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2019-02-12
Agenda
Not posted
What was on the agenda.
One-line summary
Council approved an interim use permit for Vallar Woodworking, set a 150% grading-escrow policy direction, approved most consent items including claims and several resolutions, scheduled a special road-project meeting, moved a CD into 4M funds, approved Windows 10 upgrades, and tabled the gravel/dust plan and animal control contract while approving a donation and capital-plan update.
25 items as recorded in the packet and minutes.
1Call to Order / Pledge of Allegiance / Meeting Policy / Approve Agenda
Agenda approved with changes listed in minutes.
2Sheriff's Report
Report given; no motion recorded in minutes.
3Floor Items
No floor items.
4aINTERIM USE PERMIT - Joe and Missy Bottineau (Vallar Woodworking and Design)
Request for an Interim Use Permit to legalize an existing home extended cabinetry business at 4920 183rd Lane NW (PID# 36-33-25-41-0015).
Approved by unanimous motion.
4bDISCUSSION - Grading & Erosion Control Escrow
Discussion of grading/erosion-control escrow and fee schedule changes; escrow for Peterson/Brand Name Storage grading referenced.
Council adopted 150% grading-escrow direction and directed staff to amend ordinance/fee schedule (two motions).
5aConsent Agenda - Approve Minutes (01-08-19, 01-10-19, 01-14-19, 01-22-19, 01-24-19)
Approval of prior meeting minutes as listed.
Approved as part of consent agenda motion.
5bConsent Agenda - Financial Report (Claims #1199-#1247 plus Net Distribution reports)
Approve claims and net distribution reports; January bank reconciliation unavailable.
Approved on consent agenda, with discussion to hold Claim #1238 for research.
5cConsent Agenda - Resolution 2019-12 Approving Nowthen Plumbing Bid (City Office water issues)
Approve bid to provide and install iron filter and tannin softener; Estimate #2018-8019.
Approved as part of consent agenda.
5dConsent Agenda - Resolution 2019-13 Approving 2019 Gravel Plan and Dust Control Plan
Resolution listed on agenda; moved to Council Items and later tabled.
Moved from consent to Council Item h and tabled.
5eConsent Agenda - Resolution 2019-14 Approving Responsible Authority
Appoint Deputy Clerk/Treasurer as Responsible Authority under Minnesota Statutes chapter 13.
Approved as part of consent agenda.
5fConsent Agenda - Resolution 2019-15 Accepting Donation from Elk River Youth Hockey
Donation resolution listed on agenda; moved to Council Items and approved with different fund destination per minutes.
Moved from consent to Council Item i and approved; minutes specify Building & Capital Improvement Fund.
5gConsent Agenda - Resolution 2019-16 Approving Contract with North Metro Animal Control and Care
Contract approval listed on agenda; moved to Council Items and tabled to March.
Moved from consent to Council Item j and tabled until March; Mark Anderson to attend.
5hConsent Agenda - Resolution 2019-17 Nowthen Knights baseball field use and care
Approve agreement for field maintenance in lieu of rent for 2019 season window.
Approved as part of consent agenda.
5iConsent Agenda - Resolution 2019-18 Approving SafeAssure Contract for 2019
Approve annual safety training/OSHA support contract.
Approved as part of consent agenda.
5jConsent Agenda - Resolution 2019-19 Approving Deputy Clerk attendance at MCFOA Annual Conference
Approve Deputy Clerk conference attendance and related expenses.
Approved as part of consent agenda.
5kConsent Agenda - Resolution 2019-20 Approving Auditor to Update 2019 Capital Plan
Resolution listed on agenda; moved to Council Items and approved (no charge per minutes).
Moved from consent to Council Item k and approved with note of no charge.
6a2019 Road Improvement Project Update
Engineer memo update; council scheduled a special meeting for plans/specs and bids authorization.
Motion carried to call special meeting March 19 to approve plans & specs and authorize bids; attorney to take minutes due to clerk conference.
6bCity Administrator Update
Discussion of administrator recruitment; decision to repost as Clerk/Treasurer position.
Motion carried to repost job description for Clerk/Treasurer.
6cInterim Administrator Update
Mayor working with attorney on interim administrator while searching for Clerk/Treasurer.
Update given; no specific motion recorded beyond related reposting action.
6dTemporary Office Assistant
Deputy Clerk request for temporary/permanent hire for office projects; council deferred to March for more details.
Mayor to bring recommendation in March.
