HomeMy WebLinkAbout11-14-2016 Council Special Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION
November 14, 2016
APPROVED
1 CITY Ur LINO LAKES
2 MINUTES
3
4 DATE November 14, 2016
5 TIME STARTED 7:20 p.m.
6 TIME ENDED 9*30 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 Clerk
13 Julie Bartell.
14
15 Finance Director Cotton presented new budget information developed since the council's
16 last review (distributed). New information and health care costs have resulted in some
17 new figures within the gap analysis. She noted reductions of $110,000 resulting in a new
18 tax rate of 45.5%, to be reflected in the tax rate statement that is distributed to property
19 owners.
20
21 Council Member Manthey noted that staff promised to keep working at reductions and he
22 sees that has happened and that the tax rate has been reduced.
23
24 Council Member Rafferty asked for a review of positions added within the budget.
25 Mayor Reinert asked for discussion of personnel across the board.
26
27 Administrator Karlson explained the new positions:
28 - A CSO position is included that relates to the Police Department's ACE program
29 and increased volume. Mayor Reinert recalled that there was to be a threshold at
30 which the position would go away but staff did not specifically recall that point.
31 Mayor Reinert suggested the position shouldn't be added without that
32 information. Director Swenson noted the amount of revenue to date for the
33 program and the cost of the position ($25,000) with no additional car costs.
34 Council Member Manthey said he doesn't recall a dollar amount but the council
35 could have that discussion now. Mayor Reinert indicated that without the
36 threshold he fears the position would never go away, even if the ACE program
37 slows. Council Member Kusterman asked if the threshold should be $75,000
38 considering the $25,000 cost of the position. Mayor Reinert suggested a direction
39 that the position shouldn't be added without the threshold established. Director
40 Swenson said pre-2016, based on his review, the revenue was $40,000. Mayor
41 Reinert said it suggested it should be somewhat higher — perhaps $40,000 plus
42 $12,500, Director Swenson suggested a $65,000 revenue point as the threshold.
43 It was clarified that the position is not considered permanent at any rate. The
44 mayor clarified that at that point ($65,000) the position goes away, no further
45 action required. The council concurred.
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CITY COUNCIL SPECIAL WORK SESSION
November 14, 2016
APPROVED
46 - Reinstate from part-time to full-time the Office Specialist position in Finance —
47 Director Cotton recalled her request to transition certain utility functions to this
48 position, including serving as a front line resource and back-up to the utility
49 billing clerk. The individual in this position would also do scanning of certain
50 documents in the quest to reach a paperless status for the utility billing records.
51 The Mayor asked about increased activities that would call for additional
52 personnel. Mayor Reinert noted the full time Human Resources position brought
53 in this year with the promise of that position covering some additional duties.
54 Administrator Karlson said the work is there for the human resources position,
55 including benefits administration, seasonal hiring, working with hiring throughout
56 the city, wellness and safety program as well as working on performance
57 management. Council Member Rafferty recalled that Administrator Karlson
58 requested that this Office Specialist position be downsized and he wonders what
59 has changed. Council Member Manthey remarked that he recalls the position
60 would also help with some tasks that were being covered by the Finance Director
61 and that didn't seem appropriate at that level. Council Member Rafferty
62 suggested that the utility billing function seems to be impacted by the Utility
63 Billing full-time person also providing IT services when those services are
64 supposed to be coming from Metro INet He asked if there is any need to increase
65 this position that relates to comp time balances and how that impacts the presence
66 of staff. Administrator Karlson said the additional half position is not being
67 added to cover comp time but to cover duties that exist.
68
69 - A .6 FTE position added to the Public Services division to support the current
70 single support position in that department. Addition of the Cartegraph system has
71 added workload to the Public Services Department. The mayor noted that the
72 system came at great expense but he wonders if it is costing the city in staff time
73 and the value when, in some cases, it isn't providing good information that was
74 anticipated. Council Member Rafferty recognized that the city's fuel system is
75 archaic and if it needs to be updated the system that draws the most from that
76 system should bear the cost. His visit to the department and review of the
77 Cartegraph system led him to believe that the fuel system is letting us down and
78 that is causing the overwork. Director DeGardner was requested to report to the
79 council on the Cartegraph system, what it does and what is working.
80
81 The mayor called for discussion of the DEA position in the Public Safety Department,
82 Council Member Manthey remarked that drugs are a strong force and he feels some
83 comfort in having this position in place. Mayor Reinert suggested that this person
84 actually works with thirteen people on metro area problems and the work would continue
85 with or without this city's participation.
86
87 Council Member Manthey noted his experience with public safety and his awareness that
88 it's a group effort — to work as a public safety community on efforts. He also noted the
89 forfeiture funds involved that come back to the city.
