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10-01-2007 CC MINu MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, OCTOBER 1, 2007 Members Present: Councilxnembers Zerwas, Fazber, Gumphrey, and Morin Members Absent Mayor K1in Staff Present: City Administrator Lori Johnson, Finance Director Tim Simoa, Teat' Maurer, Public Works Director, Phil Hals, Street Superintendent, Mark Thompsoq Assistant Street Superintendent, Gary Lore, Building Maintenance Supervisor, and Recording Secretary Jennifer Johnson 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 Acting Mayor Gumphrey. • 2. Consider 10/01 /2007 Agenda MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA. MOTION CARRIED 3-0. 3. Consider Consent Agenda MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. COUNCIL MINUTES • 08/27/07 SPECIAL ^ 09/04/07 REGULAR 09/10/07 WOR&SESSION 09/17/07 REGULAR 3.2. CHECg REGISTER 33. LICENSES FOR SPEEDWAY SUPERAMERICA LLC ^ 3.2 PERCENT OFF-SALE MALT LIQUOR TOBACCO 3.4. REQUEST BY COTTAGE HOMESTEADS AT WEST OASS, LLC TO EXTEND THE RECORDING OF THE PLAT (WEST OASS) AND OTHER DEVELOPMENT AGREEMENT REQUIREMENTS 3.5. CONFIRMATION OF NEWSLETTER FORMAT FOR 2008 BUDGET 3.6. ADOPT RESOLUTION 07-80 ACKNOWLEDGING CONTRIBUTION TO THE CITY OF ELK RIVER 3.7. APPROVE POSITION DESCRIPTION AND PAY PLAN PLACEMENT AND AUTHORIZE ADVERTISING FOR THE ELK RIVER ACTIVITY CENTER SECRETARY/RECEPTIONIST City Council Muutes Page 2 October 1, 2007 MOTION CARRIED 3-0. • 4. Open Mike No one appeazed for open mike. Councilmember Moon arrived at 6:32 p.m. 5.1. MnDOT/SRF Proposal for Geometric and n ' ental Study on TH 10 in the Downtown Area Ms. Johnson began the discussion by presenting the staff report, which requested that Council authorize an amendment to the TH 169 contract by adding a portion of TH 10 to the already approved geometric and environmental srudy. Ms. Johnson stated that because federal funding is not anticipated for assisting in this study, and because the ultimate design of TH 10 is an integral part of defining the redevelopment and development of the aty, the TH 10 design study was included in the capital improvement plan with funding coming from the street reserve fund. Because this funding is coming from a reserve fund, and not the 2008 CIP as presented to council in August, work on this study can begin immediately and in conjunction with the TH 169 srudy. Mt. Maurer introduced Dave Montebello from SRF Consulting Group and Craig Robinson, MnDOT Project Manager District 3, who were present to answer questions. Mr. Montebello presented Council with information on the proposal to add TH 10 to the . existing geometric and environmental study authorized for TH 169. He explained the three main pieces of the study, which is an overall analysis of the highway and the streets surrounding it, the preliminary layout, and the environmental documartation. The study should begin in late February or early March 2008. Councilmember Morin asked if these studies aze being run together, are they considered two distinct projects. Mr. Montebello stated they are indeed two separate studies with two environmental assessments worksheets. Councilmember Morin asked if there was any more information at this time regazding potential grades of the highways. Mr. Montebello stated there were many ideas which are still being discussed, as well as discussions with Burlington Northern Railroad. The goal is to discuss options of gaining space and gaining good circulation of traffic between the downtown area and TH 1G9. Councilmember Farber asked iF the budgeted amount of $500,000 was realistic. Mr. Montebello stated he felt if the alternatives stayed at 3 (at grade, above grade, or below grade) then yes, this is a realistic figure. However, he stated the railroad may cause more changes which aze unknown at this time. Acting Mayor Gumphrey asked if the suggested time Frame was normal. • City Council Minutes October 1, 2007 Page 3 • Mx. Montebello stated that 9 months is the typical timeframe for an environmental assessment worksheet to be completed and felt that the January 2009 anticipated end date is realistic. Mr. Maurer stated to the council that he has asked both MnDOT and the SRF Consulting Group to attend future council meetings to provide updates on both studies. