Loading...
HomeMy WebLinkAbout01-03-2017 Council PacketWORK SESSION AGENDA CITY OF LINO LAKES Tuesday, January 3, 2017 CITY COUNCIL WORK SESSION Community Room (not televised) 6:00 P.M. 1. Police Division Vehicle Replacement Policy, John Swenson 2. Cartegraph Update, Rick DeGardner 3. 2018 Street Recon Feasibility Study WSL and LaMotte, Michael Grochala 4. Wetland/Natural Resource Restoration Revolving Fund Plan, Michael Grochala 5. Council Updates on Boards/Commissions, City Council 6. Monthly Progress Report, Jeff Karlson 7. Review Regular Agenda 8. Adjourn WS – Item 1 WORK SESSION STAFF REPORT Work Session Item 1 Date: January 3, 2017 To: City Council From: John Swenson, Director of Public Safety Re: Public Safety Department Police Division Vehicle Replacement Policy Background During the Council Work Session on December 5, 2016 and the December 12, 2016 Council Meeting, staff presented a vehicle replacement policy for Council consideration. Attached to this staff report is Mr. Karlson’s staff report from the December 5, 2016 Work Session, Mrs. Cotton’s staff report from December 12, 2016 and the Police Division vehicle replacement policy as presented on December 12, 2016. Also during the December 5, 2016 Council Work Session, Council Member Rafferty had learned that some cities are leasing vehicles for use in their police departments. Council directed staff to research leasing programs utilized in other cities. Staff has met with representatives from Enterprise Fleet Management, which is the leasing company working with several agencies. Staff has provided the representatives from Enterprise Fleet Management with the complete list of all city vehicles which could potentially be leased through Enterprise Fleet Management. The representatives are currently reviewing this data and will prepare a proposal for Council consideration. Staff anticipates that Enterprise Fleet Management will have this proposal complete and will be at the February 6, 2017 Council Work Session. Council may want to delay any further discussion or action on this policy until the potential of a leasing program is presented for Council consideration. Attachments Council Work Session Staff Report – December 5, 2016 Regular Council Meeting Staff Report – December 12, 2016 Public Safety Department – Police Division Vehicle Replacement Policy WS – Item 7 WORK SESSION STAFF REPORT Work Session Item No. 7 Date: December 5, 2016 To: City Council From: Jeff Karlson, City Administrator Re: Vehicle Replacement Schedule for Police Cars Background During the November 14 budget work session, the Council directed staff to prepare a five-year replacement schedule for police vehicles. A five-year replacement schedule was prepared by Public Safety Director John Swenson and Finance Director Sarah Cotton and was included in the November 23 weekly update. There are concerns that the schedule would trigger automatic replacement of a vehicle after five years. To address any concerns about when vehicles should be replaced, staff is in the process of revising the schedule based on the age, miles, and condition of each vehicle. City Mechanic Brett Olander is inspecting each police vehicle so staff can create a more realistic projection of when vehicles would likely be replaced beyond the expected five-year life of the car. The vehicle inspections, along with Brett’s report, will be completed by this coming Monday. I also drafted a Vehicle Replacement Policy (attached) as a guideline for staff to follow, which would reinforce the Council’s disposition to extend the life of the vehicles as much as possible. Requested Council Direction Review replacement schedule and consider adoption of Vehicle Maintenance Policy. Attachments Current Vehicle Replacement Plan Revised Vehicle Replacement Plan purchasing used vehicles for investigators Revised Vehicle Replacement Plan purchasing new vehicles for investigators Revised Vehicle Replacement Plans based on mechanic’s inspection of vehicles Draft Vehicle Replacement Policy CITY COUNCIL AGENDA ITEM 2F STAFF ORIGINATOR: Sarah Cotton MEETING DATE: December 12, 2016 TOPIC: Consider Approval of Public Safety Department – Police Division Vehicle Replacement Policy and 2017 Replacement Schedule VOTE REQUIRED: 3/5 BACKGROUND During the November 14th Budget Work Session, there was much discussion surrounding the replacement of police vehicles. Staff was directed to prepare a five-year replacement schedule; however, there was concern that the schedule prepared would