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04-29-1996 CC MIN - SPECIAL-JOINTSPECIAL JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND ELK RIVER UTILITIES COMMISSION HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 29, 1996 Members Present: Mayor Duitsman, Councilmembers Farber, Dietz, and Holmgren Members Absent: Councilmember Scheel Staff Present: Pat Klaers, City Administrator: Sandra Thackeray, City Clerk~ Lori Johnson, Assistant City Administrator: Steven Ach, City Planner; Terry Maurer, City Engineer; Tom Zerwas, Police Chief~ Gary Groen, Auditor Utilities Commission Members Present: Jim Tralle, George Zabee, John Dietz Utilities Staff Present: Glen Sundeen, Bob McCartney, and Pat Hemza Call Meetinq To Order Pursuant to due call and notice thereof, the special meeting of the Elk River City Council was called to order at 6:00 p.m. by Mayor Duitsman. 2. Consider A.qenda COUNCILMEMBER FARBER MOVED TO APPROVE THE APRIL 29, 1996, CITY COUNCIL AGENDA. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Consider Consent Aqenda COUNCILMEMBER FARBER MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 4.1. 4.2. 5.7. 7,5. 7.6. 7.7. APRIL 11, 1996, COUNCIL MINUTES -- APPROVED APRIL 22, 1996, COUNCIL MINUTES -- APPROVED EXPENDITURE OF FUNDS FROM THE STREET RESERVE FUND FOR THE GATES AVENUE AND KING STREET SIDEWALKS -- APPROVED REQUEST FROM DARE'S FUNERAL SERVICE FOR NO PARKING SIGNS TO BE INSTALLED ON THE WEST SIDE OF KING AVENUE, SOUTH OF MAIN STREET -- APPROVED REQUEST AUTHORIZATION FOR OFFICERS BRYAN VITA AND BOB KLUNTZ TO ATTEND THE NATIONAL D.A.R.E. CONFERENCE IN ST. LOUIS, MISSOURI -- APPROVED PURCHASE OF FOUR MPS'S WITH ACCESSORIES FOR USE IN SELECTED POLICE DEPARTMENT VEHICLES -- APPROVED PURCHASE OF VIDEO PRINTER AND TIME LAPSE RECORDER FOR USE IN INVESTIGATION/JUVENILE DIVISION -- APPROVED COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. City Council Minutes April 29, 1996 Page 2 5.1. 5.2. 5,3. Request by Riverside Development to Grade Outlot A Hillside Crossin.q South City Planner Steven Ach indicated that Riverside Development has requested a permit to grade approximately an acre of property immediately south of 193rd Avenue and east of the existing SuperAmerica station. Marly Glines explained that the grading will involve lowering the site approximately 12 feet to create a building pad for a possible commercial retail/fast food development. Steve Ach explained that this area was originally presented as a location for office buildings and is now changing to a more intense land use. He indicated that a more intense commercial use would cause concern for additional traffic control at the intersection of 193rd and Evans. Council discussion was held regarding the number of trees that would be removed. Councilmember Farber indicated that more trees will be saved by the new proposed plan. Mayor Duitsman indicated his concern that the original concept plan is being revised. Following further discussion it was the consensus of the Council to continue action on this issue to the May 6, 1996, City Council meeting. Naples and 186th Avenue - Update on Neiqhborhood Informational Meetin.q City Engineer Terry Maurer indicated that an informational meeting was held with property owners in the Naples Street/186th area. The meeting pertained to the possible extension of city utilities and permanent streets to that area. The City Engineer indicated that of those in attendance, not all were in favor of the improvements, however, no one was adamantly opposed. Terry Maurer suggested preparing a feasibility study to determine the cost of the project. COUNCILMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 96-24, A RESOLUTION OF THE CITY OF ELK RIVER ORDERING A PRELIMINARY FEASIBILITY REPORT IN THE MATTER OF THE NAPLES STREET/186TH AVENUE IMPROVEMENT OF 1996. