01-13-2003 CC MINMEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE ELK RIVER CITY HALL
MONDAY, JANUARY 13, 2003
Members Present:
Members Absent:
Staff Present:
Mayor ICdinzing, Councilrnembers Dietz, Kuester, Motin, and Tveite
None
City Administrator Pat I~daers, Finance Director Lori Johnson, City
Engineer Terry Maurer, WWTP Chief Operator Gary Leirmoe, Assistant
Police Chief Jeff Beahen, 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 6:05 p.m. by Acting Mayor Tveite.
Oath of Office
The Oath of Office was administered to the following members of the Council.
· Stephanie I~3inzing - Mayor
· John Dietz - Council Member Ward 1
· Paul Motin - Council Member Ward 4
Consider 1 / 13/2003 Agenda
COUNCILMEMBER MOTIN MOVED TO APPROVE THE AGENDA AS
PRESENTED. COUNCILMEMBER TYEITE SECONDED THE MOTION.
THE MOTION CARRIED 5-0.
Consider Consent Agenda
COUNClLMEMBER TVEITE MOVED TO APPROVE THE CONSENT
AGENDA AS FOLLOWS:
4.1.
4.2.
4.3.
4.4.
4.5.
4.6.
CITY COUNCIL MINUTES
12/16/2002 EXECUTIVE SESSION CITY COUNCIL MINUTES
12/16/2002 REGULAR CITY COUNCIL MINUTES
CHECK REGISTER
SEVERAL CHANGE ORDERS ON THE PUBLIC SAFETY FACILITY
TOTALING $31,043
RESOLUTION 03-01 DESIGNATING DEPOSITORIES OF CITY
FUNDS
DESIGNATION OF ELK RIVER STAR NEWS AS OFFICIAL
NEWSPAPER FOR THE CITY OF ELK RIVER FOR 2003
RESOLUTION 03-02 AUTHORIZING THE USE OF A SAFETY
DEPOSIT BOX
City Council Minutes
January 13, 2003
4.7.
4,8,
Page 2
PURCHASE OF A 2003 CHEVROLET TAHOE 4 X 4 UTILITY VEHICLE
AND VEHICLE SET-UP FOR THE FIRE DEPARTMENT FROM
HINCKLEY CHEVROLET THROUGH THE STATE BID AT A PRICE
OF $29,263.25
PURCHASE OF A JET VAC TRUCK FOR THE WASTEWATER
TREATMENT PLANT FROM ABM EQUIPMENT THROUGH THE
STATE BID AT A PRICE OF $240,432, $10,000 OF WHICH WILL BE
FUNDED THROUGH A SAFETY GRANT
COUNCILMEMBER MOTIN SECONDED THE MOTION.
Councilmember Dietz requested that future change orders contain more information when
presented to the Council.
THE MOTION CARRIED 5-0.
5. Open Mike
There was no one present for open mike.
6.1. Appointment of Vice Mayor
COUNCILMEMBER TVEITE MOVED TO APPOINT LOUISE KUESTER AS
VICE MAYOR. COUNCILMEMBER MOTIN SECONDED THE MOTION.
THE MOTION CARRIED 5-0.
6.2. 2003 Pavement Rehabilitation Improvements
City Engineer Terry Maurer presented the Feasibility Study for the 2003 Pavement
Rehabilitation Improvements. He indicated that the project consists of street reconstruction,
minor storm sewer improvements, major watermain improvements, and sidewalk
improvements. Terry reviewed the area of the project which includes Fourth Street from
Main Street to Trunk Highway 10; Rush Avenue, Quinn Avenue and Oxford Avenue from
Fourth Street to Fifth Street; Norfolk Avenue from Fourth Street to Main Street; and
Morton Avenue from Mare Street to Trunk Highway 10. The total estimated project cost is
$1,897,300. Mr. Maurer indicated that the project will be funded by assessments to the
benefiting properties in the amount of $5,000 per unit, Elk River Municipal Utilities will
fund the watermain improvements and an estimated $993,300 will be funded by the City
through the street reserves fund. The assessments to benefited property owners is expected
to generate $460,000 and the utility share is estimated at $444,000. The city street reserve,
which will fund approximately $993,300, has been built up over the last few years with
general tax levy monies and with landf'ill surcharge monies in anticipation of this citywide
pavement rehabilitation program. The public hearing for the 2003 improvements is planned
for February 24, 2003.
COUNCILMEMBER KUESTER MOVED TO ADOPT RESOLUTION 02-03
ORDERING A PRELIMINARY FEASIBILITY REPORT IN THE MATTER OF
THE PAVEMENT REHABILITATION IMPROVEMENT OF 2003.
COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
City Council Minutes
January 13, 2003
COUNCILMEMBER MOTIN MOVED TO ADOPT RESOLUTION 03-04
RECEIVING THE FEASIBILITY REPORT AND ORDERING A PUBLIC
HEARING ON THE IMPROVEMENT IN THE MATTER OF THE
PAVEMENT REHABILITATION IMPROVEMENT OF 2003.
COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
Page 3
6.3. Consider 2003 Boston and Concord Streets Utility. and Street Improvements
City Engineer Terry Maurer presented the Feasibility Study for the Boston Street and
Concord Street Improvements. He indicated that the project consists of sanitary sewer,
water, and restoration improvements and is proposed to cost $367,500. Terry noted that
there are 21 assessable properties with a proposed assessment against each property of
$17,500. Mr. Maurer indicated that the report proposes that the City contribute an additional
$92,000 for upgrading the existing streets to an urban standard, which would include
concrete curb and gutter, with the funds to come from the street reserves fund.
COUNCILMEMBER TVEITE MOVED TO ADOPT RESOLUTION 03-05
RECEMNG THE FEASIBILITY REPORT AND ORDERING A PUBLIC
HEARING ON THE IMPROVEMENT IN THE MATTER OF THE BOSTON
STREET AND CONCORD STREET UTILITY AND STREET IMPROVEMENT
OF 2003. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE'
MOTION CARRIED 5-0.
6.4. Update on Improvement Projects for 2003-04
The City Engineer provided an update on the following projects:
175th Avenue
· CountyRoad 33/Highway 169 Interchange
· County Road 44
· County Road 40
· Highway 10/Mm Street Intersection
6.5.
Purchase Requests by Police Department
Assistant Police Chief Beahen presented information for requests of the following
purchases:
Distal Dictation Equipment - $32,150 - Assistant Chief Beahen requested the
Council to consider moving the purchase of the dictation equipment from the
general police budget to equipment certificates. He also requested to use revenues
generated from the sale of used squad cars to be utiliTed to pay some of the cost of
the dictation equipment. The Council concurred with the Assistant Chief's requests.
COUNCILMEMBER MOTIN MOVED TO AWARD THE PURCHASE OF THE
DVI BRAND DIGITAL DICTATION EQUIPMENT TO LOFFLER COMPANY
FOR $32,150 TO BE FUNDED FROM EQUIPMENT CERTIFICATES AND
REVENUES GENERATED FROM THE SALE OF USED SQUAD CARS.
COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
City Council Minutes
January 13, 2003
Page 4
6.6.
6.7.
Two Unmarked Squad Vehicles - $36,501.52 - Assistant Chief Beahen reviewed
the request to purchase two police vehicles. He noted that one of the vehicles is an
unmarked car replacing an existing car and the other vehicle requested would be an
addition to the fleet and replace the Chief's vehicle. Jeff explained that the Chief
currently receives a car allowance and uses his own vehicle. It is proposed to
eliminate the car allowance and purchase this unmarked car to be used by the new
Chief of Police. Assistant Chief Beahen indicated that the lowest bid has been
received from I-Linckley Chevrolet through the State Bid at $19,214.51 and
$17,287.01. He indicated that one squad would be paid for from the forfeiture
account and the other through equipment certificates.
COUNCILMEMBER TVEITE MOVED TO AUTHORIZE THE PURCHASE OF
TWO UNMARKED SQUAD CARS FROM HINCKLEY CHEVROLET AT A
TOTAL COST OF $36,501.52. COUNCILMEMBER KUESTER SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
2003 Budget Update
City Administrator Pat Iadaers updated that Council on the State budget deficit and the
possible impacts it may have on the City's budget. Council_member Dietz suggested that the
City not spend any money from the Council Contingency Fund until the affects of the State
budget deficit are determined.
Public Safety Project Update
City Administrator Pat Klaers updated the Council on the progress of the public safety
project. He noted that the project is slightly ahead of schedule and the cable TV/city
attorney area and utilities building are on schedule.
Finance Director LoriJohnson presented two bid packages for Council review.