trigger automatic replacement of a police vehicle after five years. Therefore, staff prepared a revised vehicle replacement plan and a Police Vehicle Replacement Policy that would serve as a guideline for staff to follow, in an effort to reinforce the Council’s disposition to extend the life of vehicles as much as possible. Both the Police Division Vehicle Replacement Policy and 2017 Replacement Schedule were further reviewed by the City Council at the December 5th Work Session. RECOMMENDATION Staff recommends approval of the Public Safety Department – Police Division Vehicle Replacement Policy and 2017 Replacement Schedule. ATTACHMENTS Public Safety Department – Police Division Vehicle Replacement Policy 2017 Police Vehicle Replacement Schedule 1 City of Lino Lakes Public Safety Department – Police Division Vehicle Replacement Policy 1. Purpose The purpose of this Vehicle Replacement Policy is to propose a vehicle replacement plan for the Police Division to follow, and to establish the specific vehicle needs and requirements of the City. This document may be modified or updated annually due to the changing needs of citizens or changes in the automotive industry. 2. Objectives The primary objectives of the City of Lino Lakes is to control the overall cost of operating and maintaining the fleet of vehicles, to maintain the vehicles in a manner that extend their useful life, to control the growth in size of the fleet, to standardize the composition of the fleet, and to accurately budget for maintenance replacement costs. All new purchases for vehicles are part of the budget cycle and are coordinated through the City Administrator for recommendation. 3. Acquisition The goal of the City’s acquisition practices is to obtain the lowest possible price and the highest possible quality for vehicles. Before preparation of the Police Capital Equipment Plan, the Public Safety Director will review the vehicle replacement schedule and appropriate maintenance and repair records with the Public Services Director and Mechanic and plan the acquisition of replacement vehicles. Any request for new vehicles that will increase the size of the fleet must be approved by the City Council. 4. Maintenance The goal of the Public Safety Department is to keep vehicles in sound operating condition. Accurate and complete vehicle maintenance records are a key tool for making management decisions. Preventative maintenance routines and intervals are based on local driving conditions and manufacturer’s recommendations of each type of vehicle. Preventative maintenance is the key to avoiding the repair or replacement of costly major vehicle components such as engines, transmissions, and drive trains. Appropriate records for each vehicle are maintenance logs, fuel usage logs, and cumulative costs of parts and labor. 5. Replacement It is the policy of the City of Lino Lakes to replace police vehicles after 60 months or 100,000 miles of use. However, vehicle maintenance costs are variable and distinct to each vehicle. The goal is to analyze the costs associated with a vehicle and to identify the point when each vehicle is reasonably depreciated but not yet incurring significant maintenance costs. Based on the vehicle records, it may be determined that a vehicle can be replaced later or may need to be 2 replaced earlier than the schedule calls for. Any request for replacing vehicles must be cost- justified to the City Administrator and City Council. 6. Guidelines and Procedures The Police Division has inventoried existing vehicles and has prepared a replacement schedule for police vehicles. The schedule will be updated annually and will be used as the basis for planning for the replacement of vehicles through the annual budget. Each vehicle recommended for replacement will include the following information: a. Age in years, also known as life b. Miles of use c. Useful life (based on commonly used standards for police vehicles) d. Cost of maintenance e. Overall condition (mechanical, operating, safety, and appearance) f. Downtime g. Availability of replacement parts h. Funding The guidelines for vehicles considered for replacement are based on 60 months of age or 100,000 miles of use, but additional consideration is given to functionality and overall condition of the vehicle. As vehicles reach this threshold for age or miles, a vehicle maintenance evaluation will be performed by the Public Services Director and Mechanic. If the evaluation indicates the vehicle would be economical