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07-22-2002 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JULY 22, 2002 Members Present: Members Absent: Staff Present: Mayor Klinzing, Councilmembers Dietz, Kuester, Motin, and Tveite (6:05 p.m.) None City Administrator Pat Kdaers, Finance Director Lori Johnson, Chief of Police Tom Zerwas, Assistant Police Chief Jeff Beahen, Liquor Store Manager David Potvin, Street/Parks Superintendent Phil Hals, Fire Chief Bruce West, and City Clerk Sandra Peine Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:00 p.m. by Mayor ICdinzing. Consider 7/22/2002 Agenda The Finance Director requested the following addition to the check register: Nelson and Dodge GMC in the amount of $21,018. COUNCILMEMBER MOTIN MOVED TO APPROVE THE AGENDA AS AMENDED. COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 4-0. Consider Consent Agenda COUNCILMEMBER MOTIN MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3,1. 7/15/2002 CITY COUNCIL MINUTES - APPROVED WITH THE FOLLOWING AMENDMENTS: A. ADD THE FOLLOWING SENTENCE TO ITEM #4, PAGE 3 - END OF THIRD PARAGRAPH - "STAFF SHOULD BE LOOKING AT PROVIDING INFORMATION TO HELP SUPPORT A NON-FLOOD DETERMINATION BY MR. BENGSTON'S INSURANCE." B. ITEM 5.3, THIRD PARAGRAPH - CHANGE THE WORD DISTRICT TO "BOARD." C. ITEM 6.15 - PAGE 22, SECOND PARAGRAPH, FOURTH LINE - CHANGE THE WORD CITY TO "AREA." D. ITEM 6.15, PAGE 23, FOURTH PARAGRAPH -ADD THE FOLLOWING TO THE END OF THE LAST SENTENCE - "IF THERE IS A SIGNIFICANT LIKLIHOOD FOR RENEWAL." E. ITEM 6.15, PAGE 23, FOURTH PARAGRAPH - DELETE COUNCILMEMBER KUESTER. City Council Minutes July 22, 2002 3.2. 3.3, Page 2 CHECK REGISTER - APPROVED WITH ADDITION OF NELSON AND DODGE GMC IN THE AMOUNT OF $21,018 PAY ESTIMATE #1 FOR THE MAIN STREET LEFT TURN LANE IMPROVEMENTS TO NORTHWEST ASPHALT IN THE AMOUNT OF $20,497.84 COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 5-O. 4. Open Mike Dan Collins 11185 193~a Avenue NW - Mr. Collins stated that the pond in his backyard abuts a wetland. He indicated that this is the first year that he has seen the pond overflow. He noted that the pond has overflowed ten feet into his yard and is destroying his yard, shrubs, and landscaping. He indicated that he thinks that the pond is overflowing due to improper drainage of the Woods of Hillside development located north of his property. He further indicated that he has contacted the City Engineer and Building and Zoning Administrator but felt that he did not receive a correct or satisfactory answer. Mr. Collins requested the City to take appropriate measures to correct the situation. Councilmember Dietz requested staff to review the drainage for Woods of Hillside and to further research the situation. 5.1. Consider Insurance Renewal with League of Minnesota Cities Insurance Trust Finance Director Lori Johnson and Mary Eberley, the City's insurance agent, presented information relating to the renewal of the city's liability and property insurance. Mary Eberley indicated that the insurance rate has increased approximately 8% for property, liability and package coverage due to increase in property values, new facilities being added, inflation, and an increase in the vehicle fleet. Mary noted that the increase did not include the liquor store or the building of the public safety facility or city hall/utilities expansion. The Council requested staff to research the feasibility of increasing the deductible from $500 to $1,000. COUNCILMEMBER DIETZ MOVED TO APPROVE THE RENEWAL OF THE CITY'S INSURANCE WITH THE LEAGUE OF MINNESOTA CITIES INSURANCE TRUST IN THE AMOUNT OF $208,293, MINUS THE SAVINGS THAT COULD BE REALIZED IF A $1,000 DEDUCTABLE IS DETERMINED TO BE COST EFFECTIVE. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.2. Consider Lease Agreement Between City. of Elk River and Harvest Evangelism, dba, Love Elk River Finance Director LoriJohnson presented the draft lease for the city-owned house located in Woodland Trails Park. She noted that the property is being leased to Love Elk River who in mm will be subleasing the house for the purpose of transitional housing. Lori noted that the rent amount is $300 per month plus direct payment of all utilities. COUNCILMEMBER MOTIN MOVED TO APPROVE THE LEASE BETWEEN THE CITY OF ELK RIVER AND HARVEST EVANGELISM, DBA LOVE ELK RIVER AND AUTHORIZED THE MAYOR TO SIGN THE LEASE City Council Minutes Page 3 July 22, 2002 CONTINGENT ON LOVE ELK RIVER APPROVING THE LEASE. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.3. Request for Temporary. On-Sale Liquor Premises Extension by Buffalo Wild Wings City Clerk Sandra Peine indicated that Buffalo Wild Wings is requesting a temporary premises extension for on-sale liquor. She noted that Buffalo Wild Wings is proposing to hold a special event on August 24, 2002. The City Clerk indicated that Buffalo Wild Wings has met the stipulations required by the City Ordinance and State Statute in regard to a temporary premise extension for the sale on liquor. COUNCILMEMBER TVEITE MOVED TO APPROVE THE REQUEST BY BUFFALO WILD WINGS FOR A TEMPORARY ON-SALE LIQUOR PREMISES EXTENSION PERMIT FOR A SPECIAL EVENT TO TAKE PLACE ON AUGUST 24, 2002. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 5.4. Budget Issues A. 2002 Police Adjustments Chief of Police Tom Zerwas requested authorization to purchase two four-wheel drive ATV's for use in City parks. He indicated that they would be trading in the two existing 1996 ATV's. COUNCILMEMBER DIETZ MOVED TO AUTHORIZE THE PURCHASE OF TWO ATV'S FROM RIVERVIEW SPORTS USING FUNDS FROM THE CURRENT POLICE RESERVE BUDGET. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 5-0. Chief of Police Tom Zerwas requested authorization to hire a scanning company to begin scanning police records into the newly purchased LaserFiche Document Scanning System that was recently purchased by the City. The Chief noted that the funds would come from the 2002 police department capital outlay budget. He stated that it was anticipated that a digital voice system would be purchased in 2002 for $3,300, however upon further research it was determined that the system would cost much more than the budgeted amount of $3,300. COUNCILMEMBER KUESTER MOVED TO AUTHORIZE THE USE OF $3,300 EARMARKED FOR A DIGITAL VOICE PLAYALL SYSTEM FOR THE PURPOSE OF HIRING A SCANNING COMPANY TO SCAN POLICE DOCUMENTS INTO THE LASERFICHE SYSTEM. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 5-0. B. CIP - Westbound Liquor Store Manager David Potvin reviewed the results of the feasibility study that was completed to determine the feasibility of building a second municipal liquor store in the city. Dave reviewed the probable size and approximate cost to build the second liquor store. It was the consensus of the Council to discuss the possibil/ty and time frame of building a second municipal liquor store in more detail during budget discussions. City Council Minutes July 22, 2002 Page 4 5.4.D. 2003 Personnel Services City Administrator Pat Klaers discussed the 2003 staffnag requests. He further discussed the newly hired information technology employee plus the need for a building maintenance and cleaning program, a Park and P,.ecreation Director and department, an engineering department and Public Services Director. The City Administrator discussed the current organizational system of the city and the need for change due to the extent of growth that has taken place. The City Administrator proposed establishing an engineering department in 2003, hiring Terry Maurer as the Engineer/Public Services Director and then staffing the department in 2004. In 2005 an Assistant Engineer would be hired and then Terry Maurer would just serve as the Public Services Director. The Council questioned the issue of not opening up the position of Engineer/Public Services Director to other applicants. The Council discussed the probability of the City recognizing a savings by hiring Terry Maurer because of his knowledge of the City. Mayor Klinzing indicated that she would need to see the position and needs justified and would like to see the cost savings the city would realize because of Terry Maurer's relation with HR Green and the City of Elk River. Mayor Klmzing also indicated that she would like to see exactly what the responsibilities of the position would be. Councilmember Tveite indicated that he would like to see the net impact into 2004 prior considering this issue. Councilmember Dietz and Councilmember Kuester indicated that they would rather see the department built up gradually. Councilmember Dietz stated that he wanted to know how the department would be funded and questioned how these positions would impact other staffing requests and needs. He further noted that he does not like to see the Park and Recreation Director continually being put on hold although he realizes the need for an engineer. Councilmember Tveite indicated that the position should be justified on the position itself, not by considering a specific person for the position. Councilmember Motin concurred. The City Administrator discussed the issue that the position is not being designed for one specific person but that the Engineer position is best suited to be the Public Services Director. The Council made no decision on this issue at this time and requested further information from staff. 2003 General Update Discussion was held regarding the police liaison program. Assistant Chief Beahen indicated that the school district is seriously considering discontinuing the program and having Sherburne County provide the service. It was indicated that the Police Staffwould be meeting with the school representatives to try to persuade the school to reconsider. The Mayor stated that she would attend this meeting. Other Business The City Administrator informed the Council that the Initiative Foundation has requested the City to contribute $5,000 per year for five years making a total commitment of $25,000. The Council requested information as to what other cities are contributing. The City Administrator indicated that he would provide more information on August 12. City Council Minutes July 22, 2002 7. Staff Updates There were no staff updates. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 9:25 p.m. Page 5 Sandra Peine City Clerk