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HomeMy WebLinkAbout09-06-2016 Council Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION APPROVED September 6, 2016 1 CITY OF LINO LAKES 2 3 4 DATE September 6, 2016 5 TIME STARTED 6*06 p.m. 6 TIME ENDED 9:40 p.m. 7 MEMBERS PRESENT Council Member Rafferty, Kusterman, 8 Maher, Manthey and Mayor Reinert 9 MEMBERS ABSENT None 10 11 Staff members present: City Administrator Jeff Karlson; Public Safety Director Swenson; 12 Community Development Director Grochala; Finance Director Sarah Cotton; City 13 Planner Katie Larsen; City Engineer Diane Hankee; Public Services Director DeGardner; 14 City Clerk Julie Bartell. 15 1. North Metro TV (NMTC) Services —Administrator Karlson recalled that when 16 the council considered approval of this group's budget, there was a request for a report 17 back on the fees that NMTC receives to keep its services going and the possibility of the 18 city handling services on its own. He introduced Heidi Arnson, Execute Director of 19 North Metro Telecommunications Commission (NMTC), to talk about their services. 20 Mr. Karlson noted the amount of cable fees that are passed on to NMTC and also the 21 amount that stays with the city. Mr. Karlson added that the video engineering services 22 provided by NMTC will be helpful as the city looks at a project to upgrade the council 23 chamber and meeting room facilities. 24 Ms. Arnson outlined benefits provided by NMTV: 25 - On staff video engineer that will provide on -site services (services provided 28 26 times to Lino Lakes in the last four years); 27 - Services relating to needed connections; 28 - Speakers for the Blue Heron Days parade; 29 - On staff certified IT engineer to assist with SCALA matters (building systems as 30 required); 31 - Programming for the city channel; 32 - Council meetings on-line (streaming), including bookmarking; 33 - A soon to be licensed drone pilot on staff, 34 - Transfer of older videos (old technology such as video tapes) to new technology; 35 - Production of professional DVDs with labeling upon request; 36 - Local news and sports programming; 37 - Production of documentaries; 38 - For residents, use of equipment, teaching of video production, facility tours 39 40 Regarding their partnership with Centennial School District, the relationship has changed 41 somewhat only based on financial considerations, since they don't receive PEG fees or 42 revenue of that type. The school board decided that their meeting coverage would be 43 handled in-house but the district does still have a strong relationship with NMTV. 44 1 CITY COUNCIL SPECIAL WORK SESSION September 6, 2016 APPROVED 45 Mayor Reinert asked about the viewership numbers. Ms. Arnson said that cable 46 subscriber information is proprietary and the numbers of NMTC viewers is unknown. 47 Mayor Reinert suggested that the cable subscriber numbers indicate that the percentage is 48 about 40% and he thinks that number is declining. Ms. Arnson explained that the number 49 is actually rising. so 51 Mayor Reinert said he'd like to focus on value to the city. The city commits a little over 52 $300,000 each year from its residents. There are obviously a lot of good services 53 received. However, he believes there have been many changes in technology since the 54 relationship with the city began. The council heard about the need for an actual survey to 55 determine viewership. The mayor suggested that networks and larger channels seem to 56 be able to track that. 57 58 Council Member Manthey asked about a social media element. Ms. Amson said they do 59 use You Tube, Video on Command, Facebook, etc. 60 61 The mayor said he'd like to enter into a process of examining how and what 62 telecommunications services should be offered to residents. What he sees now on the 63 city channel is very archaic and he understands that the city doesn't have the staff to stay 64 on top of that. However when he hears the figure of $300,000 he knows that much 65 would buy a lot of staff or help. He thinks it's maybe a hybrid that would be the best 66 value/services. He wants to start the dialogue and look at this closer especially as the 67 city looks at purchasing improvements for the services. 68 69 Ms. Arnson suggested that while that discussion is going on, she offers their services to 70 improve the city channel as the council wants. She also noted that of the $300,000 71 mentioned, $50,000 comes back to the city, an HD payment of almost $50,000 comes out, 72 and PEG fees will no doubt be going away with the franchise agreement update. 