HomeMy WebLinkAbout03-07-2016 Council Work Session MinutesCITY COUNCIL WORK SESSION
March 7, 2016
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE March 7, 2016
5 TIME STARTED 6:00 p.m.
6 TIME ENDED 9:15 p.m.
7 MEMBERS PRESENT Council Member Rafferty, Kusterman,
8 Maher, Manthey and Mayor Reinert
9 MEMBERS ABSENT None
10
11
12 Staff members present: Community Development Director Michael Grochala; Public
13 Safety Director John Swenson; Finance Director Sarah Cotton; City Engineer Diane
14 Hankee; Environmental Coordinator Marry Asleson; Environmental Intern Aubrey
15 Fonfara; Public Services Director Rick DeGardner; City Clerk Julie Bartell
16
17 L American Legion Parking — City Engineer Hankee noted that the American
18 Legion has been looking at the possibility of increasing their parking for a few years. In
19 the past they have looked at increasing parking on their property but are now interested in
20 the city property adjacent to the Legion facility on the south. That property is
21 commercially zoned and has a tax valuation. She noted an offer by a developer a few
22 years ago of approximately $800,000 including road improvements. Community
23 Development Director Grochala reviewed commercial land values in the vicinity of the
24 Legion.
25
26 American Legion representatives Henry White and Ken Kennedy explained that it's clear
27 to the Legion that additional parking is needed. The Legion has been informed that they
28 should work with an engineer to determine their needs and they are in contact with a local
29 engineering firm regarding a half or full acre site. They understand that the city will be
30 seeking an appraisal of the land in question.
31
32 Ms. Hankee clarified that staff is asking the council if they would like staff to get an
33 appraisal done.
34
35 Mayor Reinert asked about the possibility of bonding and assessment as far as financing
36 the purchase of city land. Community Development Director Grochala replied that
37 public bonds are not an option since this would not involve a public improvement. The
38 mayor asked staff to look into different types of bonding or financing that could be
39 helpful to the Legion.
40
41 The Legion representatives, the council and staff discussed the time it would require to
42 achieve an engineer's review, an appraisal and check on financing.
43
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44 Council Member Maher asked about impact on parking for the community garden and the
45 Legion representatives indicated that many of the gardeners are Legion patrons so they
46 don't think it would be an issue.
47
48 The council requested that staff continue discussions and sharing of information with the
49 Legion representatives; work session discussions will continue as needed.
50
51 2. Environmental Board Goals — Environmental Coordinator Asleson introduced
52 Environmental Board Chair Steve Heiskary and Board Member John Sullivan.
53 Environmental Intern Aubrey Fonfara was also present.
54
55 Mr. Heiskary reviewed the Board's goals. They are included in a resolution that will go
56 to the city council. He highlighted certain work that is planned to meet the goals. The
57 council offered comments on some of the goals.
58
59 Earth Day - Mayor Reinert indicated that the council would like the opportunity to
60 promote Earth Day as much as possible.
61
62 Recycling — Mr. Asleson and Ms. Fonfara indicated that the numbers are going up.
63 Organics is an area that is expected to grow a lot.
64
65 Developments — the three goals on development review are supported.
66
67 Emerald Ash Borer — The mayor asked if the disease has been identified within the city
68 and Mr. Asleson said it hasn't been documented but it is probably here. Staff intends to
69 give the council a detailed update on the matter soon.
70
71 Heron Rookery — Mr. Heiskary noted the recent Saturday event where volunteers joined
72 together (including Environmental Board Members) to do maintenance on Peltier Island
73 to support the rookery project. Mr. Asleson indicated that the population of herons on
74 the island is being maintained. There was discussion about adding a camera to keep an
75 eye on the heron activity.
76
77 Council Member Rafferty complimented the Board on their goal to review developments
78 and the outcome and impact of board recommendations.
79
80 Mayor Reinert thanked the board for their good work.
81
82 3. Achieving Compliance through Education (ACE) Program Staffing — Public
83 Safety Director Swenson reviewed his written report outlining the ACE Program and
84 increases in activity within that program, some of which is tied to having an enforcement
85 officer. As a result of the increase, they are having difficulty keeping up on the
86 administrative end. An additional factor is the loss of a volunteer who was providing
87 regular assistance to the program. Director Swenson reviewed the data included on staff
88 time required per participant, including a forecast of activity for the beginning of this year
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89 which is coming in low based on actual January and February numbers. He reviewed
90 revenue estimates based on the current pace, an increase of $43,000 above what was
91 included in the budget for 2016.