to retain for an additional year, the vehicle will be retained. Depending on the availability of funds, vehicles will be replaced when they are at the end of their economic life, no longer safe to operate, not reliable enough to perform their intended function, or there is a demonstrated cost savings to the City of Lino Lakes. Final Draft Completed 12/08/16 WS – Item #3 WORK SESSION STAFF REPORT Work Session Item No. 3 Date: January 3, 2017 To: City Council From: Michael Grochala, Community Development Director Re: Street Reconstruction Feasibility Study – West Shadow and LaMotte Area Background On June 23, 2014 the City Council held a public hearing and took action to adopt Resolution No. 14-65 approving the 5 Year Street Reconstruction Plan (2015 – 2019). The plan included the proposed reconstruction of the Shenandoah Area in 2015 and the West Shadow and LaMotte Area in 2019. The Shenandoah project was completed in 2016 and was well received. Staff is requesting council authorization for preparation of an updated feasibility study for the West Shadow Area as well as a study including the LaMotte Area. These two areas continue to rate poorly in our annual street ratings and are increasingly consuming Public Services resources. Both locations experience drainage problems as well deteriorating street surface. Upon completion of the studies staff anticipates bringing forward an updated 5 Year Street Reconstruction Plan for consideration by the City Council in June of 2017. This would allow authorization of the improvements for construction as early as 2018. WSB and Associates, City Engineer, are preparing a proposal for the feasibility study and will be available for discussion at the work session. Funding for the study will be from the Pavement Management Fund. Requested Council Direction Staff is requesting council direction to place the feasibility authorization on the January 9, 2017 City Council agenda. Attachments 1. 2015-2019 5 Year Street Reconstruction Plan 6/23/2014 2015 through 2019 Five-Year Street Reconstruction Plan for the City of Lino Lakes, Minnesota June, 2014 6/23/2014 City of Lino Lakes Five-Year Street Reconstruction Plan 2015 through 2019 I. PURPOSE Street reconstruction is a major expenditure of city funds for the reconstruction of streets. Street reconstruction may include bituminous overlays, utility replacement and relocation, public safety street modifications, and other incidental activities, turn lanes and other improvements having a substantial public safety function, realignments, other modifications to intersect with state and county roads, and the local share of state and county road projects. Except in the case of turn lanes, safety improvements, realignments, intersection modifications, and local share of state and county road projects, street reconstruction does not include the portion of project costs allocable to widening a street or adding curbs and gutters where none previously existed. A Street Reconstruction Plan (“SRP”) is a document designed to anticipate street reconstruction expenditures and schedule them over a five-year period so that they may be purchased in the most efficient and cost effective method possible. An SRP helps enable the matching of expenditures with anticipated income. As potential expenditures are reviewed, the city considers the benefits, costs, alternatives and impact on operating expenditures. The City of Lino Lakes, Minnesota (the “City”) believes the street reconstruction process is an important element of responsible fiscal management. Major capital expenditures can be anticipated and coordinated so as to minimize potentially adverse financial impacts caused by the timing and magnitude of capital outlays. This coordination of capital expenditures is important to the City in achieving its goals of adequate physical public assets, preservation of public assets and sound fiscal management. Good planning is essential for the wise and prudent use of limited financial resources. The SRP is designed to be updated periodically. The Street Reconstruction Plan is a part of the City’s capital improvement plan. In this manner, it 6/23/2014 becomes an ongoing fiscal planning tool that continually anticipates future capital expenditures and funding sources. II. THE STREET RECONSTRUCTION PLANNING PROCESS For the City to use its authority to finance expenditures under Chapter 475.58, Subdivision 3b, it must meet the requirements provided therein. The street reconstruction planning process