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04-30-2001 CC MIN - SPECIAL-JOINTSPECIAL JOINT MEETING OF THE ELK RIVER CITY COUNCIL PARK AND RECREATION COMMISSION/CITY COUNCIL SCHOOL BOARD/CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 30, 2001 Members Present: Mayor I¥2inzing, Councilmembers Dietz, Kuester, and Tveite (6:05 pm.) Members Absent: Councilmember Motin Staff Present: City Administrator Pat I~aers, Director of Planning M/chele McPherson, City Engineer Terry Maurer, City Clerk Sandra Peine, Community Recreation Director Michele Bergh; Street/Park Superintendent Phil Hals, Assistant Street/Park Superintendent Mark Thompson, Assistant Police Chief Jeff Beahen, and Sergeant Tom Tyler Park and Recreation Commissioners Present: Chair Kuester, Commissioners Dave Anderson, Dana Anderson, Peterson, and Sladek School Board Members Present: Chair Strater, Board Members Scharber, Vanblarcom, Swanson, Mitchell, and Peterson; Dr. Flannery, Charlie Blesener, Charlie Krois, Student Representative 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 Klinzing. Consider 4/30/2001 Agenda COUNCILMEMBER DIETZ MOVED TO APPROVE THE AGENDA. COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 3-0. Councilmember Tveite arrived at this time - 6:05 pm. Joint Meeting with Park and Recreation Commission Chair Kuester noted that there are two issues which the Park and Recreation Commission wish to discuss with the Council: East/West corridor going through Woodland Trails Park by the Elk River Country Club Golf Course City Council Minutes April 30, 2001 · Separate park and recreation department Page 2 Mayor Kdinzing indicated that she has one issue she would like to discuss with the Commission concerning Hillside Park. East West Corridor Chair Kuester noted that Park and Recreation Commission is concerned with the proposed East/West Corridor as shown on the transportation plan. He noted that the proposed road would cut through the Woodland Trails Park. Chair Kuester indicated that the Commission is not opposed to an East/West corridor, but disagree with the proposed location. He indicated that the Commission is requesting council cooperation to reroute the road so that it doesn't impact the parks. Commissioner Dana Anderson noted that the proposed road would impact many residents and a large amount of property containing many environmental features. He noted that the surrounding area includes the Elk River Golf Course at 180 acres, Woodland Trails at 160 acres, the Railroad Trail at 70 acres, Top of the World Park at 80 acres, the biathlon at 40 acres, and Lafayette Woods Park that connects to the railroad grade. Chair Kuester indicated his belief that it is the city's responsibility to protect the resource of the parkland and questioned whether the proposed route is the best route for the corridor. Mayor IClinzing indicated that the proposed corridor goes through many neighborhoods and wetlands especially on the east side of Highway 169. She suggested that the Council consider abandoning the proposed route and look for another route. Discussion was held regarding the proposed route being a part of the City's transportation plan and how it could affect future planning of residents, businesses, etc. It was noted that although the road is currendy just a concept, people may see it as a plan that is likely to become a reality in the future. Mayor Klinzing indicated that she is interested in abandoning the current corridor route and is in favor of considering alternative routes to the north that may make more sense. Park and Recreation Department Chair Kuester noted that the commission has formed a subcommittee to get a local perspective on the issue the City forming a Park and Recreation Department. The committee would have the responsibility of answering questions regarding this issue. The questions include: · Why change? · What will be different when changed? · How will the new department be organized? City Council Minutes April 30, 2001 · What is the cost of making the changes? · What is the cost benefit of making the changes? · What is the implementation schedule? Page 3 Chair Kuester questioned if the direction the Commission is moving is acceptable to the Council. Councilmember Tveite indicated that there must be a compelling need for a change. He suggested looking at the issue with an objective eye to determine whether this would be a good investment for the city. He noted that if it were determined that it would be a good investment; he would be willing to consider the change. Councilmember Dietz noted that he was interested in pursuing the idea and feels it is a logical step to take considering the rate the city is growing and the current status of the Community Recreation organization. Mayor Klinzing indicated that the process must be coordinated with the budget process. She noted her concern about money and how it will fit in the budget. She further indicated she would have to see the results of how a Park and Recreation Department would offset some of the work and employee issues for Street and Community Recreation departments. Councilmember Kuester noted that this is a good time to be researching the issue while the city is doing long-range planning. Chair Kuester indicated that based on Council input, the Commission would pursue the issue. Hillside Mayor Klinzing indicated that the construction of County Road 12 is seriously affecting a private driveway that serves 3 residents off of County Road 12 to the South. As a result of having to cut the driveway at the end, the County will no longer allow access to the driveway at that point. She noted that the County is suggesting that the alignment of the driveway go through the Hillside Park area. She further indicated that the Council had previously said it was interested only in an easement through the park to facilitate a private drive. Mayor Klinzing