92
93 Director Swenson said that staff is seeking the council's direction on how to handle the
94 ACE Program administration. One option would be to limit participation to a level that
95 current staff can handle. Another option would be to bring in an additional half-time
96 Community Service Officer (CSO) position. A third option would be to move the
97 administrative function into city hall and staff it with a half-time Office Tech.
98
99 Mayor Reinert indicated his reluctance to bring on permanent staff and asked about the
l00 possibility of using volunteer staff.
101
102 The council discussed the types of violations that qualify for the program and Director
103 Swenson reminded them that there is a requirement of no previous violations. The
104 program is voluntary and not promoted by officers.
105
106 Council Member Manthey asked about the possibility of providing the program on-line to
107 save on staff assistance. Deputy Director Swenson indicated that there are outstanding
108 questions at the state level about these type of programs and he believes that having direct
1o9 staff instruction is an important element.
110
111 The council discussed the process of the ACE Program, from ticket to instruction. They
112 discussed the type of violations that would be turned away if the participation was limited
113 due to lack of staff and heard that the majority of the violations are speeding and traffic
114 signals. They discussed the revenue received by the city for a standard ticket versus an
115 ACE program ticket.
116
117 Mayor Reinert explained that he has supported the program from its implementation
118 through the previous police chief. He believes in offering an alternative like this when a
119 situation arises like a new driver getting a ticket and then having that impact the whole
120 family through raised insurance rates.
121
122 Council Member Kusterman questioned if an administrative person would legally be able
123 to access data to manage the program. Director Swenson explained a process that would
124 allow access to necessary records.
125
126 Council Member Rafferty wondered if administering the ACE Program would be
127 beneficial to a CSO in their training. Director Swenson indicated that it is a good
128 element of a full training program.
129
IN The council asked if Director Swenson has a recommendation. Director Swenson said
131 he would hate to see a reduction in the program because believes in its benefits. Council
132 Member Manthey suggested that there's a clear benefit to the people served by the
133 program and also to the city.
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134
135 The mayor suggested again that a volunteer be involved and also that staff look at ways to
136 make the program more efficient. Director Swenson explained the need to keep the
137 program legitimate at state level view and the need to use staff. The mayor said he is
138 still looking for ways to deal with the program increases without additional staff (i.e.
139 write a computer program, efficiency through automation) and also his review indicates
140 that there is a quarter percent increase in activity versus a half-time person requested.
141 Director Swenson indicated that he isn't aware of any automation available; he thinks that
142 adequate staffing is necessary.
143
144 Council Member Rafferty indicated that his preference, if additional staffing is done,
145 would be a half time CSO because of the training it offers. Finance Director Cotton
146 added that bringing the program into the administrative area would require some
147 additional costs in training and logistics. Council Member Manthey suggested that the
148 duties could be divided among all of the city's CSOs.
149
150 If the council concurs in the option of adding a CSO position, Director Swenson said staff
151 would return to council before hiring. The mayor said he'd like to look at the automation
152 option before bringing on a position; if he's satisfied that review is complete, he could
153 support the additional position but it would have to be tied to the program staying at a
154 certain level of participation. Director Swenson indicated that, if no additional staffing is
155 authorized presently, the program will have to be scaled back in the meantime because
156 there is not staff to handle the higher level. Council Member Rafferty asked that the
157 council continue to receive information on increases in the program, to see if the
158 estimates are accurate.
159
16o The council will hear back on the matter at the next work session in three weeks.
161
162 4. 35E Distribution Center Project — Community Development Director Grochala
163 updated the council on a preliminary proposal to build a large distribution facility on the
164 I35E corridor (Main Street and Cedar Street). The proposal was reviewed by the
165 Planning and Zoning Board because it includes some trailer storage that isn't specifically
166 allowed under the city's zoning code. The Board suggested an amendment to the city
167 regulations that would allow the trailer parking in certain areas only. The overall project
168 is $18 - $22 million in value and would have to include some road construction (21 st
169 Avenue). Mr. Grochala said he anticipates that the proposal will include a request for
17o assistance in the form of tax increment financing to the project so general information on
171 that process is included in the written report. He explained the terms of a tax increment
172 economic development district that would apply. He noted that the capture of increased
173 tax increment for project costs includes taxes that would otherwise go to the school
174 district and the county. The developer would have to meet a "but for" test in order to
175 qualify for tax increment financing.
