Meetings

3Floor Items

No floor items.

public_comment

No action

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).

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.

Approved by unanimous motion.

vallar_woodworking_iup

Approved

p. 1p. 112:34

4bDISCUSSION - Grading & Erosion Control Escrow

Discussion of grading/erosion-control escrow and fee schedule changes; escrow for Peterson/Brand Name Storage grading referenced.

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.

Council adopted 150% grading-escrow direction and directed staff to amend ordinance/fee schedule (two motions).

grading_escrow
brand_name_storage

Approved

p. 1p. 2p. 243:5045:16

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.

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.

Approved as part of consent agenda motion.

minutes_approval
consent_agenda

Consent calendar

p. 2p. 2p. 1

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.

claims
finance
consent_agenda

Consent calendar

p. 1p. 2p. 246:50

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.

nowthen_plumbing
water_system
consent_agenda

Consent calendar

p. 1p. 2p. 1

5dConsent Agenda - Resolution 2019-13 Approving 2019 Gravel Plan and Dust Control Plan

Resolution listed on agenda; moved to Council Items and later tabled.

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.

Moved from consent to Council Item h and tabled.

gravel_plan
dust_control

Tabled

p. 1p. 3

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.

data_practices
responsible_authority
consent_agenda

Consent calendar

p. 1p. 2p. 1

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.

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).

Moved from consent to Council Item i and approved; minutes specify Building & Capital Improvement Fund.

donation
elk_river_youth_hockey

Approved

p. 1p. 3p. 1

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.

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.

Moved from consent to Council Item j and tabled until March; Mark Anderson to attend.

animal_control_contract

Tabled

p. 1p. 3

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.

nowthen_knights
parks

Consent calendar

p. 1p. 2

5iConsent Agenda - Resolution 2019-18 Approving SafeAssure Contract for 2019

Approve annual safety training/OSHA support contract.

Approved as part of consent agenda.

safeassure
training
osha

Consent calendar

p. 1p. 2p. 71

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.

mcfoa
training

Consent calendar

p. 1p. 2

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).

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.

Moved from consent to Council Item k and approved with note of no charge.

capital_plan

Approved

p. 1p. 2

6a2019 Road Improvement Project Update

Engineer memo update; council scheduled a special meeting for plans/specs and bids authorization.

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.

Motion carried to call special meeting March 19 to approve plans & specs and authorize bids; attorney to take minutes due to clerk conference.

road_projects_2019

Approved

p. 28p. 2p. 1

6bCity Administrator Update

Discussion of administrator recruitment; decision to repost as Clerk/Treasurer position.

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.

Motion carried to repost job description for Clerk/Treasurer.

staffing_clerk_treasurer

Approved

p. 21:23:00

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.

interim_administrator

Discussion only

6dTemporary Office Assistant

Deputy Clerk request for temporary/permanent hire for office projects; council deferred to March for more details.

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.

Mayor to bring recommendation in March.

staffing_temp_assistant

Discussion only

p. 2p. 2

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.

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.

Motion carried to move Falcon National Bank CD funds to 4MP and combine with Pine River CD in March to reach $250,000.

investments
4m_funds
cd_transfer

Approved

PDFp. 31:58:23

6fUpgrade Office PCs to Windows 10

Upgrade six computers to Windows 10; RB's Computer Service estimate based on hourly rate.

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.

Motion carried to upgrade 6 computers to Windows 10 using respective budgets.

it_upgrades
windows10

Approved

p. 1p. 32:02:20

6g2040 Comprehensive Planning - Review/Comment on Community Perspectives

Review introduction/community perspectives sections of draft comprehensive plan and suggested edits.

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.

Discussion and requested edits; no formal approval motion recorded in minutes for this item.

2040_comp_plan

Discussion only

p. 1p. 3p. 3

7Introduction of New Items

No new items.

new_business

No action

8Adjournment

Adjourned at 10:18 PM.

adjournment

Approved

Motions and votes

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.

Exact transcript text

Motion 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

Passed

Motion Carried.

M2Breyen made a motion to approve the IUP request; 2nd by Pilon.

moved by Breyen, seconded by Pilon

Passed

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.

Exact transcript text

Breyen 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

Passed

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.

Exact transcript text

Breyen 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

Passed

Motion carried unanimously.

M5Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items:.

Exact transcript text

Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items:

moved by Breyen, seconded by Pilon

Passed

Motion Carried Unanimously.

p. 2p. 1

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.

Exact transcript text

Special 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

Passed

Motion Carried.

M7Pilon made the motion to repost the job description for a Clerk/Treasurer; 2nd by Breyen.

moved by Pilon, seconded by Breyen

Passed

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.

Exact transcript text

Breyen 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

Passed

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.

Exact transcript text

Breyen 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

Passed

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.

Exact transcript text

Breyen 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

Tabled

Motion carried.

M11Breyen made motion to approve, with funds going to Building & Capital Improvement Fund; 2nd by Pilon.

moved by Breyen, seconded by Pilon

Passed

Motion carried.

M12Pilon made the motion to table until March meeting, ask Mark Anderson to attend; 2nd by Breyen.

Exact transcript text

Pilon made the motion to table until March meeting, ask Mark Anderson to attend; 2nd by Breyen.

moved by Pilon, seconded by Breyen

Tabled

Motion Carried.

M13Pilon made the motion to approve, understanding there will be no charge; 2nd by Breyen;.

Exact transcript text

Pilon made the motion to approve, understanding there will be no charge; 2nd by Breyen;

moved by Pilon, seconded by Breyen

Passed

Motion carried.

M14Motion to adjourn by Breyen; 2nd by Pilon.

moved by Breyen, seconded by Pilon

Passed

Unanimously approved.

Money the council voted to spend

The amounts the council actually voted to approve, each with the vote that approved it. Drawn from the official minutes.

$4,625

Council voted: Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items: Passed(Motion Carried Unanimously.)

PDFp. 1

$177,114

Council voted: Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items: Passed(Motion Carried Unanimously.)

p. 6p. 1

$489

Council voted: Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items: Passed(Motion Carried Unanimously.)

p. 5p. 2

$1,559

Council voted: Motion by Breyen, 2nd by Pilon for discussion, to approve the following Consent Items: Passed(Motion Carried Unanimously.)

p. 71p. 6

$654

Council voted: Breyen made motion to upgrade 6 computers to Windows 10, with the funds coming out of their respective budgets. Greenberg 2nd; Motion Carried. Passed(Motion Carried.)

$250,000

Council voted: Breyen 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. Passed(Motion Carried.)