CITY COUNCIL WORK SESSION September 14, 2017 Minutes 1. CALL TO ORDER The meeting was called to order by Mayor Crawford at 6:33 p.m. Members Present: Mayor Crawford, Councilmembers: Berg, Julius and Timmons Members Absent: Councilmember Timmerman Also Present: City Administrator Terry, Assistant City Administrator Nagel, Police Chief Mortenson, City Attorney Shutt, City Engineer Revering, Public Works Superintendent Schweich and City Clerk Green 2. PRESENTATIONS 3. REPORTS 4. GENERAL DISCUSSION The City Council had received a letter from the Elko New Market Chamber of Commerce requesting to discuss some items with the Council at this meeting. A variety of individuals from the Chamber of Commerce, businesses and faith community spoke at the meeting. The Chamber of Commerce noted that they did not feel the City and Chamber were on the same page, and asked for a more collaborative approach, new perspective on the relationship. They said that they were struggling with their fit in the current economic development process and asked for a more defined role as a resource for attracting businesses and developers to Elko New Market. Several speakers noted that new and existing developers faced stumbling blocks, obstacles, hassles in expanding current business or starting new ones, such as escrow fees that were too high or City saying no to proposed development initially. As a result, there was a perception that Elko New Market was not open to new business. The Chamber and the City expressed that the goal is the same to attract new businesses and assist existing businesses in expanding, but that better communication between them would help further define the needed collaborative approach to achieve that goal. The Council decided to continue this discussion at the Business Meeting under Public Comment. 5. REPORTS (Continued) 6. ADJOURNMENT The Work Session was adjourned at 7:30 p.m. 1 P a g e
CITY COUNCIL BUSINESS MEETING September 14, 2017 Minutes 1) CALL TO ORDER The meeting was called to order by Mayor Crawford at 7:36 p.m. Members Present: Mayor Crawford, Councilmembers: Berg, Julius and Timmons Members Absent: Councilmember Timmerman Also Present: City Administrator Terry, Assistant City Administrator Nagel, Police Chief Mortenson, City Attorney Shutt, City Engineer Revering, Public Works Superintendent Schweich and City Clerk Green 2) PLEDGE OF ALLEGIANCE Mayor Crawford led the Council and audience in the Pledge of Allegiance. 3) ADOPT/APPROVE AGENDA MOTION by Councilmember Timmerman, second by Councilmember Julius to approve the agenda as amended. a) Continue Work Session discussion between Chamber and Council before Public Comment. APIF, MOTION CARRIED 4) PRESENTATIONS, PROCLAMATIONS AND ACKNOWLEDGEMENTS 5) COUNCIL DISCUSSION Continuation of City Council and Chamber of Commerce Work Session Discussion The Council and Chamber discussed how the Chamber and City could work together to bring more businesses and development to the City. City Council discussed the importance of accurate, real time communication between the City, Chamber, local businesses and developers so that any stumbling blocks or concerns could be addressed in a timely manner. To assist with more timely communication, Council and Staff offered to have a councilmember or staff member attend the regular Chamber Board Meetings. This would allow the City to provide current updates on economic development, receive feedback from the Chamber and work on finding solutions to any concerns. The City and Chamber will continue to hold their monthly City/Chamber Meetings to continue to keep lines of communications open. Council noted that they would be receptive to Staff bringing ordinance revisions to a council meeting for review and action. Council felt that Staff is working hard to promote economic development within the City with the tools they have. Council confirmed that the first word a business or developer hears from the City should not be No. Staff can, and does, work with businesses and developers in finding solutions or work arounds (when possible) to help bring businesses and developers to the City. 2 P a g e