176
177 The mayor asked about transportation and capacity. Community Development Director
178 Grochala explained the daily projection of 40 trucks in and 60 trucks out. As far as
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179 capacity, a transportation study would be a required element of the project review. The
18o roadway would be built for industrial use and the use isn't particularly unique. Job
181 expectation is at about 120 and, if tax increment is included, there would be wage
182 requirements. The mayor asked about proximity to the NorthPointe Development and
183 Mr. Grochala explained an area of about 300 feet between this project and that housing
184 development; he added that his biggest concern about this proposal is how it would merge
185 with other uses in the area. The mayor asked about what type of development the city
186 could expect at this site and Mr. Grochala said the area has always been guided as
187 industrial but he didn't necessarily expect a building this size — it is about twice the size
188 of Warehouse Alternatives.
189
190 Mayor Reinert said impact on residents is always his biggest concern but the site is also
191 directly adjacent to the freeway. He's heard that industrial was expected but perhaps
192 smaller facilities. There will decidedly be a traffic impact. Mr. Grochala said that the
193 traffic question really needs to be evaluated. The council discussed possibilities for
194 screening/berming. Mr. Grochala said he would also urge caution on opening up the
195 window to allowing outdoor storage (such as with trailer trucks); it must be carefully
196 considered.
197
198 Staff reported that they anticipate a fast track schedule will be proposed by the developer.
199 Staff was directed to work on the concept of screening and berming and the best plan
zoo possible for the site.
201
202 5. FEMA Flood Plan Update. Community Development Director explained that
203 this project of updating FEMA flood plain maps actually started in 2009. The process
204 has resulted in a lot of calls to city hall from residents experiencing changes that impact
205 their property designation. The city adopted its new flood plain maps in 2015 and staff is
206 still working with WSB on certain elements of the update. Mr. Grochala discussed how
207 the rise in some flood plains impacted areas of the city, including properties adjacent to
208 lakes. There are elevations.that are determined by zone only and since mortgage
209 companies are doing more prudent review, there have been lots of communications with
210 property owners about flood insurance. City staff is providing information to residents
211 based on map data available. When the mayor asked what changed that caused the map
212 amendments, Mr. Grochala said it's basically that more data is available to update maps.
213 He explained that he is still working with the city engineer to get more clarification on the
214 changes and there will be a report to the council from Katy Thompson of WSB.
215
216 Mayor Reinert remarked that there are lots of people concerned about additional costs.
217 Mr. Grochala explained that the situation is based on data and the ability to predict more
218 flooding more accurately. Staff is responding to calls and giving information and
219 possible ways to save on increased costs and they are looking at options to study further if
220 there is possibility of change. It's important to remember that you don't necessarily want
221 to tell people they are outside of the flood zone if they are actually in danger of being
222 flooded because then they won't have insurance.
223
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224 Mayor Reinert asked staff to keep studying the situation.
125
226 6. 2015 Overlay Project Update — Community Development Director Grochala
227 distributed a map of the project. He recalled that there were some extra funds used to
228 buildup the size of the project in 2015. That called for phasing a larger project that
229 could grow or shrink based on bid results. As it turned out bids came in that allowed the
23o entire project. One addition to the project was replacement of culverts. After the project
231 began it was determined that there was an underestimation error for bituminous
232 quantities. That raised the cost of the project and the council decided to proceed at the
233 new cost. He reported that the paving element was completed last fall and the final
234 projected cost is now $1,030,000. He noted the situation where a small portion of Cedar
235 Street not located within Lino Lakes was paved and that the City of Hugo ultimately paid
236 for their portion of the road. Through discussions with WSB, they are offering to cover
237 $30,000 of the project cost and have also covered some additional engineering costs.
238 Also, since there were these issues with the project, the process is being fully reviewed by
239 staff and WSB.
240
241 Mayor Reinert explained that WSB is coming forward with an explanation of a "best
242 value program" that the city could look at for future project contracts. The mayor asked
243 that a review of that process be added to the next work session agenda.
244
245 The council discussed specifically the process that caused an underestimation in
246 quantities and how that can be avoided in the future. They also directed staff to get the
247 contractor out to the area as early as possible to work on outstanding items.
rZA:
249 7. Landscaping Plan for Civic Complex Island —Public Services Director
25o DeGardner recalled that the council has in the past expressed a desire to upgrade the
251 landscaping on the island outside the doors to City Hall and last year saw a plan from
252 local landscaper Mary Schmuland who proposed to volunteer her services in planning and
253 planting. He has touched base with Ms. Schmuland this spring and she is ready and able
254 to start on the project. That would involve him ordering plants very soon.
255
256 Mayor Reinert noted plans to bring a veterans' memorial to the city and the possibility of
257 using the island as its site. Mr. DeGardner said he personally doesn't see the island as
258 the best spot for that memorial mainly because of its small size and lack of privacy it
259 would provide to memorial visitors. He would suggest rather the Community Green,
26o Lino Park or the new fire station.