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE MNDOT/SRF PROPOSAL FOR GEOMETRIC AND ENVIRONMENTAL STUDY ON TH 10 IN THE DOWNTOWN AREA. MOTION CARRIED 4-0. 5.2. Authorize Purchase of Smieja Property_(Pazce12) on the 193 Avenue Corridor Terry Maurer presented his staff report and requested the council authorize the expenditure of $87,869 for the purchase of the Smieja property on the 193 Avenue Corridor. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER ZERWAS TO AUTHORIZE THE PURCHASE OF SMIEJA PROPERTY (PARCEL 2) ON THE 193an AVENUE CORRIDOR. MOTION CARRIED 4-0. 5.3. Review of the Snow and Ice Control Policy Terry Maurer presented his staff report, noting that aothing has changed from last season • on how the street department will approach a snowfall He met with Phil Hals to improve the performazice of the current routes, and explained the map, explainuzg the nine designated snow plow routes. Acting Mayor Gumphrey asked who determines that street snow hauling is completed within 120 hours of the end of the storm as stated in the snow and ice control policy. Mr. Maurer stated that depends on the amount of the snowfall but in most cases, plows will hit the streets before the morning traffic to allow for easier commutes. Staff estimates 120 hours for a typical snow storm but this figure can vary, depending on the length and severity of the storm. Mr. Maurer stressed the importance of not only providing cost effective plowing and sanding, but the safety of plow operators and the number of hours they work to complete their routes. He stated if a storm is predicted, staff will adjust work schedules accordingly by sending workers home if they'll be needed later in the evening; this will allow them to be well-rested and able to plow for 12 hours. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE SNOW AND ICE CONTROL POLICY AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 6.1. Resolution Supporting Incorporation of Bums Townshir Ms. Johnson introduced members of the Bums Township Board, who were present to seek • Elk River's support in the process of incorporating Bums Township as a city. Randy Bettinger, Chair, Burns Township, spoke on behalf of other boazd members who were also City Council Minutes October 1, 2007 present Jim Schefflet, Board Supervisor, Don Warden, Bill Schulz, and Nathan Matson, board members. Mr. Bettinget gave a short presentation, noting the finantial impacts that incorporating can provide, particularly with fire fighting services. Countiltnembet Moon asked if the dry of Nowthen would be included in this incorporation. Mr. Bettinger clarified for the councl that Nowthen is a community within Bums Township but is not a dry in and of itself. He also stated that a name For the dry has not been determined but possibilities included Nowthen and the City of Burns. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER FARBER TO ADOPT RESOLUTION 07-81 SUPPORTING INCORPORATION OF BURNS TOWNSHIP. MOTION CARRIED 4-0. Councilmember Morin requested staff determine what service(s) the dry provides the other bordering townships. Ms. Johnson stated she would have Petu Beck, dry attorney, review the language in the state statute and report back to the council at a future date. 6.2. Award Contracts for YMCA Projects • Ms. Johnson presented the staff report and introduced Bob Jossart, President of RJM Construction, who was present to answer any questions regarding the bids for the YMCA. • Mr. Recker stated that all the bids were the low bids except fox 4A -Unit Masonry, in which the low bidder presented evidence of an error in their bid and had to withdraw their bid. Therefore, RJM Construction is recommending the second lowest bidder in that category to be awarded the contract MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AWARD CONTRACTS FOR THE YMCA PROJECT. MOTION CARRIED 4-0. 6.3. YMCA Bond Pre-sale Review Tim Simon presented the staff report, outlin+ a the reason for the EDA purchasing $10,000,000 in bonds in 2007 and $2,000,000 in bonds in 2008. He explained the spread difference between bank qualified and non-bank qualified bonds, and the spread between 2% to .25%, which allows for a savings of $280,000 in present value dollars. He recommended approving the pre-sale report so the EDA can issue the bonds in 2007 to take advantage of the debt service savings. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER FARBER TO APPROVE THE YMCA BOND PRE-SALE REVIEW. MOTION CARRIED 4-0. 6.4. Uniform Polities for Building Maintenance Division Ms. Johnson presented the staff report. She stressed the importance of custodians and • building maintenance staff being in aty logo t-shirts to allow them to be readily identifiable Page 4 City Council Minutes Page 5 October 1, 2007 • dry employees as they work in a variety of dry facilities and work varied hoots. The allowance will provide the custodians with five t-shirts fox each employee, and will provide the building maintenance employees with a polity similar to the Park Maintenance employee polity. MOVED BY COUNCILMEMBER FARBER AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE UNIFORM POLICY FOR CUSTODIANS AND THE UNIFORM POLICY FOR BUILDING MAINTENANCE EMPLOYEES. MOTION CARRIED 40. 6.5. Discuss Council Worksession Update Ms. Johnson reviewed the proposed worksession agendas and asked for any additions or changes. Acting Mayor Gumphrey stated that the October S item regarding the ice arena may have to be pushed back in order for Bill Maertz to finish gathering the requirement information. Ms. Johnson stated this item could certainly be moved back. Countilmembet Fazbet requested that priorities on transportation be added to the November 13 Worksession. 7.1. TH 10/169 Comdor Coalition Update Ms. Johnson presented the staff report, providing an update to the council and asking whether the dry wishes to discuss at a future meeting renewing the membership in the TH 10/169 Corridor Coalition. The dry must notify the coalition before December 1 if it's not • interested in renewing the membership. Councilmember Farber expressed concerns with the representation that the Tinklenberg Group gives the dry. He felt that the city should consider going to Washington and lobbying on its own for transportation funding instead of having the city represented by a consulting firm such as the Tinklenberg Group. Councilmember Moon agreed with Councilmember Farber and wondered if the aty is receiving the best service by being part of this coalition. Ms. Johnson stated they city has been a part of the TH 10/169 Corridor Coalition since its inception. She stated some issues apply differently because Elk Rives is not part of the Metropolitan Council's jurisdiction. She stated we have not gotten any tangible results but that there are some benefits to being part of a larger group. She suggested bringing this item back for discussion before the December 1 renewal deadline so that Mayor I9inzing, who is an active member of this coalition, could give the council her thoughts. Acting Mayor Gumphrey asked Ms. Johnson what the membership monies aze providing. Ms. Johnson stated that money is used to pay for the Tinklenbetg Group acting as a consultant, setting up and attending meetings, and traveling to Washington far lobbying. Acting Mayor Gumphxey and Councilmembex Morin requested this item be added to the worksession agenda on November 13 fox further discussion and so Mayor Klinzing can provide some insight. • City Covnal Minutes October 1, 2007 Page 6 8. Council Ugdates • Acting Mayor Gumphrey asked fox staff to look into the Aldi building pmjea and the status of the trees that were removed behind the building. He also requested staff contact the owners of the Pearle Vision building regarding the four white doors on the back side of an otherwise beige building. Ms. Johnson stated she would relay this information to staff for follow-up. 9. Staff U tes Councilmember Farber asked for an update on the progress of the Certificate of Occupancy for Jackson Square. Ms. Johnson reported that the CO should be issued sometime this week and that constmction was nearing completion. 10. A~'ouxnment There being no further business, Acting Mayor Gumphxey adjourned the meeting of the Elk River City Council at 7:15 p.m. Minutes p;epazed by J er. ohnson. ~/L ~ /~ ~ , Tina Allard City Clerk • u