The Council felt it is important that the City and Chamber work together to promote the City is a positive light for the future growth of the businesses and developments within the City. After continuing the Work Session discussion with the Chamber of Commerce, the Council brought up the following points: a) There should be more communication, done in a timely manner, between the City and Chamber of Commerce. The sooner an item is brought to the Council s attention, the sooner it can be discussed and resolved. b) If Staff feels any current ordinance should be revised, Staff should bring the proposed change to the City Council for their review and action. Council and Chamber will continue to meet and work together for the good of the City. c) Both the City and Chamber must take responsibility to come up with ideas, etc. on how to bring businesses and developers to the City. Both need to market the City as a great place to live and work. d) Council suggested that a councilmember attend the regular Chamber of Commerce Meetings to discuss any item relating to the City. 6) PUBLIC COMMENT Zach Doud, City Consulting Finance Director gave the City Council an update and timeline on the budget process. 7) CONSENT AGENDA MOTION by Councilmember Julius, second by Councilmember Timmons to move 6e, Amending Development Contract for New Market Bank Addition to Business Agenda 8c. APIF, MOTION CARRIED MOTION by Councilmember Julius, second by Councilmember Timmerman to approve the revised agenda. a) Approve August 24, 2017 Minutes of the City Council Meeting b) Approve August 28, 2017 Minutes of the Special City Council Meeting c) Approve Payment of Claims and Electronic Transfer of Funds d) Approve Minnesota Department of Health Grant Agreement for the Sealing of Well #1 e) Adopt Resolution 17-57 Amending Development Contract for New Market Bank Addition Moved to 8c Business Agenda f) Adopt Resolution 17-58 Amending Purchase Agreement with Syndicated Properties, LLC g) Adopt Resolution 17-59 St. Nicholas Gambling Permit h) Adopt Resolution 17-60 St. Nicholas Temporary Liquor License 3 P a g e
i) 2018 Preliminary Budget and Levy a) Adopt Resolution 17-61 Approving 2018 Preliminary Budget b) Adopt Resolution 17-62 Approving 2017 Tax Levy, Collectible In 2018 APIF, MOTION CARRIED 8) PUBLIC HEARINGS 9) GENERAL BUSINESS a) Classification and Compensation Update Julie Urell, AVP and Consultant from Springsted gave the Council a presentation on the 2017 Classification and Compensation Plan Update Market Study. MOTION by Councilmember Berg, second by Councilmember Julius to adopt the Classification and Compensation Update, dated September 14, 2017 and implement recommendations provided in the Classification and Compensation Update. APIF, MOTION CARRIED Mayor Crawford called for a recess of the Council at 9:18 p.m. Mayor Crawford called the Council Meeting back to order at 9:22 p.m. b) Post Construction Award and Payment for Well 3 Redevelopment Add Alternate Bid Elko New Market Engineer Revering asked the Council to consider after construction the approval of an alternate bid secured for the redevelopment of Well 3 in the east (formerly Elko) water supply system and, upon resolution of authorization issues, to accept the project and approve a final payment therefor. Engineer Revering had informed the City Council at its August 10, 2017 meeting that unauthorized work had been completed by the low bidder (EH Renner and Sons, Inc.) for the well work, and that the Engineer had failed to flag the lack of authorization to the Contractor or the City upon learning of the work. Engineer Revering stated to demonstrate that the potential damage to confidence is understood and that there is an earnest desire to make amends, Bolton & Menk offers to prepare and provide the plans and specifications for the lift station and dedicated standby generation, to City standards, for a fixed fee of $17,000. The typical design fee for recent lift stations that include dedicated standby generation is a little over $27,000 ($25,000 for lift station only). The resulting $10,000 discount is six times the higher end of estimated fees paid for Well 3 construction services for engineering. Roger Renner, owner EH Renner and Sons, updated the Council that he was unaware that the work in question had not been authorized by the Council. As a good gesture, Mr. Renner stated EH Renner and Sons will provide five (5) years of well inspections free of charge to the City. MOTION by Councilmember Timmons, second Councilmember Berg to have Staff prepare documentation to award and accept the completed Well 3 work. Ayes: Mayor Crawford, Councilmembers Berg and Timmons. Nay: Councilmember Julius MOTION CARRIED 4 P a g e
