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Home My WebLink About05-01-79 CCMMinutes of the Lake Elmo City Council, May 1, 1979 Mayor Armstrong convened the meeting at 7:30 pm. Councillors in attendance: Mottaz, Morgan, Johnson, and Pott. Also Administrator Whittaker and Engineer Bohrer. AGENDA: Morgan moved, Armstrong seconded to approve the agenda with the ad- dition of Council Reports. Motion carried 5-0. MINUTES: Morgan moved, Mottaz seconded to approve the minutes of April 17, 1979, as written. notion carried 5-0. CLAIMS: Armstrong moved, Morgan seconded to approve claims 79203 thru 79239. Motion carried 5-0. Morgan moved, Armstrong seconded to approve claim 79240 for 1st and Emmanual contingent upon Engineers approval of the work done. Motion carried 5-0. PUBLIC INQUIRIES: A. Walk for Mankind - Kay Ahles explained the purpose and goals of the walk. Since the majority of the route is through Lake Elmo, the committee wanted the Council aware of their policy for litter, police protection, and control of the walkers. Mottaz moved, Morgan seconded, the City Council endorse the Walk for Mankind through Lake Elmo. Motion carried 5-0. The walk is scheduled for May 12, 1979. B. Others - Park Donations - Letters to developers, explaining discrepancies in their park donations, did not allow proper time for reaction. This item will be on the May 15 agenda. Lee Rossow, Tri-Star Addition, appeared and questioned the current park dedication policy. TTe suggested park dedication be on a per lot basis. Also Minor Subdivisions should be included in Park Dedication. This question will be discussed further May 15. CASH FLOW & QUARTERLY BUDGET REPORTS: The Council reviewed the Cash Flow Sheet. Johnson suggested the newsletter explain the status of building permits during the moratorium. The moratorium does not include building permits on previously platted land. Armstrong moved, Pott seconded, to accept.Resolution 79-28. ordering Interfund Audit Adjustments. Motion carried 5-0. Morgan moved, Armstrong seconded, to add Eastern Heights State Bank and Oak Park Heights Bank to the list of official depositors, per administrator's recommendation. Motion carried 5-0. Morgan moved, Armstrong seconded to appropriate $39,033, Anti -Recession Federal Revenue Sharing, to offset the balance due on the 1978 Police Contract. Motion carried 5-0. Johnson moved, Pott seconded to authorize the Compliance Audit for all Federal Revenue Sharing for fiscal 1979. Motion carried 5-0. The Auditor will come in June 5 and go over the recommendations. Minutes of the Lake Elmo City Council, May 1, 1979 -2- BICYCLE SAFETY WEEK: Armstrong moved, Johnson seconded to accept Resolution 79-27 proclaiming May 27 through June 2, 1979, "Bicycle Safety Week". Motion carried 5-0. CONFLICT OF INTEREST: Armstrong reviewed a Conflict of Interest Ordinance from Fridley and one from the proposed Charter. This ordinance would cover members of the Council, Planning Commission and possibly the Park Commission. Johnson feels this type of ordinance is unnecessary and would undermine the basis of trust existing between the commissions and council. Mottaz favors the charter approach and feels the need for a type of reporting system. The Administrator will review the different approaches and explain to the City Attorney what the Council wants. The City Attorney will draft a document for review. ENGINEERS REPORT: A. Fire Hall - Engineer Bohrer requested the City determine a bid opening date; also set a date one to two days later to review the bids. He suggested advertising for two weeks in the Stillwater Gazette, St. Paul and Minneapolis Builders Exchange and the Dodge Report. Also, invitations will be sent to local contractors. Morgan moved, Armstrong seconded, to instruct the Administrator to advertise for bids; and authorize the bid opening for the Fire Hall Addition for May 21, 1979, at 3:30 P.M. Motion carried 5-0. Armstrong moved, Morgan seconded, to hold a Special Meeting May 23, 1979, at 5:30 p.m. to review the bids and any miscellaneous business. Motion carried 5-0. B. DeMorLtreville Highlands 5th and 6th Additions - Armstrong moved, Pott seconded, to approve DeMontreville Highlands 5th and 6th Additions providing the Development Agreement and Bonds meet the standards set by the City Attorney. Motion carried 5-0. BREAK: 9:15 p.m. C. Design Standards - Cost Estimate - The Engineer submitted a proposal for standardizing plans and specs for Lake Elmo. Preparation of items A - G will not exceed $1,000. Items H - K are for Council consideration. These can be pulled together by the