73 74 Council Member Manthey asked if there is specific marketing assistance available that 75 could lead the city in the area of updating our channel and providing information that is 76 pertinent for our residents. Ms. Arnson said they don't have a marketing function 77 specifically but could be very involved in that type of service to the city. 78 79 Council Member Manthey asked about the dollar amount that comes back to the city and 8o he received an explanation that the amount is based on a percentage including subscriber 81 numbers and amount of budget. 82 83 Ms. Amson noted that the franchise agreement process will be a three-year process 84 coming up and that will have a cost attached. 85 86 Ms. Arnson remarked that serving the City of Lino Lakes is an important part of their 87 work and they want to continue the relationship; she will follow up on improving the 88 current city channel content. 2 CITY COUNCIL SPECIAL WORK SESSION APPROVED September 6, 2016 89 2. MnDOT I-35W North Corridor Project - Community Development Director 90 Grochala recalled the council's discussion on the I-35W North improvement project. 91 The council directed staff to speak with the city attorney about language related to the 92 MnPass element. He has invited MnDOT representatives to come and speak about the 93 program; he noted the project schedule deadline. A resolution was distributed that was 94 developed through discussion with the city attorney. 95 Jerome Adams, Project Manager, indicated he is available for questions about the project. 96 Council Member Rafferty asked for an explanation of the MnPass program. Mr. Adams 97 noted that a MnPass lane is a lane that is free to everyone 20 hours of each work day and 98 24 hours per day on the weekend. If a single occupant of a car wants to use that lane 99 during those restricted hours it has a cost. There is a tag you can purchase that is always 100 on or a tag you can purchase to use with a switch. You will get a monthly statement for 101 the use. 102 The mayor said that is how it operates today but it could evolve over time. Mr. Adams 103 said yes adding operation is regulated by statute. 104 The council asked about variable pricing. Mr. Adams explained how the price goes up 105 with the volume of cars. There are sensors in the freeway lanes. 106 107 The council heard about the proposed project. At its onset, the project did not include 108 any portion of roadway within Lino Lakes. The limit of the MnPass lane has never 109 included any roadway in Lino Lakes. The project was therefore discussed with the 110 impacted cities only. At one point, MnDOT staff determined that a pavement project 111 was scheduled for the near future on a portion of roadway into the City. Therefore it was 112 efficient to add that project to this larger project and that meant that a noise analysis was 113 required. That analysis resulted in MnDOT deciding that the noise wall project in the city 114 makes sense. There is a voting process with residents underway. MnDOT will be 115 holding two public meetings to provide information. The city council is asked to 116 consider municipal consent and the options for the city are passage of a resolution 117 approving or disapproving the project or sending a formal waiver of consideration. 118 119 Mayor Reinert reviewed the resolution provided by the city attorney. He suggested that 12o it protects the city from ever being asked to participate financially in a project. The 121 resolution states an opinion but MnDOT will apparently do what they wish; it does say 122 there will be no city financial support. 123 124 Mark Lindeberg, MnDOT representative, remarked that he reads the resolution to say that 125 the project doesn't receive approval. Mayor Reinert said it's just semantics and it 126 doesn't say the city doesn't approve the project. However since the deadline for city 127 consideration is October 30, the legal minds can discuss any issues. 128 129 Mr. Lindeberg explained the process they normally follow when consent isn't granted. 130 There is arbitration, discussion and a decision by a three -member board and MnDOT then 131 makes a decision on going ahead. MnDOT is not asking for any money. 3 CITY COUNCIL SPECIAL WORK SESSION September 6, 2016 APPROVED 132 133 Mr. Adams explained that cost participation with municipalities along the route isn't a 134 part of this project at this time. There are clear areas where that cost participation is 135 involved, such as a signal improvements. 136 137 Mr. Lindeberg noted there is a possibility with a non -consent that the Lino Lakes portion 138 of the project could be removed from the larger project and then it would be a stand-alone 139 project without the noise wall consideration. 140 141 Council Member Maher concurred that she sees contradiction within the resolution 142 language. The first half says let's do the project and the second half says the opposite. 