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Home My WebLink AboutCity Council Packet 9-23-15CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA September 23, 2015 at 7:00 P.M. A. CALL TO ORDER: B. ROLL CALL: LINDSTROM ___ HARRIS ____ BROWN THUNDER ___ LONG ___ MERCER-TAYLOR ___ STAFF PRESENT: THONGVANH____ C. PRESENTATIONS: 1. Ramsey County Sheriff Matt Bostrom D. APPROVAL OF MINUTES: 1. September 2nd, 2015 City Council Work Session Meeting Minutes 2. September 9th, 2015 City Council Meeting Minutes E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through: 9/17/15 $108,002.68 Payroll through: 9/15/15 $16,259.43 2. Appoint Marc Bellemare to the Planning Commission 3. Administration Coordinator (Katie Thrasher) 6 Month Employee Step Adjustment 4. Community Development Coordinator (Paul Moretto) 6 Month Employee Step Adjustment G: POLICY ITEMS: 1. Adopt Preliminary Levy 2. City’s Organization Chart H. INFORMATION/ANNOUNCEMENTS: I. COMMUNITY FORUM: J. ADJOURNMENT: BLANK PAGE Falcon Heights City Council Workshop City Hall 2077 W Larpenteur Ave. 6:30 p.m. MINUTES Wednesday, September 2, 2015 1) Discussion Standard Operating Procedures (SOP)-Residency Requirements for the Fire Department • The Fire Department is requesting review of the eligibility requirement of response time for firefighters. The request is to require that all current fire department personnel physically live or work (able to respond to calls from work) within a ten (10) minute drive time from the fire station. • Currently the City has an informal policy within various documents that that have different requirements. • Recommendations are being made to change statements of “terminated” to “recommended for termination” in the disciplinary policy. As well as, changing reporting actions “the City Council at the first Council meeting” to “the Administrator for review”. An additional stipulation is to be added, “Termination- Recommendation(s) will be reviewed by the City Administrator and directed to the Personnel Committee. Final termination procedures will be reviewed and executed by the City Council.” The City Council is the only body that has the authority to terminate City Employees. • Councilor Long asked the question “Are we in search of a solution without a problem?” It was indicated in the fire study and the recent Annual Fire Report presented by Fire Chief Hinrichs that we have a very quick response time compared to other departments and that our response time is in line with previous years. • The question was asked how many people this policy would affect, and the response was one. It was recommended that we look at alternatives for the implementation of the policy in terms of grandfathering the one individual or the whole department. • The Council recommends further research into best practices and other volunteer fire departments policies for: o Eligibility requirements and recruitment plans o Standards for living/working distance o How does this affect response time, and how do they define response time? Page 1 of 37 2)Discussion on Future Capital Improvement Plan (CIP) with City Engineer •The city maintains an average Pavement Condition Index (PCI) Range of 74.07 citywide. The last PCI rating was done in 2013. The PCI is a numerical index between 0 to 100 which is used to indicate the general condition of a pavement. The higher the number, the better the pavement. •Currently sanitary sewer lining is about 21% complete, with some of the lining still as old as the homes built in the area. If the City continues to line every other year, the City should be completed in the fourteen (14) years. 3) Discussion of the Draft 2015 General Fund Budget (Part II) •The City is required to adopt a preliminary levy by September 30th. •The preferred levy is 8.27% (about $45 dollars a year for a medium sized home) to levy for the true cost of government. The major of the increase comes from the debt service from the purchase of the new fire truck. The debt service for the fire truck is over $100,000 per year until 2023. •Some of the highlights to make note that affects the budget: o The amount of local government aid was increased by $9,309. LGA will increase from $531,308 to $540,617 o There was an increase for police services of less than 3%. o There was a change in Fire Department costs due to a full time Fire Chief position going to part time. o The Lauderdale fire contract is an annual automatic renewal