HomeMy WebLinkAbout11-07-2016 Council Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION
November 7, 2016
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE November 7, 2016
5 TIME STARTED 6*00 p.m.
6 TIME ENDED 8*50 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; City Engineer Diane Hankee; Finance
13 Director Sarah Cotton; City Planner Katie Larsen.
15 1. DEA Task Force Officer -Public Safety Director Swenson reviewed the staff
16 report that recaps information relating to the city's participation in the DEA Task Force,
17 including size of the task force, represented cities, and impact on the local community.
18 Council Member Kusterman asked if the assigned officer has any regular duties with the
19 Lino Lakes Police Department and Director Swenson explained that the officer's work
20 does augment the work of the department but his specific duties are exclusively tied to the
21 work of the task force; his wages and benefits are paid by the task force.
22
23 The council discussed the ability of another community to send an officer to the task
24 force; Director Swenson said that's certainly possible but he noted that the City won't see
25 the same benefits if another community's officer is assigned. For instance, in one case
26 the involvement and tools of the task force brought a local matter to a federal prosecution
27 level.
28
29 Council Member Manthey asked about the impact on the department's narcotics work
30 and Director Swenson explained how the city would have to take on the work. The task
31 force has also produced forfeiture funds that assist the department in law enforcement; the
32 Chief feels the department is solid but the participation in the task force has benefited
33 from that collaboration. Council Member Manthey expressed concern about the loss of
34 the benefits to the city. Council Member Kusterman remarked that he would have
35 expected that drug arrests in the city would go up with task force participation rather than
36 down and Director Swenson explained that the numbers go down because the cases
37 actually become federal matters and don't show in the state statistics that the city uses.
38
39 It was clarified that, should the city end the provision of an officer to the task force, the
40 city would not lose outstanding forfeited funds that are pending in the court system.
41
42 Mayor Reinert noted that the city has participated with the task force efforts by providing
43 an officer for five years and he believes it's time for another community to step forward.
44 It is a budget matter that will be considered at the next budget work session.
45
1
CITY COUNCIL SPECIAL WORK SESSION November 7, 2016
APPROVED
46 2. Traffic Safety Grant Resolution No. 16444 — Director Swenson noted that the
47 council called for more discussion on this matter. The City was awarded a grant to fund
48 one officer to work traffic safety duties. He explained the funding coverage provided
49 through the grant that includes overtime. The Minnesota Office of Traffic Safety that
50 administers this grant would like a new resolution reflecting their fiscal years. Mayor
51 Reinert asked what in the area of traffic enforcement has changed with this grant position
52 and that now causes the concern that he is hearing from businesses and individuals.
53 Director Swenson said that he feels that businesses need to serve responsibly in order to
54 not negatively impact the safety of all the citizens. Mayor Reinert remarked that he hears
55 about impacts on people who aren't drinking and the general negative demeanor of some
56 of the work that this grant is funding. Director Swenson noted that all contacts are
57 recorded and he would urge anyone concerned to contact the department after any
58 incident of concern and it will be checked. Director Swenson added that what the
59 program does do is provide education and helps to respond to the many traffic related
6o complaints that the department receives from city residents. Council Member Manthey
61 remarked that he understands the need for an officer in this position to be assertive but
62 not aggressive; in his community he feels the additional traffic enforcement has been
63 beneficial and well received by residents.
64
65 Mayor Reinert noted that after two years of participation, it merits a review by the
66 council.
67 3. Audit Request for Proposals —Finance Director Cotton noted that an RFP was
68 distributed for city internal auditing services. There were four proposals received and
69 reviewed by staff. There aren't a lot of differences in services to be provided but costs
70 do vary. She noted some concern about the last product provided by the City's current
71 provider CliftonLarsonAllen; there were errors that were not properly corrected in their
72 reporting. She is recommending that the City go with a fresh perspective and enter a
73 three year contract with Red Path. Administrator Karlson suggested that he supports a
74 move at this time and he is comfortable with the Finance Director's recommendation.
75 4. December City Council Meeting Schedule —Administrator Karlson noted that
76 some years the council has chosen to revise the December council meeting schedule due
77 to the holidays. Mayor Reinert said the council will plan on cancelling the second
78 meeting of the month unless it becomes evident that a meeting is necessary.
79 5. Ashley Swenson Trail Accessibility Letter —Public Services Director
80 DeGardner noted that the council requested this discussion. Mayor Reinert explained
81 that he was contacted by a resident who has concerns about the lack of accessibility for
82 disabled persons to the City's trails and parks. Mr. DeGardner said his staff report
83 attempts to respond to the concerns raised. He noted that it is an unfortunate fact that
84 making trails more accessible is an expensive proposition. The trail segment that was
85 brought to light was reviewed and improvements would run in the area of $150,000.
86 Grant funds could be sought but they are more and more difficult to secure. He also
87 noted that the correspondence under discussion requests accessibility to parks. The
2
CITY COUNCIL SPECIAL WORK SESSION
November 7, 2016
APPROVED
88 council has reviewed a park improvement plan that could provide more accessibility.
89 Mr. DeGardner said that one improvement that he could move on right away would be to
90 switch the pea gravel at Birch Park to wood chips and add some accessible play items in
91 2017. He noted a request at Lino Park recently that will result in a small change.
92 Overall, accessibility improvements have largely come as a reactive approach with
93 changes attempted when the city hears about needs. Council Member Maher noted the
94 importance of responding to the need to accessibility as a welcoming community.