261
262 Mayor Reinert spoke about the memorial project noting that perhaps it could be partially
263 funded from the city's Closed Bond Fund as a one-time expense. What he would prefer
264 would be city funds that would be matched by the community.
265
266 Council Member Maher suggested that a park would seem an appropriate place because it
267 is a gathering place for visitors.
268
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269 Council Member Rafferty noted that his father is designing the memorial and he does
27o need to understand the location for the design process. He doesn't necessarily agree that
271 the city hall location is a bad one.
272
273 Mr. DeGardner said that staff could hold off on the island landscaping project until 2017
274 if more discussion is needed about identifying a site for the memorial
275
276 Council Member Manthey remarked that putting the memorial at Lino Park could be a
277 part of a larger revitalization of that park.
278
279 Council Member Kusterman remarked that the plans presented for the island are good and
28o he's reluctant to push the project out farther in time. But he does understand that it must
281 be clear where the memorial will be in order to proceed on the island. There are also two
282 new members on the council who haven't said they want to spend money upgrading the
283 island. Council Member Manthey said he has read the staff report and can say he
284 supports the island plan.
285
286 The council concurred that staff will wait on ordering plants for the island project; there
287 will be more discussion by the council.
288
289 8. Updates on Boards/Commissions, Mayor and Council Members-
290
291 Council Member Maher noted that there was short meeting of the North Metro
292 Telecommunications Board; CenturyLink will be the subject of the next meeting.
293
294 Community Development Director Grochala announced that the joint meeting with the
295 city advisory boards has been rescheduled to March 23, 2016, 6:00 p.m. at city hall.
296
297 9. Monthly Progress Report- Staff offered updates on various items (since
298 Administrator Karlson was absent):
299
299 - Digital Scanning Project — City Clerk Bartell reported that staff is seeking to use
301 some contingency funds for a project to have a vendor scan the city's library of
302 building plan documents. Staff has researched the benefit of sending the work out
303 and is recommending that the city go ahead with the project. Community
304 Development Director Grochala added that it will be quicker and more efficient to
305 outsource the scanning of these 10,000+ oversize documents. The council
306 concurred with the staff recommendation and will consider an appropriation at the
307 next council meeting.
308 - White Bear Lake Lawsuit — Community Development Director Grochala updated
309 the council
310 - Polling Place —City Clerk Bartell said she was directed to report back on the
311 possibility of adding a voting precinct to the city. She reviewed the reasons that
312 have been brought forward to add an additional precinct, some considerations to
313 doing so, what type of schedule would be required and updated the council on
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314 communications with possible polling places. Eagle Brook Church was
315 contacted and they are willing to open their doors to polling. Ms. Bartell
316 presented two options for moving forward — one to create a new 8th Precinct in the
317 northeast corner of the city with Eagle Brook Church as the polling place and
318 another option make no changes this year but wait for a year or two to consider
319 the best long term approach. The council expressed concern about changing
320 polling places for what is expected to be a year with a very large turnout as well as
321 other considerations. The council directed staff to make no changes this year.
322 - Process for Approval of Capital Expenditures — Finance Director Cotton noted
323 that staff is providing information on capital expenditures through the council's
324 weekly update. The mayor suggested that the question remains whether or not
325 the council wants more opportunity to review expenditures such as would be
.1 afforded a private business watching the budget throughout the year.
327
328 9. Review Regular Agenda of March 14, 2016 —
329
330 Item 3A- Amendment of Joint Powers Agreement, North Metro Telecommunications
331 Commission's Authority to Issues Bonds (Postponed by City Council on February 22,
332 2016) — Administrator Karlson was not present to review the JPA changes. The council
333 recalled concerns raised at the council meeting and Mayor Reinert noted his specific
334 concern about removing language that changes the city's authority. Council Member
335 Manthey noted another change proposed that would make it easier for the city to utilize
336 bond proceeds.
337
338 Item 4B — Director Swenson noted the Police Department has fifteen bikes that are in
339 poor condition. They have followed the legal process to allow disposal of the bikes and
340 would now like to donate them to the Bikes for Kids Program. He noted that, in the
341 future, the department may send bikes to the city's recycling program that includes a
342 donation element.
343
344 Item 5C — Resolution No. 1644, Accepting Bid and Awarding Contract for Lino Lakes
345 Fire Station No. 1 Roof Replacement — Director DeGardner noted the process bringing
346 forward staff s recommendation to approve the low bid of Diverse Construction.
347
348 The meeting was adjourned at 9:15 p.m.
349
350
351
352
These minutes were considered, corrected and approved at the regular Council meeting held on
March 28, 2016.
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356 la e Bartell, City lerk
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