contract. The formula currently used to calculate the contract cost for the City of Lauderdale is based on total market value. This will need to be reviewed for future years to make sure it makes sense for the City. o 30-40% of sanitary sewer is paid for by UMN and State Fair _____________________________ Peter Lindstrom, Mayor Dated this 2nd day of September, 2015 __________________________________ Sack Thongvanh, City Administrator Page 2 of 37 CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue MINUTES September 9, 2015 at 7:00 P.M. A. CALL TO ORDER: 7:00 pm B. ROLL CALL: LINDSTROM _X__ HARRIS ____ BROWN THUNDER _X__ LONG _X__ MERCER-TAYLOR _X__ STAFF PRESENT: THONGVANH_X___ C. PRESENTATIONS: D. APPROVAL OF MINUTES: 1. August 26, 2015 City Council Meeting Minutes Approved E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through: 9/03/15 $307,361.93 Payroll through: 8/15/15 $16,639.89 2. Close Fund 306 and Transfer Balance to Fund 311 3. Approve Payment #1 to Hardrives, Inc. for the 2015 Pavement Management Project Council Member Long Moved, Approved 4-0 G: POLICY ITEMS: H. INFORMATION/ANNOUNCEMENTS: Council Member Mercer-Taylor: • There is a new accessible swing at Curtiss Field Playground which is nice to see. She will not be running in the Falcon Heights/Lauderdale 5k due to a work function. Council Member Long: • The Falcon Heights/Lauderdale 5k will be on Saturday, September 12 at 8am. The Parks Commission is meeting Monday, September 14 at 6:30pm. Council Member Brown Thunder: • The citywide garage sale is Saturday, September 12 from 9am-3pm. Page 3 of 37 Mayor Lindstrom: • He is happy to say that we have survived another year of the State Fair. City Administrator Sack Thongvanh: • Staff and council have been working on the budget. The preliminary levy will be adopted at the Council meeting on September 23. I. COMMUNITY FORUM: J. ADJOURNMENT: 7:06 pm _____________________________ Peter Lindstrom, Mayor Dated this 9th day of September, 2015 __________________________________ Sack Thongvanh, City Administrator Page 4 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item General Disbursements and Payroll Description General Disbursements through: 9/17/15: $108,002.68 Payroll through: 9/15/15: $16,259.43 Budget Impact Attachment(s) • General Disbursements and Payroll Action(s) Requested Staff recommends that the Falcon Heights City Council approve general disbursements and payroll. Meeting Date September 23, 2015 Agenda Item Consent F1 Attachment General Disbursements and Payroll Submitted By Roland Olson, Finance Director Families, Fields and Fair __________________________ Page 5 of 37 BLANK PAGE Page 6 of 37 Page 7 of 37 Page 8 of 37 Page 9 of 37 Page 10 of 37 Page 11 of 37 Page 12 of 37 Page 13 of 37 Page 14 of 37 Page 15 of 37 Page 16 of 37 Page 17 of 37 BLANK PAGE Page 18 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item Appoint Marc Bellemare to the Planning Commission Description City Staff has interviewed and recommended Marc Bellemare to Mayor Lindstrom for final recommendation for the Planning Commission. Budget Impact N/A Attachment(s) • Resolution 15-28 Appointment of Marc Bellemare to the Planning Commission Action(s) Requested Staff would recommend approval of Resolution 15-28 Appointment of Marc Bellemare to the Planning Commission Meeting Date September 23, 2015 Agenda Item Consent F2 Attachment Resolution 15-28 Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ Page 19 of 37 BLANK PAGE Page 20 of 37 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION September 23, 2015 No. 15-28 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - RESOLUTION APPOINTING MARC BELLEMARE TO THE FALCON HEIGHTS PLANNING COMMISSION WHEREAS, the City Council established a Planning Commission per Minnesota Statute 462.354 subd. 1 to: 1. Guide future development of land, services, and facilities; and 2. Ensure a safe, pleasant and economical environment for residential, commercial, and public activities; and 3. Promote the public health, safety, and general welfare of the community; and WHEREAS, the duties are to be carried out by: 1. Establishing community objectives and policy. 2. Making recommendations to the council regarding petitions and applications for rezoning, special use permits, etc. 3. Reviewing and making recommendations on all matters relating to or affecting the physical development of the City; and WHEREAS, City Staff and the Mayor has interviewed Marc Bellemare and recommends appointment to the Falcon Heights Planning Commission. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights, Minnesota: 1. That the appointment is approved and adopted by the City Council of the City of Falcon Heights. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Peter Lindstrom Mayor LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh HARRIS ____ Against City Administrator LONG MERCER-TAYLOR Page 21 of 37 BLANK PAGE Page 22 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item Administration Coordinator (Katie Thrasher) 6 Month Employee Step Adjustment Description Katie Thrasher, Part-Time Administrative Coordinator was hired March 9th, 2015. Katie has completed her first 6 months with the City. It is the practice of the City to reward after the 6 month probationary period with up to a 5% step increase in their base salary. Budget Impact There are available funds for this step adjustment. Attachment(s) N/A Action(s) Requested I recommend that the Falcon Heights City Council approve a 5% step adjustment for Katie Thrasher effective September 9, 2015. Meeting Date September 23, 2015 Agenda Item Consent F3 Attachment N/A Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ Page 23 of 37 BLANK PAGE Page 24 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item Community Development Coordinator (Paul Moretto) 6 Month Employee Step Adjustment Description Paul Moretto, Community Development Coordinator was hired March 9th, 2015. Paul has completed his first 6 months with the City. It is the practice of the City to reward after the 6 month probationary period with up to a 5% step increase in their base salary. Budget Impact There are available funds for this step adjustment. Attachment(s) N/A Action(s) Requested I recommend that the Falcon Heights City Council approve a 5% step adjustment for Paul Moretto effective September 9, 2015. Meeting Date September 23, 2015 Agenda Item Consent F4 Attachment N/A Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ Page 25 of 37 BLANK PAGE Page 26 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item Adopt 2016 Preliminary Levy Description Each year, the City must set and certify to Ramsey County a preliminary levy by September 30th. At the August 5th and September 2nd workshops, the City Council reviewed the Draft 2015 General Fund Budget. Highlights of the Draft 2015 General Fund Budget include: Details for the preliminary 2016 General Fund Budget: 1) There are no levy limits imposed by the Legislature for the 2016 Budget. 2) The amount of LGA state aid was increased by an amount of $9,309 by the Legislature for budget year 2016. LGA will increase from $531,308 to $540,617 in 2016. 3) Fiscal Disparity distribution dollars for 2016 decreased by $18,441 over the 2015 level. The decrease was $24,223 in 2015. This results in a higher ad valorem property tax portion of the levy. 4) The overall general fund expenditures are proposed to increase by 2.46%. -Public Safety (Police, Fire and Dispatch costs) account for 1.0% of this increase. This includes the latest Police Contract, the costs from Ramsey County for inclusion in the 911 Dispatch system for 2016. -All other departments account for increases of 1.46%. -Health insurance premiums are estimated to increase 6% due to being a small group with additional health expenses in our group during 2015. None of the insurance companies have provided new premium data at this time. Rates are not available to the City until November. Meeting Date September 23, 2015 Agenda Item Policy G1 Attachment Resolution 15-29 Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ Page 27 of 37 Impacts to the Overall Property Tax Levy: 2014 2015 2016 (Proposed) General Fund Levy 944,570 1,014,116 1,046,183 Debt Service Levy 139,280 69,734 127,264 TOTAL LEVY 1,083,850 1,083,850 1,173,447 Impacts on a Median Value Home in Falcon Heights: 2014 2015 2016 (Proposed) Median Value Home 224,900 251,500 247,700 Taxable Median Value 207,901 236,895 232,753 Tax Capacity 2,079 2,369 2,328 City Tax Rate 24.796 23.470 25.840 City Taxes 515 556 601 Net Change (46) 41 45 -Over the last three year period, the net change in a median value home was $40 for an average net change per year of $13.33 each year. Budget Impact Dependent upon adoption of the 2016 General Fund Budget. Budget Hearing Scheduled for the December 9th 2015 City Council meeting. Attachment(s) • Resolution 15-29 