suggested that the City consider some improvements to the entrance of the park at that particular area. She further suggested building a city street into the park that would provide parking in the area and to then take the private drive off the street part of the entrance to the park. Mayor Klinzing questioned if this is something the Park and Recreation Commission would see as a benefit to the area? Chair Kuester stated his concerns about possible adverse impacts to the park and the trails currently being developed but also noted that the Park and Recreation would be willing to review the issue at the next Park and Recreation Commission in May. The Council recessed at this time (7:00 p.m.). City Council Minutes April 30, 2001 Page 4 Joint Meeting with School Board 1. YMCA Mayor Klinzing gave an update on the YMCA proposal. She noted that the YMCA is looking for feedback from the community as to community needs and wants to inform the community of what the YMCA has to offer. Mayor Klinzing indicated that the city has not gone through the planning process or even considered financial aspects of the project. The School Board noted its concern of duplication of services, especially related to the pool at Vandenberge. 2. Family Center Proposal The School Board questioned whether a family center would also be a good tie-in with the YMCA facility. Charlie Blesener gave an update on a grant that has been received in the amount of one-half million dollars for a family center. Charlie Blesener discussed the family center concept. He noted that this will be a partnership consisting of entities such as the Community Education, Public Health, Social Services, WIC, etc. Recently the Arts Alliance has been added as a new partner in this project and Charlie stated that he is also going to meet with the Choir Boys Group. He noted that the City is welcome to join in the partnership and asked if there are city needs that fit with the proposal. Mayor ICdinzing stated that the city is in the middle of a financial planning program and should follow the planning process before any decisions are made regarding this issue. Discussion was held regarding the possibility of the City donating land for this project. Mayor Klinzing noted that the city would consider requests for land to locate the project. The School Board indicated that it would anticipate an answer from the City, following the City's Financial Planning process, as to whether they want to be a partner in the project and whether the City is willing to contribute land to the project. 3. School Construction Activity_ Dr. Flannery gave an update on the following construction activities: · Vandenberge Pool · Small Theater · Parker School · Lincoln School · Vandenberge Jr. High · Elk River High School · Elk River High School Parking Lot City Council Minutes Page 5 April 30, 2001 Chair Strater requested the Council to consider the reduction or forgiveness of SAC, WAC, and building permit charges for the school renovation projects due to budget constraints. 4. Elementary School Sites and Issues Chair Slater stated that the School District is looking for elementary land in the northern part of the district and in the eastern part of the district. Dr. Flannery noted that land is expensive in east Elk River. He requested the City to help locate a site in east Elk River. Dr. Flannery noted that a site has been found in northern Elk River, but people do not want the school in Elk River, therefore they are continuing to look for other alternatives. The district indicated that anything the city can do regarding land or forgiving of fees would be appreciated. 5. Community Recreation -Joint Powers Agreement 0PA) Chair Strater suggested that the school is not needed in the joint powers agreement as the school is no longer the fiscal agent or needed for office space. Pat Klaers noted that the Community Recreation Board has requested the School District remain a member of the JPA and also that the representative does not necessarily have to be a School Board member. Discussion took place regarding the future of the program. Councilmember Dietz noted that Hassan would be dropping out so the time is getting closer for the City of Elk River to consider taking over the program. Charlie Blesener discussed the issue of scheduling events for outdoor recreation fields and capturing revenues from local athletic associations hosting weekend tournaments. Charlie noted that the School District has not previously been charging this fee. 6. School Police Liaison and Dare Programs. Dr. Flannery noted that the school pays $43-44,000 dollars per year for the 2 police liaison officers that serve the secondary schools in Elk River. Also the City funds the DARE officer for the DARE program for elementary schools. Dr. Flannery reviewed the agreement that was made between the City and the School regarding this issue. He noted that the agreement indicates that if the crime levy increases to $2.00 per capita, or if the secondary enrollment in Elk River changes by more than 20%, both parties agree to sit down and renegotiate. Because the crime levy has changed as of July 1, increasing the amount to $3.00 per capita, Dr. Flannery suggested meeting with the City Administrator and Police Chief regarding the issue. It was the consensus of the Council and School Board that if a decision cannot be made among the administrators then the policy makers will get together and review the issue. Assistant Police Chief Jeff Beahen gave an update on the police liaison program. Discussion regarding the changes taking place in the DARE program nationwide were discussed. The School Board suggested that school representatives and police City Council Minutes Page 6 April 30, 2001 representatives get together to discuss these issues and to look at other possible means available to develop police officer/student relationships other than DARE. It was suggested that parent education is an element that may be missing in the DARE program. 