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. Discussion on County Road #1 Reconstruction Project City Engineer Terry Maurer indicated that the County is planning to upgrade CSAH 1 from County Road 77 to County Road 32. Terry Maurer indicated that the County is waiting for a recommendation from the City Council regarding the intersections at School Street and TH # 10. The City Engineer reviewed three roadway design options that would be acceptable to the County. The Council felt that design #3 was the best option. Terry Maurer suggested that the county start construction on the north end and simultaneously begin worl~ on the intersection of Highway 10. Terry Maurer briefly reviewed the park and recreation issues involved in the road construction. He indicated that the Parr and Recreation Commission has requested a detached pathway along CSAH 1. The Parl~ and Recreation Commission has also requested a tunnel in the location of the railroad trail City Council Minutes April 29, 1996 Page 3 5.4. 5.5. 5,6. 5.8. 6.1, crossing CSAH # 1. Terry Maurer indicated that he would discuss these two issues in more detail at the joint park and recreation/city council meeting on May 6, 1996. COUNClLMEMBER FARBER MOVED TO AUTHORIZE THE CITY ENGINEER TO ADVISE THE COUNTY ENGINEER THAT THE CITY'S PREFERENCE FOR THE IMPROVEMENTS IS OPTION C WHICH IS A FOUR LANE IMPROVEMENT WITH A REQUEST TO ALSO BEGIN WORK ON A SEPARATE IMPROVEMENT PROJECT AT TH 10. COUNClLMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Update on Downtown Parkinq Lot Repairs City Engineer Terry Maurer informed the City Council that the downtown parking lot surface that was completed by Barbarossa & Sons is in need of resurfacing. Terry Maurer indicated that the City retained money from the contractor during the project for this repair work. He stated that the repairs will be done by the City and will include seal coating and possibly removal and replacement of specific areas of the parking lot. Discussion on Updated Feasibility Study for Dodqe Avenue and Sth Street Project City Engineer Terry Maurer indicated that the Dodge Avenue/Sth Street project would complete the upgrade of Dodge Avenue from approximately the Prairie House to 5th Street and the upgrade of 5th Street from TH 169 to Auburn. Terry Maurer stated any petition that is signed by the affected property owners should be based on the approximate assessment values shown in the feasibility study. He further indicated that it is likely that 1/3 of the project will be assessed with the City paying 2/3 of the cost. Discuss MnDOT Tour and Meetinq Dates The Council discussed meeting dates for the annual City/MnDOT tour. It was the consensus to hold the tour on May 30. Other Enqineedn,q Items There were no other engineering items to discuss. 1995 Audit Presentation (Joint meetinq with Utilities Commission) The 1995 Comprehensive Annual financial Report was presented by Lori Johnson, Assistant City Administrator and Auditor Gary Groen. Gary Groen also reviewed the 1995 Elk River Utilities audit. Several issues were discussed concerning the Elk River Utilities operations. Some of the issues discussed include: organization structure and whether it would be in the best interest to combine some of the functions of the Elk River Utilities and City of Elk River finance departments; the combining of utilities accounts payable and payroll processing procedures with the City; and the need for another utilities office employee. It was indicated that the utilities may want the auditor to make a separate presentation to the utilities to discuss some of these issues. City Council Minutes April 29, 1996 Page 4 6.2. 1995 Finance Annual Report The Assistant City Administrator presented the 1995 Finance Department Annual Report. 7.1. Update on Ice Arena Bids City Administrator Pat Klaers indicated that the City has received the Mighty Ducks Ice Arena Construction grant. He indicated that this issue will be discussed in more detail on May 6. The City Administrator reviewed the outstanding work items that must be completed if the project moves forward. 7.2. Update on Plans to Reorqanize City Offices The City Administrator indicated that staff is proposing to reorganize City Office to more efficiently use the space available. The City Clerk indicated that the basic changes will include separating the planning department from the building and zoning departments. It was the consensus of the City Council to authorize the City Clerk to present the quotes for the proposed work to the City Council. 