates e Ms. Johnson reviewed the budget deadlines and discussion took place on whether or not the Council feels there is ample time to discuss the budget and tax levy prior to certifying the maximum levy to the County on September 15. City Council Minutes August 13, 2007 Page 6 MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER FARBER TO CALL A SPECIAL MEETING FOR BUDGET DISCUSSIONS ON MONDAY, AUGUST 27, 2007 AT 6:30 P.M. MOTION CARRIED 5-0. e 5.2. Street Department Capital Improvement Plan Ms. Johnson presented the staff report. Finance Director Tim Simon explained that due to the nwnber of projects being proposed, the Council is asked to consider combining the following funds: 401 (Capital Projects Fund), 403 (Street Improvement Reserve), and 408 (permanent Improvement Revolving Fund) into one capital project fund designated for street improvements/ capital projects. He stated the projects proposed are based on engineer estimates and are placed in the elF according to funding priority and maintaining a minimwn cash level reserve. Ms. Johnson reviewed the draft street capital improvement plan for 2008 thru 2012. She explained that the City Council may reprioritize the proposed projects annually and adjust the CIP as necessary. Public Works Director Terry Maurer explained that the amount spent on land acquisition for the TH169 project would depend on how aggressive the Council would like to be on acquiring properties that become available. Councilmember Farber questioned the status of the railroad quiet zone estimates. Mr. Maurer explained that an initial meeting was held with BNSF. After that meeting, an analysis of each crossing was performed for quiet zone construction and submitred to BNSF. He stated that later this month, a meeting will be held to visit each crossing with BNSF representatives. Mr. Maurer indicated that the city is responsible for replacing any of the railroad's equipment that would need to be relocated. He noted that the railroad would prefer that their equipment is not relocated and the replacement cost on this equipment is very expensive. e Mayor Klinzing stated that she would like to see the detached trail on 197 /198th Avenue completed earlier than the projected 2012. Councilmember Zerwas indicated that he would like to see the pavement management program continue as he believes the projects have gone very smoothly and he does not want to disrupt the momentum of the projects. Mayor Klinzing and Councilmember Farber concurred. :Nlr. Simon noted the pavement management projects can continue but may need to be on a smaller scale than what was completed in 2007. Mr. Maurer indicated that the possible improvements to Main Street and Jackson Avenue in the downtown area, along with possible improvements that could be made to the geometries at the intersection of Main Street and Jackson Avenue to make the area much more pedestrian friendly have been discussed at a staff level. Mr. Maurer presented a PowerPoint showing the various types of improvements that could be made along with staffs recommendation. e City Council Minutes August 13, 2007 Page 7 e Mr. Maurer explained that these improvements would require the intersection of Main Street and Jackson Avenue to be closed temporarily. He noted that access to all the downtown businesses would remain open. Mr. Maurer reviewed the cost estimates as follows: Main Street overlay ($270,000), geometric improvements to the Main Street/Jackson Avenue intersection ($150,000), and traffic control for construction staging ($10,000) for a total cost of $430,000. Mr. Simon indicated that $350,000 was budgeted based on engineer estimates and if the amount goes to $430,000, the size of another project in the 2008-2012 CUP will need to be reduced to keep a minimum reserve level. Mayor Klinzing questioned how long the intersection would be required to be closed to complete this project. Mr. Maurer indicated a one-day closure would be required for the overlay but an approximate three-week closure would be required to complete the geometric improvements. Concerns regarding closing the intersection were raised. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER. MOTIN TO PROCEED WITH THE OVERLAY IMPROVEMENT PROJECT ON MAIN STREET AND JACKSON AVENUE AT A COST OF $270,000. e Councihnember Zerwas indicated that he believes the downtown property and business owners may be in favor of the city completing the geometric improvements if they are given the opportunity to review the proposal. CounciJmember Motin questioned if the overlay could be completed this year and the geometric improvements next year. Mr. Maurer indicated that it would make sense to complete the projects at the same time if possible but that they could be completed separately. CounciJmember Gumphrey indicated that the city may get a better price if the project is completed in the spring. Mr. Maurer stated that he will work with Economic Development to reach the majority of downtown property and business owners. He noted that if the consensus of the downtown is to proceed with the project he will ask them when they would like to see the project completed. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER FARBER TO LAY THE PREVIOUS MOTION ON THE TABLE UNTIL SUCH TIME DOWNTOWN PROPERTY AND BUSINESS OWNERS ARE CONTACTED FOR COMMENTS ON THE PROPOSED GEOMETRIC IMPROVEMENTS. STAFF WAS DIRECTED TO OBTAIN BIDS FOR THE DOWNTOWN OVERLAY IMPROVEMENT AT MAIN STREET AND JACKSON AVENUE. MOTION CARRIED 5-0. 6. Other Business e There was no other business. City Council 11i.nutes August 13, 2007 Page 8 7. Staff Updates e There were no staff updates. 8. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 10:21 p.m. r. i Tina Allard City Clerk e e