7. Youth Health Issues Dr. Flannery spoke about youth health issues relating to drugs, alcohol, and mental health issues. He suggested that what is needed is a comprehensive effort to build a healthier community involving schools, churches, police and city personnel. He suggested the possibility of establishing a community group to deal with these health issues. Charlie Blesener noted that there is a family collaborative that meets to discuss these issues and suggested that this may be a place to start. 8. School Street Safety Issues City Administrator Pat I4daers discussed the unsafe conditions for the police officers directing traffic on School Street. Assistant Chief Jeff Beahen discussed the near hits of people directing traffic on School Street, the lack of respect of the students, and the large number of accidents that have taken place. He noted that the biggest concern is the safety of the officers. Discussion took place regarding devising consequences to help resolve this issue. The City Administrator noted that the City Engineer has suggested doing a traffic study so that all options can be reviewed. Discussion was held regarding the cost of the study and who would be responsible for the cost. The City Administrator noted that there would be some cost involved, however, he has not considered the issue of cost responsibility at this time. The School Board concurred to have the traffic study completed and further to have the Police Department and school personnel work toward a plan for enforcement to help alleviate the situation. 9. Other Business The School Board had a question regarding playback of school board meetings on cable. The City Clerk noted that she would review the situation and report back to the School Superintendent. It was noted that a reception on May 17 was planned for Dr. Flannery's retirement. The School Board left at 9:15 p.m. Council recessed at 9:15 and reconvened at 9:25 p.m. 5. Street/Park Department Issues 1. Personnel Issues COUNClLMEMBER TVEITE MOVED TO AUTHORIZE THE STREET SUPERINTENDENT TO HIRE A MAINTENANCE I EMPLOYEE AT PAY GRADE 8, LEVEL A, $12.44 PER HOUR AND TO ALLOW THE SUPERINTENDENT TO HIRE FROM THE NOVEMBER 2000 City Council Minutes Poge 7 April 30, 2001 INTERVIEW CANDIDATES. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. COUNCILMEMBER DIETZ MOVED TO AUTHORIZE STAFF TO ADVERTISE FOR A PART TIME OFFICE ASSISTANT I POSITION. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 4-0. Phil Hals informed the City Council that due to the shop move and expansion proposed to take place, he would like to use present employees to temporarily fill the need for a third mechanic and to advertise in November or December for a third mechanic to be hired in January. The Council concurred and will discuss this proposal during consideration of the 2002 budget. Phil Hals updated the council on the status and need for part time summer workers. COUNCILMEMBER DIETZ MOVED TO AUTHORIZE THE STREET SUPERINTENDENT TO REHIRE DARWIN SCHUUR, SARA HOPKO, JEREMY PIPENHAGEN AND PAUL KOHLER AND TWO NEW PEOPLE AS PART TIME SUMMER WORKERS. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 4-0. 2. Roadside Mower COUNCILMEMBER DIETZ MOVED TO ADVERTISE FOR BIDS FOR THE ROADSIDE MOWER AND TRACTOR WITH THE ENTIRE AMOUNT TO COME FROM COUNCIL CONTINGENCY FUND. COUNCILMEMBER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 4-0. 3. Mechanic Area Phil Hals discussed the proposed mechanical shop relocation. He noted that staff is proposing to relocate the mechanic shop to the western end of the building. He noted that the cost for the expansion is $80,000. COUNCILMEMBER TVEITE MOVED TO A.PROVE MECHANIC SHOP EXPANSION IN THE AMOUNT OF $80,000 WITH $70,000 TO COME FROM THE STREET RESERVE FUND AND $10,000 FROM THE 2001 GENERAL FUND. COUNCILMEMBER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 4. Break Room Move and Expansion Phil Hals indicated that the Street employees have outgrown the existing break room. He explained that the proposed plans include the expansion of the break room to the mezzanine area. He noted that after this expansion a new workstation for the Street Department Office Assistant is possible. City Council Minutes April 30, 2001 Page 8 COUNCILMEMBER TVEITE MOVED TO AUTHORIZE EXPENDITURES IN THE AMOUNT OF $42,000 FOR BREAK ROOM IMPROVEMENTS PLUS $3,000 FOR THE OFFICE ASSISTANT FURNITURE. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5. Area Mater Plan 2002 - Future Plans Phil Hals reviewed the Public Works Area Master Plan which includes a 14,000 square foot cold storage building, a winter salt/sand storage building, relocating some electrical feeder lines, refencing the yard area and expanding the yard into the area now used for Oak Kmoll Ball Field III. He noted that two baseball fields would be constructed at the YAC that will replace the Oak Knoll field. Phil indicated that options for a brush and compost drop-off site are also being considered. Councilmember Dietz noted that he would like to see the Oak Knoll Field remain. The City Administrator noted that this might not be possible due to the long term expansion needs of the Street Department. Councilmember Dietz requested the staff to completely study the issue before considering removing the Oak Knoll Field. Tree Program Phil Hals updated the Council on the Tree Program. He noted that this year has been the most successful to date. Phil requested the Council to authorize him to provide 90 more coupons for trees, which would meet the limit of $9,000 in the budget. The Council authorized the superintendent to use up to 90 more coupons. 6. Other Business The City Administrator updated the Council on the flooding status of the Elk River. 7. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 10:30 p.m. Sandra Peine City Clerk