95 Mayor Reinert suggested that Mr. DeGardner provide a response to Ms. Swenson
96 explaining what the city is practicably able to do and how that will be accomplished.
97 Director DeGardner said the work has been addressed as a priority and it will continue to
98 be included in budgeting priorities.
99 6. I-35W North Corridor Project —Community Development Director Grochala
100 remarked that while no action is required of the council on this matter, it is before the
101 council to finalize that no action response. Mayor Reinert said he'd like to eventually
102 see a resolution solidifying where the city ended up on this question. He would like to
103 say that municipal consent by non -action is just that and what the state gets — so
104 discussion remains open for the future (after the response period has ended).
105 7. Council Updates on Boards/Commissions - There were no updates offered.
106 8. Monthly Progress Report
107 Mayor Reinert called for discussion about plans for a City veterans' memorial.
108 Administrator Karlson recalled that the last discussion on the topic in June involved
109 consideration of developing a park as a memorial site. Mayor Reinert suggested that
110 determining a location would be a first step, followed by a design, followed by a cost and
111 then finding necessary funding. He verified that the council still favors doing a project
112 and that the location would be the island at city hall. Council Member Manthey
113 remarked that he remains interested in a location by the new fire station and in
114 conjunction with park facilities. The mayor suggested that the council would then have
115 to look for funding for a park, possibility in the range of $8 million. Council Member
116 Kusterman noted that it may be a long range plan for that development. Council
117 Member Rafferty spoke in favor of doing the memorial at the city hall site; he feels that it
118 is appropriate especially because the city complex represents the freedoms and rights of
119 government that our veterans have fought for. Mayor Reinert said that location is his
120 number one choice as well. Budget wise it's more feasible and more likely to be done in
121 the not so distant future. He also likes the idea of seeking grant funds. Administrator
122 Karlson remarked that he can envision the memorial on the city hall island but his
123 concern is that it wouldn't work well for ceremonies because of traffic, etc. Council
124 Member Rafferty remarked that the idea is not to have regular gatherings but perhaps
125 more to draw people to the city complex. The mayor asked that the council consider the
126 matter further at the next regular work session.
3
CITY COUNCIL SPECIAL WORK SESSION
November 7, 2016
APPROVED
127 Administrator Karlson provided an update on the Channel 16 (city cable channel)
128 discussion. He spoke about the city channel to the North Metro Telecommunications
129 Commission and they have agreed that providing additional services to keep services on
130 that channel updated is a priority for them. The mayor requested that they provide
131 viewership details as well; he wants to ensure that the city gets good services for the
132 funds provided for telecommunication services.
133 Council Member Rafferty asked about a city asset tour which he thinks would be
134 particularly beneficial to new members of the council; he'd be interested as well in seeing
135 new projects in the city such as the water tower and pump house. The council agreed to
136 participate in a tour previous to the next council meeting.
137 The council also scheduled the annual performance review for the City Administrator to
138 be held as a closed meeting following the November 281h regular council meeting.
139 Regarding the American Legion parking lot expansion, Community Development
140 Director Grochala updated the council on discussions between the Legion and city staff
141 on how the project could move forward.
142 9. Review Regular Agenda —All items on the agenda were briefly reviewed.
143 Item 1A, Expenditure Report —Council Member Rafferty asked for an explanation of the
144 community garden items and it was explained that refunds are granted for those
145 participants who adequately clean up their garden area.
146 Item 3A, Ordinance No. 11-16- Administrator Karlson explained that the ordinance
147 change would increase the stipend to city advisory board members by $25, as the council
148 requested.
149 Item 4A, Traffic Safety Grant —Mayor Reinert requested that the item be moved to the
I50 November 28th council agenda since there are some pending budget discussions that
151 relate.
152 Item 6A, Lino Lakes Elementary School -City Planner Larsen reviewed the project that
153 includes additional classrooms (2), parking lot changes and a new facade on the front of
154 the building. Any change to their conditional use permit requires consideration. Staff
155 has no concerns about the project.
156 Item 6B —Variance for 1558 Meadowview Court —City Planner Larsen explained that the
157 request involves an already constructed porch that is fifteen inches too close to the
158 property line. Staff is recommending approval of a variance based on a careful review
CITY COUNCIL SPECIAL WORK SESSION November 7, 2016
APPROVED
159 and the impacted neighbor's approval. The staff report will be added after Planning and
160 Zoning consideration on Wednesday.
161 Item 6C, 2016 Surface Water Management Program —City Engineer Hankee explained
162 why staff is recommending rejection of the bids received. Staff would intend to go out
163 for quotes based on needs, budget and the current conditions for contractors.
164 Item 6D, Grant Agreement with Department of Health for Wellhead Implementation Plan
165 — City Engineer Hankee reviewed the need to gain information on wellhead needs to
166 maintain safe and secure wells. Seeking grant funds is standard for cities with a wellhead
167 protection program.
168 Item 6E, Approving Joint Powers Agreement for Street Lighting of the Sunset Avenue
169 and 109th Ave/Apollo Drive Roundabout — City Engineer Hankee explained the
170 cooperative plans between cities that share this intersection.
171
172 The meeting was adjourned at 8:50 p.m.
173
174 These minutes were considered, corrected and approved at the regular
175 December 12, 2016.
176
177
180 Julia Bartell, Cit Clerk
181
Mayor
held on
s