143 Council Member Kusterman said he sees that the resolution approves the project but 144 doesn't like a certain element. Mr. Grochala said he knows it's not the council's intent to 145 endanger the noise wall project and therefore some wordsmithing of the resolution is 146 probably needed. 147 148 Council Member Kusterman requested that he be provided with the actual statutory 149 authority and language that deals with MnPass and fees. 150 151 Council Member Maher asked about use of revenue from the MnPass lanes and Mr. 152 Adams explained that under statute that revenue must stay within the corridor and 153 generally goes to pay administrative costs, enforcement and transit development within 154 the corridor. 155 156 Mayor Reinert said he doesn't want something to come forward that will fail. Council 157 Member Maher suggested that she'd have preferred that a resolution be brought forward 158 on a vote because she doesn't necessarily agree. 159 160 The resolution will be reviewed by MnDOT. 161 162 1 Aqua Lane Trunk Watermain Project - City Engineer Hankee reviewed her 163 written report relating to a request from a property owner for connection to city sewer and 164 water. Staff would like to know if the council supports that addition to the project. She 165 confirmed that this is an undeveloped lot that would be connected, as noted on the map in 166 the staff report. 167 168 The mayor asked why the city wouldn't want to extend the service. Ms. Hankee noted 169 that staff doesn't anticipate anyone else along the street would be interested because three 170 properties have fairly new systems. 171 172 Council Member Manthey asked if the West Shadow Lake area improvements are on the 173 horizon and Mr. Grochala said it's anticipated that will be requested in 2018. 174 175 The council discussed the future construction plans as well as the ability for septic to 176 remain in the area. C! CITY COUNCIL SPECIAL WORK SESSION APPROVED September 6, 2016 177 178 The council recommended that staff allow the connection since there is very little cost (it 179 will be borne by the property owner). It is evident that the connection fee for this single 180 property would be higher and it is recommended there be full disclosure of possible costs 181 to the interested party. 182 183 4. Public Safety Committee Structure —Mayor Reinert said he's calling for a 184 discussion of the structure of this process/group. One suggestion was to have the 185 meetings covered on the city channel and another was to have them after a regular council 186 meeting. He fears that the formality of those situations means it's not a round table 187 discussion that he'd like to see. 188 189 Council Member Manthey asked if it is meant to be more than just an update and he 190 wonders how often the group would meet. Mayor Reinert said that is part of the 191 discussion he'd like to have — he sees having the meetings as an opportunity to discuss 192 the whole department with information. 193 194 Administrator Karlson remarked that if the whole council is involved, there doesn't seem 195 to be a reason to televise it. The discussion has been to have it quarterly or less if that's 196 appropriate. 197 198 Council Member Rafferty explained that he called for this because it seemed like the 199 requests were coming every meeting and there simply isn't time to follow the information 200 closely enough to make those important decisions. 201 202 Mayor Reinert said yes, this would encapsulate more of the process and discussion. 203 204 Council Member Maher said she thinks quarterly makes sense. Mayor Reinert said it 205 can be cancelled if not needed. 206 207 Council Member Manthey suggested that they may be called for more frequently now at 208 the onset of the fire operations. If not needed, the meeting could just serve to update. 209 210 Mayor Reinert suggested, if there is a matter of urgency, it could be called. 211 212 Public Safety Director Swenson clarified that the department wouldn't have to hold its 213 regular requests to the council, such as donations, data practice resolution. Mayor 214 Reinert said no, the concept is to have a meeting to focus on items connected to council 215 direction (expenditures) that are part of the annual activity. 216 217 Administrator Karlson remarked that the meetings could be held in conjunction with 218 budget discussions, after a regular council meeting. The mayor suggested a tentative 219 plan and see how it goes. 220 5 CITY COUNCIL SPECIAL WORK SESSION September 6, 2016 APPROVED 221 Director Swenson asked if the first meeting should be planned for October 12 and the 222 council concurred. Director Swenson also asked that special topics be provided to him if 223 those exist. Mayor Reinert said this is about communication and getting more 224 information all around. 225 226 5. 