is as follows: The City staff prepares an SRP reflecting the street reconstruction projects anticipated to be undertaken within the next five years (based on their priority, fiscal impact, and available funding) and the estimated costs thereof. If general obligation bonding is deemed necessary, the City works with its financial advisor to prepare a bond sale and repayment schedule. A public hearing is held to solicit input from citizens on the SRP and the issuance of bonds. Notice of such hearing must be published in the official newspaper of the City at least 10, but not more than 28 days prior to the date of the public hearing. The City Council must approve the SRP and the sale of street reconstruction bonds by a unanimous vote of those members present at the meeting following the public hearing. Voters may petition for a reverse referendum on the issuance of street reconstruction bonds. If a petition bearing the signatures of voters equal to at least 5% of the votes cast in the last general election requesting a vote on the issuance of street reconstruction bonds is received by the City Clerk within 30 days after the public hearing, the City may only issue general obligation street reconstruction bonds after approval by voters at an election. If no petition is submitted, general obligation street reconstruction bonds may be issued without an election. In subsequent years, the process is repeated annually or as expenditures are completed and new needs arise. III. PROJECT SUMMARY AND FINANCING Street reconstruction projects anticipated to be undertaken within the next five years and the estimated costs thereof are set forth in Appendix A. A map of the proposed project streets is included in Appendix B. Those for 6/23/2014 which street reconstruction bonds are anticipated to be issued are marked with an asterisk in Appendix A and are currently anticipated to include the following: 2015 Street Reconstruction Bond Financed Expenditures – The 2015 Street Reconstruction Project includes the reconstruction of the following streets; Hokah Drive, Rice Court, Totem Trail, Arrowhead Drive, Tomahawk Trail, Tomahawk Court, Chippewa Trail, and Arrowhead Court, by replacement of curb and gutter as needed, required upgrades of the existing stormwater management system and bituminous surfacing. General obligation street reconstruction bonds are proposed to be issued in 2015 in an aggregate principal amount of approximately $3,150,000 for the costs of the Shenandoah Area Improvements and the costs of issuing the bonds. Such bonds may be combined with other financing tools, including general obligation improvement bonds, to finance other capital improvements in the City. Street reconstruction bonds are included in the amount of indebtedness of the City which cannot, under Minnesota Statutes, Section 475.53, exceed 3% of the assessor’s taxable market value for the City (“TMV”). The proposed bonds will not exceed statutory limits. All other foreseeable capital expenditures are expected to be financed through other revenue or financing sources. 2019 Street Reconstruction Project The 2019 Street Reconstruction Project includes the reconstruction of the following streets; West Shadow Lake Drive, Sandpiper Drive, Shadow Court, LaMotte Drive, and LaMotte Circle which may include required upgrades of existing stormwater management system and bituminous surfacing. No bonds are being contemplated for this project at the present time. 6/23/2014 APPENDIX A PROJECT COSTS 2015 2016 2017 2018 2019 Shenandoah Area Improvements: Hokah Dr, Rice Ct, Totem Tr, Arrowhead Dr, Tomahawk Tr, Tomahawk Ct, Chippewa Tr, Arrowhead Ct Total Shenandoah* $3,009,125 West Shadow and LaMotte Area Improvements: West Shadow Lake Drive, Shadow Ct, Sandpiper Drive, LaMotte Dr, LaMotte Circle Total West Shadow and LaMotte $3,040,015 Totals by year $3,009,125 0 0 0 $3,040,015 *Expenditures proposed to be financed by Street Reconstruction Bonds to be issued in an aggregate principal amount of approximately $3,150,000 in 2015. Rondeau Lake Peltier Lake Marshan Lake Centerville Lake George Watch Lake Sherman LakeWardsLake Reshanau Lake Rice Lake Golden Lake BaldwinLake Bald Eagle Lake AmeliaLake Otter Lake Cedar Lake Rice Creek Marsh RICE CREEKCHAIN OF LAKESREGIONAL TRAIL County Hwy 10 County Hwy 14County Hwy 21County Hwy 23County Hwy 14 Hodgson RdCounty Hwy 23Frenchman Rd County Hwy 21%&d( %&c( )s Blaine BlaineLinoLakesShoreviewCirclePinesLexington CirclePinesLinoLakesCircle PinesShoreview ColumbusLinoLakes