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3.1. DRAFT CCM 04-19-2010DRAFT MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 5, 2010 Members Present: Mayor Klinzing, Counciltnembers Westgaard, Gumphrey, and Motin Members Absent: Councilmember Zerwas Staff Present: City Administrator Lori Johnson, Finance Director Tim Simon, Chief Wastewater Treatment Operator Gary Leirmoe, Assistant Economic Development Director Annie Deckert, and Recording Secretary Jennifer Johnson Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:30 p.m. by Mayor Klinzing. 2. Consider 04/05/2010 Agenda Ms. Johnson asked that an item be added after Open Mike for council to consider a resolution for the City to submit a grant application for a business recycling program. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER MOTIN TO APPROVE THE AGENDA WITH THE ADDITION. MOTION CARRIED 4-0. 3. Consider Consent Agenda Councilxnember Motin asked that item 3.6. be removed for discussion. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE FOLLOWING CONSENT AGENDA: 3.1. COUNCIL MINUTES ^ 03/01/10 JOINT ^ 03/01/10 CLOSED SESSION ^ 03/08/10 WORKSESSION ^ 03/15/10 REGULAR ^ 03/22/2010 SPECIAL 3.2. CHECK REGISTER 3.3. SOLICITOR LICENSES AS OUTLINED IN THE STAFF REPORT 3.4. TEMPORARY ON-SALE LIQUOR LICENSE -ELK RIVER ROTARY CLUB 3.5. SPECIAL EVENT PERMIT TO SALK MIDDLE SCHOOL FOR 5K WALK/RUN City Council Minutes Page 2 Apri15, 2010 ----------------------------- 3.7. APPROVE MASTER LABOR AGREEMENT BETWEEN THE CITY OF ELK RIVER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL 271 3.8. AUTHORIZATION TO CONTRACT FOR ROOF AND GARAGE DOOR REPLACEMENT AT ORONO SOFTBALL COMPLEX MOTION CARRIED 4-0. 3.6. AUTHORIZE FILLING VACANT COMMUNITY SERVICE OFFICER POSITION Councilmember Motin asked if the filling of this position should be delayed because of concerns with the 2011 budget. After discussion, it was decided to have the police chief attend the next worksession to discuss this position before authorizing filling the position. 4. Open Mike Tammy Weeks, 944 Highway 10, is the owner of The Jungle Family Hair Care. She rents part of the Martin Plaza building to operate her salon and recently had some work done in her building, requiring a building inspection. Because she has concerns with the safety of the building she works in, she asked the City to review and change their commercial inspection requirements for building inspections to occur yearly or every other year. Mayor Klinzing stated she would have staff attend the next worksession to discuss the request. Resolution Authorizing Staff to Submit an Application on Behalf of the Business Recycling. Assistance Pro ram Ms. Johnson presented council with a copy of a resolution which would authorize staff to submit an application for an LCCMR grant to assist with the development of a new Business Recycling Assistance Program in the City. In order to apply for financial assistance, council needs to authorize staff to submit an application to the state in order to enter into an agreement with the state and to apply for a grant regarding climate change, renewable energy, and air quality for this new program. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE RESOLUTION 10-11 AUTHORIZING STAFF TO SUBMIT A GRANT APPLICATION AS OUTLINED IN THE HANDOUT. MOTION CARRIED 4-0. 5.1. Presentation from Mark Ruff Ehlers and Associates on Bond Rating and Results of Bond Sale Mark Ruff from Ehlers and Associates reviewed with the council the recent bond rating change and bond sale as outlined in the staff report. He stated on March 18, 2010 Standard and Poor's assigned an AA+ rating to the City of Elk River, which is a significant accomplishment for the City. He commended the council and staff for their strong financial management and efforts to keep debt as low as possible. He presented the Mayor, Council, and staff with a plaque announcing this bond rating upgrade. City Council Minutes Apri15, 2010 Page 3 Mr. Ruff stated that bonds issued in 2002 were recently refinanced, and because of the City's great financial management, they were able to realize a $285,000 present dollar savings in interest. Mayor Klinzing stated that both Tim Simon and Lori Johnson should be recognized for their hard work on managing the City's finances. Mr. Simon stated this rating was a result of the combined efforts of the council and staff and appreciated their support. 5.2. Certificate of Commendation to the Elk River Wastewater Treatment Facility Ms. Johnson read to the council a recent Certificate of Commendation from the Minnesota Pollution Control Agency (MPCA) recognizing exemplary effort in the year 2009 to comply with the MPCA's permit program to protect and preserve the waters of Minnesota. She recognized Gary Leirmoe and his staff at the treatment plant consisting of Lead Wastewater Operator Matt Stevens, Wastewater Operators Chris Clark, Kevin Beadles, Nick Flaherty, and Maintenance Operator Dale Eckert for their outstanding work in complying with MPCA requirements. 