2017 Budget and Levy Discussion — Mayor Reinert said he was left with the 227 impression at the last discussion that there was money yet to be found but then the levy 228 percentage jumped. He wasn't actually aware that it was just $130,000 found rather than 229 the $408,000 mentioned. The council isn't as far down the road as originally thought. 230 The gap to maintain a flat tax rate capacity is $76,041—to remain at last year's rate. To 231 go to 45.5? Ms. Cotton replied $. 232 233 Administrator Karlson distributed an ordinance that would increase the stipend for 234 advisory boards as requested by the council and that would also have a budget impact. 235 236 Council Member Rafferty noted that some of the numbers given out at the last meeting 237 don't seem to jibe. The Human Resources consultant line item was further explained. 238 He also asked about consultant services that appear to be going up by $60,000 and Mr. 239 Karlson said it relates to Metro INET services and it is based on technology services 240 growing and needed. Ms. Cotton noted that the budget was underfunded this year and 241 noted increases related to license fees for Springbrook, utility billing, and public safety 242 security cameras. Also the Metro INET organization is adding new positions. 243 244 Council Member Rafferty asked questions about health care cost budgeting, notably 245 within the Administration Division. 246 247 Council Member Rafferty asked about the purchase of vehicles and noted that he will be 248 sending an email to staff with specific questions. There was further discussion about a 249 decision made by the council to cycle vehicles on a four-year schedule and the mayor 250 suggested that it's a topic that may be appropriate for a public safety committee meeting. 251 Council Member Kusterman remarked that the council has heard the reasons and 252 discussed that and he thinks it's not up for discussion as much as it is that either you 253 agree with the recommendation or you do not; it may be interesting if new information is 254 added such as what others are doing. As part of the discussion, the mayor remarked that 255 the fire equipment is being used a lot less than under the previous model; that can be 256 discussed and reviewed. Council Member Manthey remarked that the conversation will 257 bring to light the council's view as well as staff s view of the situation; it's good to have 258 exchange of information and to have a background for asking for information. He 259 doesn't want to necessarily have the path paved but wants information, communication 260 and understanding around decisions. 261 262 Dale Stoesz, city resident, made a suggestion of including in the budget council member 263 access to Comcast. 264 3 CITY COUNCIL SPECIAL WORK SESSION September 6, 2016 APPROVED 265 Director Cotton reminded the council that the preliminary levy needs to be approved at 266 the second meeting in September. The council will have an additional budget session 267 following next week's council meeting. 268 269 Mayor Reinert reminded the council that the preliminary levy is a maximum — it can be 270 reduced but not raised. 271 272 Council Updates on Boards/Commissions 273 274 Northeast Metro Water Summit Group — Mayor Reinert reported on a recent meeting in 275 Hugo. The topic of meetings is generally about the White Bear Lake situation. They are 276 discussing formation of a joint powers that will make certain water decisions for the area. 277 Mayor Reinert suggested he doesn't support the formation at this time because he doesn't 278 clearly see any decisions that need to be handled by such a group. He recommends that 279 the powers remain with each city's council. The joint powers agreement concept wasn't 280 approved by the group. 281 282 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 283 Advisory Board Opening —Administrator Karlson asked if the council would prefer to act on filling the open position on the Planning and Zoning Board based on the interview earlier this evening. He noted that another application was received this day. The city has basically opened the process for end of the year appointments/reappointments and applications are being accepted. Mayor Reinert suggested that he'd like to make a decision with all applications before the council. Community Development Director Grochala recommended that all appointments should be in place by the end of the year in order to keep the group in place. Monthly Progress Report —Administrator Karlson reviewed the written report. Review Regular Agenda —The agenda for the September 12, 2016 city council meeting was reviewed and staff reviewed some of the items. The meeting was adjourned at 9:40 p.m. These minutes were considered, corrected and approved at the regular Council meeting held on September 26, 2016. 302 304 7u e Bartell, City ykk 305 7