6eDiscuss transferring maturing 2 CD to 4M Funds
Discuss transfer of maturing CDs to 4M funds; motion to move Falcon funds to 4MP and combine later.
Motion carried to move Falcon National Bank CD funds to 4MP and combine with Pine River CD in March to reach $250,000.
6fUpgrade Office PCs to Windows 10
Upgrade six computers to Windows 10; RB's Computer Service estimate based on hourly rate.
Motion carried to upgrade 6 computers to Windows 10 using respective budgets.
6g2040 Comprehensive Planning - Review/Comment on Community Perspectives
Review introduction/community perspectives sections of draft comprehensive plan and suggested edits.
Discussion and requested edits; no formal approval motion recorded in minutes for this item.
7Introduction of New Items
No new items.
8Adjournment
Adjourned at 10:18 PM.
What this meeting did about specific topics, organized by issue rather than by document.
Vallar Woodworking & Design interim use permit (4920 183rd Lane NW)
The council approved an interim use permit for Joe and Missy Bottineau to legalize an existing extended home occupation (cabinetry/woodworking business) at 4920 183rd Lane NW, with little discussion and noting the Planning & Zoning Commission had recommended approval.
Agenda: 4a. Motions: M2. Speakers: Stockman, Breyen, Pilon.
Grading, drainage and erosion-control escrow (Brand Name Storage / Josh Peterson)
The council discussed how the City lacks leverage when grading starts before a building permit, and adopted a policy direction to require a grading escrow set at 150% of grading plan cost for this project and to update the ordinance and fee schedule to use a 150% project-cost approach with an administrative fee and a grading agreement example.
Agenda: 4b. Motions: M3, M4. Speakers: Pilon, Stockman, Breyen, Greenberg, Josh Peterson.
Claims and consent agenda approvals (including holding Claim #1238)
Council approved the consent agenda including prior minutes, claims, and several resolutions, but discussed and indicated Claim #1238 (Mediation & Restorative Services) should be held for research into the underlying agreement.
Agenda: 5a, 5b, 5c, 5e, 5h, 5i, 5j. Motions: M5. Speakers: Breyen, Pilon.
2019 road improvement projects scheduling
After reviewing the engineer’s update that weather delayed plans and specs, the council directed that a special meeting be called for March 19 to approve plans and specs and authorize bids, with the city attorney taking minutes because the deputy clerk would be at the MCFOA conference.
Agenda: 6a. Motions: M6. Speakers: Breyen, Pilon.
Clerk/Treasurer recruitment and interim administrator
Council discussed staffing needs and concluded the City should seek a working Clerk/Treasurer rather than an administrator with advanced degree expectations; they voted to repost the position accordingly and noted the mayor was working with the attorney on an interim administrator option during the search.
Agenda: 6b, 6c. Motions: M7. Speakers: Pilon, Breyen, Stockman, Greenberg.
Temporary office assistant request
The deputy clerk’s request for a temporary/permanent hire for office projects (addresses database, property records, newsletter work, and coverage) was discussed, and the mayor said he would bring more details and a recommendation to the March meeting.
Agenda: 6d. Speakers: Breyen, Pilon.
Investment transfers: maturing CDs to 4M funds
Council discussed moving funds from maturing CDs into 4M/4M Plus for better interest and flexibility, and approved moving Falcon National Bank funds to the 4MP 7-day fund and combining later with the Pine River CD to reach $250,000.
Agenda: 6e. Motions: M8. Speakers: Breyen, Pilon.
Windows 10 upgrades for City computers
Council approved upgrading six City computers to Windows 10 using respective department budgets, based on RB’s estimate of about an hour per computer and about $654 total.
Agenda: 6f. Motions: M9. Speakers: Breyen, Greenberg.
2040 Comprehensive Plan draft review (Introduction and Community Perspectives)
Council began monthly review of sections of the draft 2040 Comprehensive Plan, identifying small edits (like updating references from 2030 to 2040 and noting future updates to plans) and requesting the planner highlight recommended changes and priorities such as rural character and city center standards.
Agenda: 6g. Speakers: Stockman, Pilon.
Gravel and dust control plan (2019)
Resolution 2019-13 for the 2019 gravel and dust control plan was moved out of consent and tabled because council said no gravel or dust control was needed immediately and members had questions for the maintenance supervisor.
Agenda: 5d. Motions: M10. Speakers: Breyen, Greenberg.