Certification of the Preliminary Levy for 2016 Action(s) Requested Staff recommends that the Falcon Heights City Council approve the attached Resolution 15-29 Certification of the Preliminary Levy for 2016. The Preliminary 2016 Tax Levy is $1,173,447. Further, staff recommends that the Falcon Heights City Council set a budget hearing meeting for December 9th, 2015, at 7:00 pm in the City Council Chambers for the purpose of receiving public comment on the 2016 General Fund Budget. Page 28 of 37 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION September 23, 2015 No. 15-29 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - CERTIFICATION OF THE PRELIMINARY TAX LEVY FOR 2016 WHEREAS, the State of Minnesota requires the City adopt a proposed preliminary levy certification for its General Fund; and WHEREAS, the City Council of Falcon Heights is required to adopt its 2016 Preliminary Levy Certification on or before September 30, 2015; and WHEREAS, the City Council of the City of Falcon Heights wishes to comply with State law in this area; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights, Minnesota hereby does levy for the preliminary tax levy for the fiscal year commencing January 1, 2016 and the following sums for the respective purposes indicated therein upon taxable property of the City of Falcon Heights, to wit: PRELIMINARY LEVY General Fund $1,046,183 Debt Service $127,264 TOTOAL LEVY $1,173,447 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Peter Lindstrom Mayor LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh HARRIS ____ Against City Administrator LONG MERCER-TAYLOR Page 29 of 37 BLANK PAGE Page 30 of 37 REQUEST FOR COUNCIL ACTION The City That Soars! Item City Organization Chart Description The Organization Chart has not been modified for some time. There have been many changes over the years of staff changes, staff responsibility, and the combination of commissions. The first change was combining the Neighborhood Commission and the Human Rights Commission to create the Community Engagement Commission. The second change is to make sure current practices reflect the organization chart. The final change is to modify who reports to whom and what makes the most sense in terms of efficiency and effectiveness. Budget Impact N/A Attachment(s) • Current Organization Chart • Proposed Organization Chart • Resolution 15-30 Approve Organization Chart Action(s) Requested Staff would recommend approving Resolution 15-30 Approve Organization Chart Meeting Date September 23, 2015 Agenda Item Policy G2 Attachment Current and Proposed Organization Chart & Resolution 15-30 Submitted By Sack Thongvanh, City Administrator Families, Fields and Fair __________________________ Page 31 of 37 BLANK PAGE Page 32 of 37 Page 33 of 37 BLANK PAGE Page 34 of 37 "Exhibit A" Director of Public Works Administrative Staff Public Works Staff CITY OF FALCON HEIGHTS 2015 ORGANIZATIONAL CHART Planning CommissionCommunity Engagement Commission Park & Recreation Commission Environment Commission Planning Consultant Cable Technician Deputy Clerk Rec. SportsFinance DirectorFire Chief AttorneyEngineer Community Development Coordinator Building Inspector Plumbing Inspector Mechanical Inspector Forestry Inspector Fiscal Consultant Mayor & Council City Administrator Fire Inspector Fire Fighters Recreation Coordinator Rec Staff Police Page 35 of 37 BLANK PAGE Page 36 of 37 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION September 23, 2015 No. 15-30 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - RESOLUTION APPROVING THE CITY’S ORGANIZATION CHART WHEREAS, the current City’s Organization Chart is outdated due to changes adopted by City Council to combine the Neighborhood Commission and the Human Rights Commission to form the new Community Engagement Commission ; and WHEREAS, the modification of the organization chart will make sure current practices are reflected in the proposed change; and WHEREAS, the final change is to modify who reports to whom and what makes the most sense in terms of efficiency and effectiveness. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights, Minnesota hereby approves the proposed Organization Chart as shown in “Exhibit A”. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Peter Lindstrom Mayor LINDSTROM ____ In Favor Attested by: ________________________ BROWN THUNDER Sack Thongvanh HARRIS ____ Against City Administrator LONG MERCER-TAYLOR Page 37 of 37