Adopt Resolution 17-57 Amending Development Contract for New Market Bank Addition Councilmember Julius requested this item be pulled from the Consent Agenda and placed on the Business Agenda due to a conflict of interest for Councilmember Julius as he is employed by the New Market Bank. On August 28, 2017 the City Council adopted Resolution 17-54 Approving the Preliminary and Final Plat and Development Contract for New Market Bank Addition. Included in the development contract were sections pertaining to developer obligations for SAC and WAC fees. The fees stated in the contract approved on August 28th were based on an estimated five (5) SAC units. The estimated five (5) SAC units was directed by the developer, as the final SAC unit determination had not completed by the Metropolitan Council at that time. On September 1, 2017 the Metropolitan Council officially established that the SAC unit determination for the initial building should be three (3) rather than the previously estimated five (5) units. Staff recommended the Council approve the Amendment to Development Contract for New Market Bank Addition as it pertains to the estimated SAC units and amount of water trunk fees and sanitary sewer trunk fees associated with the development. The amendment reflects the actual SAC unit determination by the Metropolitan Council. MOTION by Mayor Crawford, second Councilmember Berg to Adopt Resolution 17-57 Approving An Amendment to the New Market Bank Additional Development Contract Concerning SAC Units. Ayes: Mayor Crawford, Councilmembers Berg and Timmons. Abstain: Councilmember Julius due to conflict of interest as employee of New Market Bank. MOTION CARRIED 10) REPORTS a) ADMINISTRATION Painting of Logo East Water Tower Staff and Council held a discussion on the pros and cons of adding the City logo on the East Water Tower, including cost/benefit of the project. MOTION by Councilmember Timmons, second Councilmember Berg for Staff to get quotes over the winter for this project. APIF, MOTION CARRIED Timing of Maintenance Worker I Hire Staff and Council discussed the hiring process for the Public Works Maintenance Worker I position. MOTION by Councilmember Julius, second by Councilmember Timmons to authorize Staff to start the posting and hiring process in 2017 for the Public Works Maintenance Worker I position and approve change to the current job description. APIF, MOTION CARRIED Administrator Terry discussed the option to amend the Employment Agreement with Craig Anderson to reflect the agreement term on an as needed basis. MOTION by Mayor Crawford, second Councilmember Julius to authorize Administrator to retain the services and enter into an employment agreement Craig Anderson on an as needed basis.. APIF, MOTION CARRIED b) PUBLIC WORKS Written report included in Council Packet. 5 P a g e
c) POLICE DEPARTMENT Written report included in Council Packet. d) FIRE DEPARTMENT e) ENGINEERING MOTION by Councilmember Timmons, second Councilmember Julius to start the design for the Boulder Heights Lift Station this fall. APIF, MOTION CARRIED f) COMMUNITY DEVELOPMENT Economic Development Specialist Christianson gave the Council developments update. g) PARKS DEPARTMENT Parks Commission Update included in Council Packet. h) OTHER COMMITTEE AND BOARD REPORTS i. SCALE Mayor Crawford gave a brief update of last meeting which included the Metropolitan Chair attending the meeting and discussion on water shed districts. ii. MVTA Administrator Terry gave a brief update of the last meeting which included discussion on transportation options for the City of Elko New Market. iii. I35 SOLUTIONS ALLIANCE iv. CHAMBER OF COMMERCE v. REGIONAL COUNCIL OF MAYORS vi. COMMUNITY AND CIVIC EVENTS COMMITTEE vii. Downtown Improvement Committee viii. 50 BY 30 COLLECTIVE IMPACT PROJECT 1. Steering Committee 2. Transportation Committee 3. Housing Committee Mayor Crawford gave a brief update on last meeting which included discussion on styles of housing and policy recommendation to incorporate into their Comprehensive Plan. 4. Work Force Committee 11) DISCUSSION BY COUNCIL 6 P a g e
12) ADJOURNMENT MOTION by Councilmember Berg, second by Councilmember Timmons to adjourn the meeting at 10:31 p.m. APIF, MOTION CARRIED 7 P a g e