COUNCILMEMBER DIETZ MOVED TO APPROVE THE FOLLOWING BIDS:
· BID PACKAGE #35 - NIELSEN'S EQUIPMENT IN THE AMOUNT OF
$17,764.00 FOR INVESTIGATION LAB EQUIPMENT
· BID PACKAGE #36- CUSTOM EXPRESSIONS IN THE AMOUNT OF
$4,225.00 FOR WINDOW TREATMENTS
COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
Assistant Chief Beahen presented information on the request to purchase a radio system for
the public safety facility. He indicated that he received three quotes, two of which were for
new equipment and one that proposed using existing equipment. Jeff recommended that the
Council accept the lowest quote which was from Ancom Construction in the amount of
$46,035.41. Jeff indicated that there is a possibility of the cost decreasing to $41,881.91 if a
non-plenum rated cable can be used. He indicated that Ancom is still reviewing this option.
Finance Director Lori Johnson indicated that because the quotes are just slightly under the
$50,000 bidding requirement, she would be checking with the Auditors to see if the quote
can be accepted.
City Council Minutes Page 5
January 13, 2003
COUNCILMEMBER TVEITE MOVED TO AWARD THE BID FOR A RADIO
SYSTEM FOR THE PUBLIC SAFETY FACILITY TO ANCOM AT $46,035.41
WITH THE OPTION TO DECREASE THE COST IF A NON-PLENUM
RATED CABLE CAN BE USED. COUNCILMEMBER MOTIN SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
City Administrator Pat Kdaers discussed the possibility of completing the gun range now
instead of at a later date. He noted that if this were done, the money would come from the
building contingency fund. Pat noted that the cost to complete the gun range is $205,000.
He suggested installing the equipment now and waiting to complete the mechanical system
until a more f'mal status of the contingency fund is known. Assistant Chief Beahen reviewed
his report on the police operating budget savings the City would realize with the gun range.
He also discussed the logistics involved in building the gun range now as opposed to after
the building project is completed.
Council discussion pursued regarding the use of the contingency fund this early in the
project. Councilmember Tveite indicated that he does not want to allocate any money at this
time due to the state budget problem and the effect it could have on the City. It was the
consensus of the Council to not pursue the completion of the gun range at this time, but to
bring the issue back to the Council near the end of the project.
6.8. Letter of Resignation from Chief of Police
COUNCILMEMBER TVEITE MOVED WITH MUCH REGRET TO ACCEPT
THE RESIGNATION OF CHIEF OF POLICE TOM ZERWAS EFFECTIVE
APRIL 30, 2003. COUNCILMEMBER KUESTER SECONDED THE MOTION.
THE MOTION CARRIED 5-0.
Council discussion pursued regarding fRling the position of Police Chief upon Tom Zerwas'
resignation. The Council indicated that it would be best to fill the position from within the
department if possible. It was the consensus of the Council that the Assistant Chief Jeff
Beahen has proven that he is capable of filling the position. Councilmember Kuester
indicated that she would Eke a plan for filling the Assistant Chief position when Jeff is
appointed Chief. The City Administrator suggested reviewing the organization structure
f~rst. Councilmember Dietz indicated he would prefer to appoint Jeff as Chief of Police and
then receive his input prior to making any decisions on the future Assistant Chief position.
It was the consensus of the Council to have the City Administrator work with Jeff Beahen
on terms of employment for the Chief of Police position and to present this promotion
letter to the Council in the near future.
7. Other Business
Councilmember Kuester presented a petition from residents who are requesting an
opportunity to discuss with the Council the City's policy in regard to removal of trees along
boulevard areas. She indicated that the people who signed the petition want to be involved
in setting standards for removal of the trees. It was noted by the City Administrator that this
item would be placed on a future council agenda for discussion.
Councilmember Dietz requested that Councilmembers conclude their meetings with
Department Heads by the end of January, in regard to the City Administrator performance
review. He suggested that, if needed, the Council meet in an executive session to discuss
information received by the Council/Department Head meetings.
City Council Minutes
January 13, 2003
Page 6
8. Staff Updates
The City Admimstrator requested the Council to call a special meeting for February 11,
2003, to meet with the EDA and Planning Commission for a worksession on Industrial
Development issues and options.
COUNCILMEMBER KUESTER MOVED TO CALL A SPECIAL MEETING OF
THE CITY COUNCIL FOR FEBRUARY 11, 2003, AT 6:30 P.M. TO MEET
JOINTLY WITH THE PLANNING COMMISSION AND EDA TO DISCUSSION
INDUSTRIAL DEVELOPMENT ISSUES. COUNCILMEMBER MOTIN
SECONDED THE MOTION. THE MOTION CARRIED 5-0.
Adjournment
There being no further business, Mayor I~dinzing adjourned the meeting of the Elk River
City Council at 8:22 p.m.
Sandra Peine
City Clerk