5.3. Neighborhood Stabilization Update Ms. Deckert presented the staff report along with a Power Point presentation highlighting the key areas of the report. Mayor Klinzing asked if Ms. Deckert was aware of any future foreclosure programming available in 2011, as she had heard the foreclosures will spike in 2011. Ms. Deckert wasn't aware of any programming but she stated she would continue to monitor any available programming and market these opportunities to residents as soon as they become available. 5.4. 193=d Avenue Update A. Project Update Ms. Johnson gave the council a handout from Joe Glowacki, 11024 - 192nd Circle, who wasn't able to attend the meeting. This handout detailed some traffic counts he had taken earlier in the day along 193=d Avenue at Xavier. Ms. Johnson also stated the council had received a petition from some residents along 193=d Avenue, which she would forward onto John Anderson for his review. John Anderson, P.E. from BDM Consulting Engineers and Surveyors, presented the staff report outlining the 193=d Avenue project update. After discussion, there were concerns raised by the council regarding sight lines of this road and traffic control at certain intersections. It was decided to complete traffic counts as soon as construction is completed but before summer months in order to get an accurate traffic count. Mr. Anderson would return to council with these results. B. Burandt Proposal City Council Minutes April 5, 2010 Page 4 Mr. Anderson presented the staff report. David Burandt, 19118 Tyler Street NW, was present in the audience to answer questions. Mr. Burandt's proposal, which is outlined in the staff report, would improve sight lines between traffic northbound on Tyler Street and eastbound on 193rd Avenue. Council discussed traffic safety concerns in this location and agreed to modify the stop bar and stop sign locations at the intersection of 193rd Avenue and Tyler Street. They agreed to approve the Burandt proposal to further help improve sight lines. Staff will monitor traffic patterns and reevaluate in six months to determine if any additional changes are needed. The cost of modifying the stop bar and stop sign placement would cost less than $1,000. The construction cost of the Burandt proposal is estimated to cost between $20,000 and $22,500. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER MOTIN TO AUTHORIZE STAFF TO DRAW UP A PROPOSAL AS OUTLINED IN THE STAFF REPORT WITH FUNDS TO BE TAKEN OUT OF THE STREET IMPROVEMENT RESERVE. MOTION CARRIED 4-0. C. Median Restoration Mr. Anderson presented the staff report. Councilmember Westgaard stated the median design should be low maintenance and whatever plantings were chosen shouldn't impede sight lines. He didn't feel end caps were necessary and suggested native plantings, but only if they were done correctly so they bloom all season long. Councilmember Gumphrey had concerns with native grasses and the fact that they only bloom a short time. Ms. Johnson stated the preference would be a low maintenance, water-saving type of plantings. She stated the street department crew was also concerned with the height of the native plantings. She also stated they could choose an appropriate type of native plantings, one that doesn't grow very tall and blooms for a longer period of time. She stated they had a short window of time to get the medians planted for this growing season. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPROVE THE RESTORATION OF THE MEDIANS ALONG 193 AVENUE WITH NATIVE GRASSES WITH END CAPS AT A COST NOT TO EXCEED $65,000 AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 5.5. Discuss Line Avenue Area Trail Project Ms. Johnson and Mr. Anderson discussed the Line Avenue trail project and presented the staff report. Councilmember Gumphrey asked if the County had been contacted to see if they would pay for a portion of this project. Ms. Johnson stated that the County's policy doesn't include payment for trails. City Council Minutes April 5, 2010 Page 5 Councilmember Motin stated he supported the completion of the 800 feet of trail along Twin Lakes Road but not any additional trail additions near the area. Discussion took place regarding the high usage of Line Avenue, the current road condition, and whether future improvements or changes would be made, up to and including the placement of a signal at Line Avenue and Twin Lakes Road. Ms. Johnson stated she would approach the County administrator to discuss funding for the 800' of trail. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER MOTIN TO AUTHORIZE COMPLETION OF THE 800' OF TRAIL ALONG TWIN LAKES ROAD AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 5.6. Public Works Items A. Fees for Compost/Wood Waste Drop Off Mr. Hals presented the staff report. Counciltnember Gumphrey asked how the area would be policed, how would participants obtain permits, and commented that he felt the $100 charge for commercial businesses was too low. Mr. Hals explained the location of the area and how it would be signed. He stated permits could be offered for sale at both liquor stores as well as at the public works site and City hall. Since it is a County-wide program, any Sherburne County resident would be able to purchase a permit and the money obtained from the purchase would stay with the City it was sold in. He stated the program would be reviewed after a year. Councilmember Gumphrey stated the program sounds like a good idea but suggested a higher fee for commercial users. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE FEES FOR COMPOST/WOOD DROP OFF AT $10 FOR RESIDENTS AND $100 FOR COMMERCIAL USERS AS OUTLINED IN THE STAFF REPORT AND TO RE- EVALUATETHE PROGRAM IN ONE YEAR. MOTION CARRIED 3-1 WITH COUNCILMEMBER GUMPHREY OPPOSING. B. 2010 Potential Overlay Projects Mr. Hals presented the staff report. Ms. Johnson stated the reason for discussion is to determine if staff should proceed to have feasibility reports prepared by an engineer for these potential overlay projects. Councilmember Gumphrey stated he would like to see financial figures with costs outlined to determine costs to the City and residents if the costs are assessed. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO AUTHORIZE STAFF TO OBTAIN City Council Minutes Apri15, 2010 Page 6 ENGINEERING PROPOSALS FOR FEASIBILITY STUDIES IN THE AREAS OUTLINED IN THE STAFF REPORT NUMBERED 1-6 WITH THE EXCEPTION OF MAIN STREET FROM LOWELL AVENUE TO ORONO BRIDGE. MOTION CARRIED 4-0. 5.7. 2009 Fund Balance Designation Mr. Simon presented the staff report. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE THE 2009 FUND BALANCE DESIGNATIONS AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 5.8. Resolution Approving Amendment No 2 to Joint Powers Agreement Establishing the Northstar Corridor Councilmember Motin presented the staff report as the City's representative on the Northstar Corridor Development Authority (NCDA). He stated the resolution is amended to reflect current law and streamline decision making authority and organizational inefficiencies. He stated the changes would not affect the city and the NCDA was asking all of its member governmental entities to approve this amendment. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPROVE RESOLUTION 10-12 APPROVING AMENDMENT N0.2 TO THE JOINT POWERS AGREEMENT ESTABLISHING THE NORTHSTAR CORRIDOR AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 5.9. Schedule State of the City/Annual Report Meeting Ms. Johnson presented the staff report. After some discussion, it was decided to schedule the meeting for May 17. 5.10. Discuss Council Worksession A endas Ms. Johnson presented the staff report. The following items were added to the Apri112 worksession: interview of a Parks and Recreation commission applicant, 2010 Independence Day committee with Jim Boyle, Community Service Officer position, Main Street Assessments, and the Public Works Master Plan. The following item was added to the May 10 worksession: discussion about commercial building inspections. 5.11. City Engineer Recruitment Update Ms. Johnson presented the staff report. Councilmember Westgaard questioned the position stating he thought it was at a higher level then approved. Ms. Johnson stated the council authorized hiring a City Engineer at the March 8 worksession. City Council Minutes Page 7 April 5, 2010 After some discussion regarding the position description, it was decided to discuss the position and how the position would be budgeted at the next worksession on April 12. 5.12. Budget Update Ms. Johnson presented the staff report. She requested that council release some of the expenditure funds that were held when the budget was adopted. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER MOTIN TO AUTHORIZE THE RELEASE OF $14,350 TO BE USED FOR STAFF TRAINING AND $7,350 FOR RECREATION SUPPLIES AND PROGRAMMING AS OUTLINED IN THE STAFF REPORT. MOTION CARRIED 4-0. 6. Other Business There was no other business. Council Updates There were no council updates. 8.1. Staff Updates 8.1. Public Flood Risk Information Open House Ms. Johnson reminded council of the upcoming open house with the Minnesota Department of Natural Resources, partnering with the Federal Emergency Management Agency, to provide information about the recent updated flood risk data. The meeting is scheduled for the following afternoon, April 6 beginning at 2 p.m. for public officials and 4:30 to 7:00 p.m. for Sherburne County residents. 8.2. Grant Update Ms. Johnson updated the council about the recent grants applied for and received as outlined in the staff report. Ms. Johnson noted that the Federal transportation grant process was still continuing its process. She commented that Sen. Al Franken had requested further information which was sent but the City was still wanting for a decision. Ms. Johnson reminded the council about the Comprehensive Economic Development Strategy update which being presented to the Sherburne County Board of Commissioners on Apri17, 2010 from 10-11 a.m. The council was invited to attend. Adjournment There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 8:55 p.m. City Council Minutes April 5, 2010 Minutes prepared by Jennifer Johnson. Tina Allard, Ciry Clerk Page 8 Stephanie Klinzing, Mayor