90
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CITY COUNCIL SPECIAL WORK SESSION November 14, 2016
APPROVED
91 Council Member Rafferty asked staff to provide the makeup of the task force and
92 Director Swenson said he would.
93
94 Council Member Kusterman said he could support redeployment of the officer but not
95 eliminating an officer position. He also reviewed crime data and the fact that Lino Lakes
96 is a growing community -redeployment of the position makes sense. He recognizes the
97 correlation between cutting officers and increasing crime in the community, and he noted
98 information he has gathered on like cities and their crime rates. His goal is to keep crime
99 rates down in this city. Mayor Reinert said he'd support that action. The council
10o concurred. Director Swenson said he would contact the DEA about bringing the position
101 back to the City as of the first of the year. Mayor Reinert said if it goes into January, he
102 hears the council saying that is okay.
103
104 Grant Traffic Officer Position —Council Member Maher said she loves having the
los position because it makes the city safer. Council Member Kusterman remarked that the
106 position is enforcing the law and that is what should be happening; he doesn't struggle at
107 all with the work. Council Member Manthey said he supports the position especially with
108 the ACE program available for those receiving tickets; he sees good impact in the area
109 where he lives. Council Member Rafferty asked for an explanation of the position —
110 what is different about this position from other police officers in the city. It was
111 explained that duties are tied to the grant funds that pay for the position. Director
112 Swenson explained that this person is a police officer first and foremost but there are
113 rules attached to the grant funds that dictate that the officer cannot spend more than a
114 quarter of any hour on duties not related to traffic. The council concurred to keep the
115 position and the resolution accepting the grant will go back on the council agenda.
116
117 Public Safety Fleet —the Mayor called for a short discussion. He suggested that he'd like
118 the replacement plan for vehicles to be clear. Council Member Rafferty noted
119 communications he's received that are confusing as to the replacement period. He
12o reviewed information he has gathered through research of other government entities that
121 utilize cars. Based on what he's studied, he recommends a 100,000+ miles club, having
122 seen that working in some other cities. He also noted figures on the city's maintenance
123 costs versus outsourced maintenance. Another consideration is that the resale of the
124 vehicles is minimal. He is recommending a sixty month replacement schedule. The
125 mayor asked Director Swenson to respond with information on questions raised.
126 Director Swenson suggested that the public services director and city mechanic would
127 best be able to respond on some of the matters and Administrator Karlson indicated that
12s he will instigate that report. Council Member Kusterman remarked that it's clear that the
129 maintenance should be done right.
130
131 Mayor Reinert acknowledged that staff will provide additional information on the
132 subjects brought to light but it raises the question as to whether or not the budget going
133 forward needs to include the purchase of five cars next year. The mayor said he is also
134 questioning the need for additional cars to go to the fire department. Council Member
135 Manthey recalled his experience within the fire department and that station chiefs did not
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CITY COUNCIL SPECIAL WORK SESSION
November 14, 2016
"WIMAN JI
136 at that time have take-home vehicles provided to them. Director Swenson explained the
137 three vehicles in the Fire Division - two go to the district station chiefs and there is one
138 spare. Director Swenson noted that the rotation of the vehicles to the Fire Division was
139 part of the division going live last year; Mayor Reinert said he doesn't recall that
140 arrangement and Director Swenson said he'd provide the history on the matter. The
141 council concurred that they would receive more information from staff on a five year
142 replacement plan and that will assist with additional discussion on establishing a policy
143 on car replacement that would then drive the plans for the 2017 budget for purchasing
144 cars.
145
146 A $100,000 capital contribution for equipment replacement — Mayor Reinert said he's
147 concerned about making an annual contribution that will sit in a fund and could lose
148 value until spent. He recalled that there was an idea to have a commitment of those
149 funds for when they are needed but not actually keeping the money in hand. Finance
150 Director Cotton explained that one thing that is possible is to commit a portion of the
151 fund balance (by resolution) to fire capital equipment replacement. Council Member
152 Kusterman said he had suggested an interfund loan. Ms. Cotton said that another option
153 that is used by some cities is to use year-end surplus for capital equipment replacement.
154 The council will need to adopt any budget change by resolution.
155
156 Upcoming discussions suggested by the Mayor —outsourced services (review current
157 contracts); goal setting/team building; and consulting services (which were determined on
158 a line item basis to be mostly related to Metro lNet). The council requested that the
159 Metro INet contract be added to the discussion about outsourced services. Mayor
160 Reinert mentioned that he is still interested in a discussion about baseline management
161 and he pledged to bring forward more information for review. Council Member
162 Kusterman noted that the council seems to do the "deep dive" on the budget already so
163 that seems to cover all the ground.
164
165 The meeting was adjourned at 9:30 p.m.
166
167 These minutes were considered, corrected and approved at the regular Council meeting held on
16s December 12, 2016.
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171
173 `Juiiartn Bartell, City ler
174