Elk River Youth Hockey donation (Resolution 2019-15)
Council approved accepting the $4,215.16 donation, but directed in the meeting minutes that it go to the Building & Capital Improvement Fund (the resolution text in the packet states Fire Equipment Fund).
Agenda: 5f. Motions: M11. Speakers: Breyen, Pilon.
North Metro Animal Control and Care contract
Council moved the animal control contract resolution out of consent and tabled it to March so council could ask questions and have Mark Anderson attend.
Agenda: 5g. Motions: M12. Speakers: Breyen, Pilon.
2019 Capital Plan update by auditor (Resolution 2019-20)
Council approved allowing Auditor Michael Pofahl to update the 2019 Capital Plan, noting questions about the numbers and that there would be no charge; council asked for an explanation consistent with the Treasurer’s Report and considered inviting Pofahl to a future meeting.
Agenda: 5k. Motions: M13. Speakers: Pilon, Breyen.
14 motions on the record. Split votes are highlighted.
M1Motion by Breyen, 2nd by Pilon to approve the Agenda as submitted with the following changes: · Consent Agenda Items d, f, g & k to Council Items h, i, j, and k.
moved by Breyen, seconded by Pilon
Motion Carried.
M2Breyen made a motion to approve the IUP request; 2nd by Pilon.
moved by Breyen, seconded by Pilon
Motion Carried Unanimously.
M3Breyen made a motion to set Anderson's grading escrow at 150% of the grading plan cost, and upon the Engineer's approval of substantial completion, the City will release those funds; 2nd by Pilon.
moved by Breyen, seconded by Pilon
Motion carried unanimously.
M4Breyen made a motion to direct Planner Stockman to amend Ordinance 9-4-3 E to adjust verbiage slightly, amend the fee schedule using amount as 150% of project cost, establish an administrative fee and escrow for staff review as part of the application and include an example of a grading agreement provided by Attorney Ruppe. Greenberg 2nd, Motion carried unanimously.
moved by Breyen, seconded by Greenberg
Motion carried unanimously.
M5Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items:
moved by Breyen, seconded by Pilon
Motion Carried Unanimously.
M6Special Meeting called to approve plans & specs, March 19th. Request Engineer Nelson attend, and Attorney Bob Ruppe attend and take minutes, as Deputy Clerk will be at MCFOA Conference. Breyen made the motion; 2nd by Pilon.
moved by Breyen, seconded by Pilon
Motion Carried.
M7Pilon made the motion to repost the job description for a Clerk/Treasurer; 2nd by Breyen.
moved by Pilon, seconded by Breyen
Motion Carried.
M8Breyen made motion to move Falcon Natl. Bank funds to 4MP Fund 7-day effective and combine w/Pine River State Bank CD in March to reach the $250,000. Pilon 2nd, Motion Carried.
moved by Breyen, seconded by Pilon
Motion Carried.
M9Breyen made motion to upgrade 6 computers to Windows 10, with the funds coming out of their respective budgets. Greenberg 2nd; Motion Carried.
moved by Breyen, seconded by Greenberg
Motion Carried.
M10Breyen made motion to table this as no gravel or dust control is needed right now, and he had some questions for Maintenance Supervisor Glaze; 2nd by Greenberg.
moved by Breyen, seconded by Greenberg
Motion carried.
M11Breyen made motion to approve, with funds going to Building & Capital Improvement Fund; 2nd by Pilon.
moved by Breyen, seconded by Pilon
Motion carried.
M12Pilon made the motion to table until March meeting, ask Mark Anderson to attend; 2nd by Breyen.
moved by Pilon, seconded by Breyen
Motion Carried.
M13Pilon made the motion to approve, understanding there will be no charge; 2nd by Breyen;
moved by Pilon, seconded by Breyen
Motion carried.
M14Motion to adjourn by Breyen; 2nd by Pilon.
moved by Breyen, seconded by Pilon
Unanimously approved.