Administrator. Pott moved, Morgan seconded, to authorize the City Engineer to draft Engineering Standards for the Cite of Lake Elmo for a cost not to exceed $1,000. Motion carried 5-0. D. Direction on Surface Water Improvements - Before anything can be started a drawing and plan is needed to submit to the DNR and VBWD. Pott would like the option of obtaining a permanent permit for temporal"y flood control. A decision can then be made what to do when flooding occurs. Minutes of the Lake Elmo City Council, May 4 1979 —3— D. Water Improvements Cont'd - Pott is meeting with County Commissioner Art Scheffer' Jr, and Chuck Swanson May 7 to discuss the County's reaction to Lake Elmo using Eagle Point for storage. Mottaz suggested scheduling Mr. Schaeffer for a Council meeting and tell him what lake Elmo wants from the County. Armstrong moved, Morgan seconded, to authorize the .Engineer to draw specs for Beu.tal Pond and take care of setting elevations and, do what- evgr is necessary on the Nardy driveway preparation, for grading by the National Guard. Motion carried 5-0. LICENSE AND PERMIT FEES: Pott moved, Armstrong seconded to approve license ap- plications from Shammrock Construction Co.,"5749 Lake Elmo Avenue, Lake Elmo and LaRoux Excavating, 5514 Otter Lake Road, White Bear Lake. Motion carried 5-0. Discussion, of license and permit fees was tabled until May 15. RrIPROCAL FIRE SERVICES: The agreement from the Lower St, Croix Piro Department met the approval of the City Attorney and the insurance company. Armstrong moved, Pott seconded, to accept the Reciprocal Fire Services Agreement with the Lower St. Croix Fire Department. .Motion, carried 5-0. The Administrator was instructed to draft and send the same agreement to Woodbury, Oakdale, Stillwater, Mahtomedi, East County Line and'Bayport. MAINTENANCE COMMITTEE REPORT; Bids for sealcoating and graveling exceeded budgeted amounts. Morgan moved, Armstrong seconded, to transfer monies, for sealooating "'Caaatarau and gravel from the City Clereaudget to Streets. Motion carried 5-0. s-ISO 14 Street maintenance budget will be $7400; and gravel will be $7600. Maintenance Building - Plans for the new Maintenance Building were given to the Council for consideration. Mottaz would like no steel building considered. Morgan. suggested a type of earth sheltered structure. This will be discussed at the next meeting. BUILDING COMMITTEE MEETING: The Building Committee will meet Saturday, May 5, 19799 at 10 a,m, The Administrator will be present. SUNFISH PARK: The Council agreed to pay George Ringwalski 9$50 per month to open and close the gate at Sunfish Park. MORATORIUM: The Planning Commission should be ready to set the hearing date for the Comprehensive Plan at their next meeting. Lot sizes are the only question left on the Zoning Ordinance, The Zoning Ordinance hearing date should be set in two weeks. POLICE ACTION: Mottaz wanted the Council to be aware of a situation he considered police l 0+oaelacrao over zealousness. He has discussed the matter with Chief Txudeau; "+x 79 but was not satisified with the,outcome. Whittaker explained he was aware of the situation and suggested Mottaz and Dale Phirstenburg meet and discuss it. ADJOURNIOBT: 10:50 p.m. PURCHASING POLICY 1. All purchases must me made on PURCHASE ORDERS 2. All invoices and/or bills must be accompanied by a Purchase Order NUMBER or copy of the order. 3. Purchase order books will be kept in the City office. Any purchase order written outside the office must be turned into the office within 24 hours. A modified accrual accounting procedure will be used. 4. The Administrator will sign all purchase orders unless a department head finds it is an emergency. 5. Levels of control Expenses to $200 Expenses $200 - $500 Budgeted Unbudgeted Expenses $500 ._ $1000 Budgeted Unbudgeted Expenses $1000 - $5000 Budgeted Unbudgeted Over $5000 Administrator signs purchase order Administrator gets quotes where necessary Administrator takes request to Council Committee with price Administrator gets quotes Administrator takes quotes to Council Committee Quotes mandatory to City Council; Council, may bid Quotes and budget status to Council; Council may bid Bids mandatory. Bid procedure and contracts followed All purchase orders should have Account numbers for the item. Petty cash funds will be established to handle small emergency purchases; Fire Department $50.00 City Office $50.00 Maintenance-$100.00 City Council members will continue to have $100 authorisation for emergency purchases. All expenses will be approved with claims by City Council. Adopted; April 17, 1979