7.3. Consider Human Resource Issues Police Chief Tom Zerwas requested that the Council authorize the hiring of Todd Erickson as a police officer. He indicated that Mr. Erickson will fill the vacancy created by Richard Weiss. COUNCILMEMBER DIETZ MOVED TO HIRE TODD ERICKSON AS A POLICE OFFICER FOR THE CITY CONTINGENT ON HIM SUCCESSFULLY PASSING THE PSYCHOLOGICAL EXAMINATION, MEDICAL EXAMINATION AND BACKGROUND CHECKS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. Assistant City Administrator Lori Johnson recommended that the Council hire Lauren Mundell as payroll clerk. She ;,~dicated that Ms. Mundell will fill the vacancy created by Brenda Ebner. COUNCILMEMBER DIETZ MOVED TO HIRE LAUREN MUNDELL AS PAYROLL CLERK BEGINNING ON MAY 13, 1996, STARTING AT STEP C, $10.27, AND, BASED ON ACCEPTABLE WORK PERFORMANCE, MOVE TO STEP D ON JUNE 1, 1997, AND STEP E ON JULY 1, 1988. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. City Administrator Pat Klaers recommended that Steve Ach be moved up approximately two steps in his current pay grade to match the pay of the fire chief. It was noted that when this position was established in 1993, the pay was set Iow on purpose based on the "unknowns" surrounding the position. The City Administrator indicated that Steve Ach has fulfilled all of the responsibilities of the City Council Minutes April 29, 1996 Page 5 position and has met or exceeded the expectations for providing professional planning advice. Councilmember Holmgren indicated that this issue should be considered during the budget process. Mayor Duitsman and Councilmember Dietz indicated they supported the request. Councilmember Farber also indicated that he felt these issues should be dealt with during the budget process. It was the consensus of the Council to continue this issue to May 6. Police Chief Tom Zerwas requested a position reclassification for the TAC officer/administrative secretary to executive secretary. Chief Zerwas reviewed the duties that Kathy Anderson is responsible for and indicated that many of these duties fall under the category of executive secretary. COUNClLMEMBER DIETZ MOVED TO CHANGE KATHY ANDERSON'S TITLE TO EXECUTIVE SECRETARY AND THAT SHE MOVE TO PAY GRADE 10 AT $15.34 PER HOUR WITH AN INCREASE TO $16.01 ON JULY 1, 1996. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 3-1. COUNCILMEMBER HOLMGREN OPPOSED. City Planner Steven Ach requested the City Council to consider authorizing a planning intern or an entry-level planner to be hired to replace the vacancy created by the previous planner Troy Langer. Discussion was held regarding the pros and cons of hiring a planner as opposed to an intern. COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE CITY PLANNER TO ADVERTISE FOR A PLANNING INTERN. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 7.4. Update on Truckinq Business Prospects for 171sf Avenue City Administrator Pat Klaers updated the Council on the two trucking firms that are considering relocating on 171 st Avenue along Highway 10. The City Administrator discussed incentives that other communities are offering the trucking firms to lacate in their community. It was the consensus of the Council not to offer free SAC and WAC fees or reduced trunk sewer and water assessments. In addition to the improvements, it was the consensus of the Council to offer the trucking businesses the following: That the City pay for the signal and not charge out any expenses to the landowners. That the City pay landowners a fair market price for right-of-way needed for any street project. That the City offer the revolving loan as an incentive. That the City would purchase any buildable on the north side of 171st Avenue. City Council Minutes April 29, 1996 Page 6 8. Other Business Councilmember Holmgren incticated that gravel and garbage trucks are running the red lights on Highway 169 and School Street Councilmember Farber indicated that there is a large amount of garbage along Highway 169 Dy the landfill. 9. Staff Updates There were no staff updates 10. Adjournment There being no further business, COUNClLMEMBER FARBER MOVED TO ADJOURN THE MEETING. COUNClLMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. The meeting of the Elk River adjourned at 9:30 P.M. Respectfully submitted, "S~ ndra Thackeray L/~ City Clerk