Forest Lake GrantWhiteBearTwp.HugoLinoLakesHugoWhiteBearTwp. Lino LakesNorthOaksLinoLakesShoreview Lino LakesWhiteBearTwp. Lino LakesCenterville Arrowhead Dr Lam otte D rL a m o t t e C i r Hokah DrShadow Ct HokahDrC hippew a TrWShadowLakeDr1 inch = 3,200 feet8 3/6/2013 Street Reconstruction PlanCity of Lino Lakes MN Document Path: K:\02029-700\GIS\Maps\StreetReconPlanNew.mxd Date Saved: 5/29/2014 9:28:32 AM Street Reconstruction Plan 2015 2019 WS – Item 4 WORK SESSION STAFF REPORT Work Session Item No. 4 Date: January 3, 2017 To: City Council From: Michael Grochala, Community Development Director Re: Wetland/Natural Resource Restoration Revolving Fund Plan Background In 2009, as an outcome of the Environmental Board goals setting process, staff began evaluating the possible restoration of an existing wetland complex in Wollan Park, located on the City’s north side. During the initial investigation it was determined that the restoration efforts would be eligible for wetland banking credits. The process of wetland banking allows the city to restore and/or create wetland and sell credits through the state wetland bank. When completed the Wollan Park wetland bank will provide approximately 5.96 acres of Army Corps of Engineers (ACOE) certified bank credits. While bank credits are subject to market fluctuations recent sales in Lino Lakes have been above $2.00 a square foot. In addition to Wollan Park the City previously established a wetland bank along Otter Lake Road that was completed in 2013. This bank, however, is not ACOE certified. One of the overall goals for the establishment of the bank was to create a funding source that would allow the city to acquire properties with potential high ecological value and restore them as part of the City’s greenway system. With the Wollan Bank coming online by summer of 2017 staff is proposing development of an overall policy document that establishes the goals, priorities, and mechanics of the wetland banking program. WSB has submitted a proposal to assist the City with the development of the plan in the not to exceed amount of $8,182. Funding will be from the Surface Water Management Fund. The Environmental Board has included the establishment of the plan as part Requested Council Direction Staff is requesting Council direction to place authorization of the study on the January 9, 2017 meeting for consideration. Attachments 1. Wollan Park Wetland Map 2. WSB Proposal Diane StreetWoolan's Park Wetland Bank City of Lino Lakes, Minnesota Aerial Photo: 2008 Woolan's Park Lake Drive NEPine Street Evergreen Trail Orange Street NE Olive Street NE Main Street County Road 14 Figure 1 Site Locator Map Legend Woolan's Park Boundary 17.62 Acres 0 350 700 1,050 1,400175 Feet ± Item #6 Monthly Progress Report January 3, 2017 Item Last Action Taken Staff Status Digital Scanning Project 3/14/16 – Council approved transfer of $15,000 from Contingency Fund for scanning and indexing building plans Julie The large format scanning has been completed; 50% of these files are being quality-checked before being integrated into Laserfische White Bear Lake Restoration Assn. v. Dept. of Natural Resources (DNR) 8/25/16 – The NE Metro Water Summit Group met to discuss a draft JPA that would create a coalition of cities to work together as one voice with regards to water supply issues in the northeast metro area. Jeff The group decided it was premature to enter into a collaborative agreement without studies being completed or without knowing what further action will be taken on the WBL lawsuit Legion Parking Lot 3/7/16 – Staff was directed to obtain an appraisal for City property Mike Legion is securing financing to purchase one acre and plans to submit a design in January 2017 Location of Veteran’s Memorial 12/5/16 – The American Legion expressed in a letter what its preferred location was, although there was some confusion about whether they meant the undeveloped land at Legacy of Woods Edge or in front of city hall Mike The mayor confirmed that the Legion’s preferred site was in front of city hall Upgrade of HD Audio/Visual Equipment in Council Chambers and Control Room 9/15/16 – Staff met with technical advisors from Alpha Video and NMTV to discuss upgrades Jeff Alpha Video is preparing a preliminary design options Channel 16 Upgrade 10/4/16 – NMTV Operations Committee agreed that the local government channels needed more attention Jeff NMTV staff is working with City staff to update the pages Updates are shown in italics.