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
F1
Nowthen Plumbing estimate for City Office water issues (filter/softener)
contract · FY 2019
$4,625
outflow
F2
Total for selected claims #1199-#1247 (claims list)
expenditure · claims_total · FY 2019
$177,113.65
outflow
F3
Claim #1238 Mediation & Restorative Services (held for research per minutes discussion)
expenditure · claims · FY 2019
$488.73
outflow
F4
Donation from Elk River Youth Hockey Association (pull tabs)
donation · FY 2019
$4,215.16
inflow
F5
SafeAssure annual contract for 2019
contract · FY 2019
$1,559.47
outflow
F6
Estimated cost to upgrade 6 PCs to Windows 10 (RB's install time estimate)
expenditure · it_upgrades_estimate · FY 2019
$654
outflow
F7
Falcon National Bank CD amount discussed for transfer (matures/renews 02-18-19)
transfer · cd_transfer · FY 2019
$132,443.54
transfer
F8
Pine River State Bank CD amount discussed to combine in March (matures/renews 03-15-19)
transfer · cd_transfer · FY 2019
$112,935.93
transfer
F9
Target amount discussed for combining CDs ("reach the $250,000")
other · cd_transfer_target · FY 2019
$250,000
unknown
F10
Erosion-control memo discussion value (not a city decision): memo shows 'E) 42,151.64' as net profit calculation base for donation
other
$42,000
unknown
Council approval status: not yet on record.
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
We talked in the past about needing to address this.
— Councilmember Dan Breyen
What this is about
Councilmember Breyen referencing prior discussions about Windows 7/Windows 10 upgrades for City computers.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
back in 2008 2009 it was [16:28–16:41] happening fairly regularly Builders came in with projects we didn't have contractor's agreements
What this is about
Discussion recalling prior (2008–2009) problems with incomplete projects and lack of contractor agreements/escrow leverage.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
Claim #1238 - Hold out to do research on what this is all about. Look in Contracts for 2017, 2018.
What this is about
Council directing staff to research prior-year contracts/background for Mediation & Restorative Services claim #1238.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
He also asked Planner Stockman to research and see what the logic was behind the Ordinance.
What this is about
Request to research the origin/intent of an ordinance prohibition on galvanized roofing for the Peterson project discussion.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
Every document and recording archived for this meeting.
Findings and Decision Use Permit 02-12-2019
Document · 2019-02-12
6 pages
Claims List for Approval 02-12-2019
Document · 2019-02-12
3 pages
2019 Nowthen Knights Lawn Contract
Document · 2019-02-12
3 pages
City Council Meeting Packet 02-12-2019 Reduced
Packet · 2019-02-12
101 pages
2019 MCFOA Annual Conference, EML
Document · 2019-02-12
2 pages
City Council Meeting Minutes 02-12-2019 - Draft
Minutes · 2019-02-12
3 pages
SafeAssure OG Group 2019 Schedule
Document · 2019-02-12
1 pages
2018-2019 MCFOA Membership Application - EML
Document · 2019-02-12
1 pages
SafeAssure Renewal 2019
Document · 2019-02-12
7 pages
2019-01 4M Funds Summary
Document · 2019-02-12
6 pages
Meeting City Council Meeting — Agenda Packet (2019-02-12)
Packet · 2019-02-12
12 pages
Meeting City Council Meeting — Minutes (2019-02-12)
Minutes · 2019-02-12
6 pages
Pay All Audited Bills
Budget · 2019-02-12
1 pages
Resolution 2019-14 Responsible Authority
Resolution · 2019-02-12
1 pages
Resolution 2019-15 Donation - Elk River Youth Hockey
Resolution · 2019-02-12
1 pages
Nowthen Capital Plan
Document · 2019-02-12
2 pages
2019-02 RCA Office PCs Windows10
Document · 2019-02-12
1 pages
Nowthen Knights Request
Document · 2019-02-12
1 pages
Grading Escrow Packet 02-12-2019
Packet · 2019-02-12
16 pages
Memo Bid for Water Softener and Filter
Document · 2019-02-12
1 pages
MCFOA Annual Conference Brief Summary
Document · 2019-02-12
1 pages
Resolution 2019-17 Approving Nowthen Knights Baseball Team Use & Care of Baseball Field
Resolution · 2019-02-12
1 pages
AEM Memo - Bank Reconciliations 02-12-2019
Document · 2019-02-12
1 pages
Capital Plan 02-12-2019
Document · 2019-02-12
2 pages
Resolution 2019-12 Approving Nowthen Plumbing Bid
Resolution · 2019-02-12
1 pages
Nowthen Plumbing Bid - H2O
Document · 2019-02-12
1 pages
Month End Treasurer's Report 02-12-2019
Document · 2019-02-12
1 pages
Donation 02-12-2019
Document · 2019-02-12
1 pages
2019 Road Project Update
Document · 2019-02-12
1 pages
Meeting recording
YouTube
Transcript · 1237 segments · 3:13:14
The structured brief on this page is auto-generated and may need correction. The PDFs and the meeting recording remain the official record.