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11-25-1996 CC MINMEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, NOVEMBER 25, 1996 Members Present: Members Absent: Staff Present: Aisc Present: Mayor Duitsman, Councilmembers Dietz, Scheel, Farber, and Holmgren None Pat Klaers, City Administrator; Lori Johnson, Assistant City Administrator; Steve Rohlf, Building and Zoning Administrator; Tom Zerwas, Chief of Police Dana Anderson, Park and Recreation Commission Daryl Thompson, Councilmember Elect Call Meetinq To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:35 p.m. by Mayor Duitsman. Consider November 25, 1996, City Council Aqenda Mayor Duitsman and Councilmembers Holmgren and Scheel indicated that they would each like to discuss an item under Other Business. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE NOVEMBER 25, 1996, CITY COUNCIL AGENDA AS AMENDED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Consider Consent Aqenda Councilmember Scheel requested a clarification from Chief of Police Tom Zerwas on Item 3.2. COUNCILMEMBER FARBER MOVED TO APPROVE THE CONSENT AGENDA AS FOLLOWS: 3.1. NOVEMBER 18, 1996, CITY COUNCIL MINUTES - APPROVED 3.2. RESOLUTION #96-105 REQUESTING SPEED STUDY FOR COUNTY ROAD 33 FROM PROCTOR ROAD TO COUNTY ROAD 13 - APPROVED COUNClLMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5- O. Consider November 4, 1996, City Council Minutes Councilmember Scheel indicated that the excerpt as attached was acceptable. COUNCIL/Vt, EMBER SCHEEL MOVED TO APPROVE THE NOVEMBER 4, 1996, CITY COUNCIL MINUTES INCLUDING THE EXCERPT AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Elk River City Council Meeting November 25. 1996 Page 2 9.1, Consider 1997 Fees for Services The City Administrator briefly reviewed the 1997 Administrative Fees memo from City Clerk Sandra Thackeray. Councilmember Scheel expressed her concern with the kennel license requirements in the 10 acre area of the City. Chief of Police Tom Zerwas responded as to the need to regulate and license kennel operations in all pads of the City. Building and Zoning Administrator Steve Rohlf explained his rationale for the recommendation to not change the mineral excavation license fee and also the rationale for increasing the plan check fee. The City Administrator commented on the City Planner's memo regarding a possible trail fee. The City Council indicated that this should be a topic of discussion at the joint meeting with the Park and Recreation Commission in the spring. Mayor Duitsman questioned the Council as fo if they suppod an increase in the surface water management impact fee. The City Administrator noted that in the fee schedule material that was attached, the rates shown are the 1995 rates and that the 1996 rates are 3 percent higher than what is shown. It was the consensus of the City Council to support a 5 percent increase in the surface water management impact fee rates for 1997. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE PROPOSED 1997 FEE SCHEDULE AS PRESENTED INCLUDING THE SURFACE WATER MANAGEMENT IMPACT FEE ADJUSTMENT OF 5 PERCENT AND THE PLAN CHECK FEE INCREASE. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. Councilmember Scheel indicated her support for the fee schedule, but her opposition to the. kennel license fee in the 10 acre area of the City. Other Business - Beaver Dams Building and Zoning Administrator Steve Rohlf provided an update to the City Council on the status of state laws as they relate to beavers and the damming of creeks and waterways. Discussion took place regarding the private taqd owners responsibilities and what could be done to help individuals with this difficult situation. The City Council requested that the Building and Zoning Administrator continue to work on this issue and that, if possible, to have area resident Kermit Bode, who works with trapping beavers, to come to a City Council meeting. Consider Resolution Authorizinq Issuance and Settin,q Sale of 1996 Equipment Certificates in the Amount of $81,000 Assistant City Administrator Lori Johnson provided an overview of this issue as outlined in her 11/25/96 memo. Elk River City Council Meeting November 25, 1996 Page 3 COUNCILMEMBER FARBER MOVED TO APPROVE RESOLUTION 96-106, A RESOLUTION AWARDING THE SALE OF THE CITY'S $81,000 GENERAL OBLIGATION CERTIFICATE OF 1996, FIXING ITS FORM AND SPECIFICATIONS, DIRECTING ITS EXECUTION AND DELIVERY, AND PROVIDING FOR ITS PAYMENT. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. 7. Open Mike Bob Galifz, discussed with the City Council a specialized red light signal that he experienced in northern Illinois and recommended that the City Council investigate this type of lighting for Highway 169. Phil Rouillard, Jackson Road, discussed with the City Council a winter parking problem. Chief of Police Tom Zerwas suggested restricting parking on the west side of this Jackson Avenue frontage road. COUNCILMEMBER FARBER MOVED TO REQUIRE THREE HOUR PARKING IN THE SCHOOLVIEW ADDITION DURING THE SCHOOL YEAR. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 8. 1997 Budget Worksession City Administrator Pat Ktaers reviewed with the City Council the status of the existing budget gap. The proposed ways of closing the budget gap as outlined in his 9/4/96 memo were reviewed and a couple of changes were recommended. The City Administrator recommended $89,000 in adjustments in order to close the $75,400 gap and to have the balance between these figures added to the City Council Contingency Fund. Based on anticipated personnel additions in 1997, there will be a need for an increase in the City Council Contingency Funds. COUNCILMEMBER FARBER MOVED TO MAKE THE BUDGET ADJUSTMENTS RESULTING IN THE $75,400 GAP BEING CLOSED AS PRESENTED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Administrator reviewed with the City Council the non general fund 1997 budgets. COUNCILMEMBER SCHEEL MOVED TO ACCEPT THE NON GENERAL FUND BUDGETS AS PRESENTED. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Administrator noted that the house north of the library is for sale and that contact has been made with this property owner. Additionally, the City Administrator noted that, consistent with direction from the City Council, a police reserve retirement program modeled after the one in/vtankato is now done in draft form. The City Administrator also noted that the maintenance contract for City Hall and the Library has been shifted from York to B & D Plumbing. Councilmember Farber left the table at this time. Elk River City Council Meeting November 25, 1996 Page 4 Assistant City Administrator Lori Johnson presented information on the family and medical leave act policy. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE POLICY AS PRESENTED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. Councilmember Farber returned to the table at this time. Assistant City Administrator Lori Johnson presented information on an emergency closing policy for Ell< River which is modeled after the Sherbume County policy. COUNCILMEMBER DIETZ MOVED TO APPROVE THE EMERGENCY CLOSING POLICY AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED $-0. Assistant City Administrator Lori Johnson presented information on the City's compliance to the data privacy law. COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE EXPENDITURE IN THE AMOUNT OF APPROXIMATELY $2,000 FROM THE CITY COUNCIL CONTINGENCY FUND FOR THE DEVELOPMENT OF A CITY DATA PRIVACY MANUAL AND FOR TWO TRAINING SESSIONS FOR ALL RELEVANT CITY EMPLOYEES. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. Assistant City Administrator Lori Johnson provided an update on the City's attempt to develop a performance evaluation system and a timetable for this system to be implemented. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE EXPENDITURE OF APPROXIMATELY $1,000 FOR SPECIAL TRAINING FOR DEPARTMENT HEADS AS IT RELATES TO EMPLOYEES PERFORMANCE EVALUATIONS. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Assistant City Administrator Lori Johnson provided an update on the City's Comparable Worth status and two recommended changes. The two changes are for the full time liquor store cleri<s and for the fire chief. COUNCILMEMBER DIETZ MOVED TO APPROVE THE CHANGES AS RECOMMENDED AND OUTLINED IN THE 11/25/96 MEMO FROM THE ASSISTANT CITY ADMINISTRATOR FOP, THE FIRE CHIEF AND FULL TIME LIQUOR STORE CLERKS EFFECTIVE 1/1/97. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. Assistant City Administrator Lori Johnson reviewed with the City Council the proposed 1997 pay resolution. It was noted that insurance contributions are proposed to increase $1,5 per month and that the pay plan is proposed to increase 3 percent for cost of living purposes. Councilmember Farber left the meeting at this time. COUNCILMEMBER DIETZ MOVED TO APPROVE RESOLUTION 96-107, A RESOLUTION OF THE CITY OF ELK RIVER ADOPTING THE 1997 PAY PLAN FOR NON ORGANIZED EMPLOYEES. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Elk River City Council Meeting November 25~ 1996 Page 5 9.2. 10. 11. The City Administrator reviewed a proposed adjustment for Joni Pearson. The Assistant City Administrator reviewed a proposed adjustment for Lauren Mundell. COUNCILMEMBER SCHEEL MOVED TO APPROVE THE TWO ADJUSTMENTS AS DISCUSSED AND OUTLINED IN THE 11/25/96 MEMO FROM THE ASSISTANT CITY ADMINISTRATOR. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. The City Administrator recommended that the City's $50,000 contribution to the ice arena project be split 50 percent from the City Capital Projects Fund and 50 percent from the Equipment/Infrastructure Reserve that is undesignated. Additionally, another $50,000 commitment to the ice arena is recommended fo come from the City's Self Insurance Fund and it is anticipated fhaf this expenditure will be recaptured. COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE ICE ARENA FINANCING PLAN AS PRESENTED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 3-0-1. Councilmember Scheel abstained. The City Administrator reviewed with the City Council a financing plan for the construction of the four field complex on the Cass propedy which is being viewed as Phase I of an overall recreation field complex. COUNCILMEMBER DIETZ MOVED TO APPROVE THE RECREATION FIELD FINANCING PLAN AS DISCUSSED AND OUTLINED IN THE CITY ADMINISTRATOR'S 11/25/76 MEMO. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Other Business - Mayor Duifsman The Mayor indicated his suppod and the HRA's suppod for the School Disfdct Administration Offices moving info the old county administration building down fawn. COUNCILMEMBER HOLMGREN MOVED TO HAVE A LETTER SENT TO THE SCHOOL DISTRICT INDICATING THE CITY'S SUPPORT FOR THE SCHOOL ADMINISTRATION'S PURCHASE AND USE OF THE OLD COUNTY ADMINISTRATION BUILDING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. Staff Updates The City Administrator distributed a memo from the City Engineer regarding the cost of a fence along Highway 169. Adjournment There being no fudher business, COUNCILMEMBER DIETZ MOVED TO ADJOURN THE MEETING. COUNClLMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Elk River City Council Meeting November 25. 1996 Page 6 The meeting of the Elk River City Council was adjourned at approximately 9:00 p.m. Respectfully submitted, Patrick D. Klaers City Administrator