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HomeMy WebLinkAbout12-05-2016 Council Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION December 5, 2016 APPROVED 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE : December 5, 2016 5 TIME STARTED : 6:00 p.m. 6 TIME ENDED : 9930 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 John 12 Swenson; Community Development Director Michael Grochala; Finance Director Sarah 13 Cotton; Public Services Director Rick DeGardner; City Planner Katie Larsen; City 14 Engineer Diane Hankee; City Clerk Julie Bartell. 15 16 1. LED Retrofit Proposal for Civic Complex -Public Services Director 17 DeGardner introduced Jeff Rutz of Meridian Energy Products who reviewed the lighting 18 replacement proposal (that was distributed) noting that it doesn't include the council 19 chambers. There are savings in kilowatt hours as well as light costs and revenue from a 20 rebate. Mr. Rutz noted the payback on the investment is about two and a half years and 21 the lighting life is about five years. Mayor Reinert asked if a street lighting retrofit is 22 something the city should consider also and Mr. Rutz said that isn't included at this time 23 but he suspects it would be a good idea since LED technology has improved immensely. 24 Director DeGardner commented about lighting values as well as technology that allows 25 the change in some lights without new fittings. The council further discussed the 26 frequency of replacement requirements; Director DeGardner added that with less frequent 27 replacement, there would be savings in labor costs. Mr. DeGardner added that the 28 Finance Director has verified that that there is funding available in the current budget for 29 building maintenance/facilities. 30 31 The council concurred to move forward with the project. 32 2. Rush Line Corridor Presentation by Mike Rogers, Transit Project Manager 33 for the Ramsey County Regional Railroad Authority —City Planner Larsen Mike 34 Rogers of Ramsey County for a presentation on the proposed Rush Line Corridor project. 35 36 Mr. Rogers reviewed a presentation including: 37 -the area (corridor) that was studied; 38 - Public outreach involved and how that will be used for development of a best option: 39 - Evaluation criteria by project goal; 40 - Community Engagement (over 150 events and contact) and what was learned from that 41 process; 42 -Remaining alternatives for further assessment (heavy freight rail no longer an option, 43 need access to Maplewood Mall; possible alignment with Highway 61); 44 - Review of Goals by Remaining Transit Vehicles (looked at light rail, dedicated bus II CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 45 transit and arterial bus rapid transit): he reviewed the findings on each option, noting bus 46 rapid transit as the option identified; 47 - Recommendation is BRT on County/Rail right/of/way to White Bear Lake/Connector 48 Bus to Forest Lake; would be further refined and look to be competitive for federal 49 funding. 50 Mr. Rogers further explained that the Policy Advisory Committee directed their staff to 51 bring the concept forward seeking information and reaction. He reviewed an open house 52 schedule, presentations to city councils and pop up events at retail areas, etc. He also 53 reviewed the planned schedule for the coming months. Long term view would be 54 opening in about 2025. 55 56 Mayor Reinert noted that the line wouldn't come into the City so this is an informational 57 review. He also confirmed that the function of the line would be subsidized as this type 58 of transportation is not self-supporting. 59 60 Council Member Manthey noted that it is good to see the comparison of the different 61 options; it's good to see where something like light rail transit doesn't make sense. He 62 also asked if the route would include addition of any trails and Mr. Rogers explained that 63 trail work proposed at this point would only be for movement around the city of St. Paul; 64 there is discussion in the area of White Bear Lake and Hugo also. 65 66 The Metropolitan Council provides the ridership estimates using comprehensive plan 67 information. 68 69 There was no action or direction by the council. Utility Connection Fee —Community Development Director Grochala noted that 71 a need to look at the city's connection fees has led staff to have a professional review. 72 The fee has been in place since 1988 and this proposes a retool. He introduced Erin 73 Heydinger of WSB & Associates and she explained how the study was done and results 74 developed. She reviewed: 75 - How fees (SAC/WAC) are charged, based on residential or commercial use; 76 - The City's existing sewer and water connection fees, noting that all the fees are charged 77 up front but they can be assessed. 78 79 She explained an alternative connection fee option: a trunk utility fee that is collected at 8o the time of plat and based on a usage estimate; and then a WAC/SAC fee. The total of 81 those two wouldn't be higher than existing fees and examples were shown for different 82 types of development. The commercial use change does indicate a lower fee level based 83 on charging only a connection fee. The noted benefits are more equity for a beginning 84 user, fees are proportionate to current amounts, and a more competitive structure for 85 development. 86 87 The council asked if other cities are using this system and Ms. Heydinger noted the City 88 of Hugo. Director Grochala suggested that, if the council is interested, staff would look 2 CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 APPROVED 89 further at making a change and provide more details. He also gave an example of a 90 proposed development that would require seven SAC/WAC units at a cost of $42,000; 91 the new fee system would spread that cost. 92 93 Mayor Reinert remarked that this appears to be pro -business and he is supportive. 94 Council Member Manthey asked about the implication of not having all the fee revenue 95 up front. Director Grochala explained what analysis has been done and information 96 gained about future use and how that appears to allow a change now. 97 98 The council concurred that staff will seek more information through additional study 99 through the consultant. Council Member Maher said she'd like to see more real life 100 numbers so impacts are clear. 101 4. Water Storage Feasibility Study —Community Development Director Grochala 102 explained that based on needs and expected needs (identified in the city's comprehensive 103 plan), staff is recommending discussion about how additional water storage will be 104 managed. At this time staff is requesting council authorization to initiate a feasibility 105 study. 106 107 Mayor Reinert asked about need. WSB &Associates representative Erin Heydinger 108 explained that, based on established standards, a city should have water stored to match 109 what is used within a single day. That number will change and so additional 110 infrastructure should be considered. Additional storage would provide for growth but 111 also increase water pressure to assist with firefighting. Currently the city has two one 112 million gallon storage (tower) facilities and is looking at an additional two million gallon 113 storage facility. Mayor Reinert asked about the sense of urgency — is there a water 114 pressure trigger figure? Ms. Heydinger noted that they look at needs, current and 115 anticipated, and the recommendation for 60 psi throughout the city. City Engineer 116 Hankee explained how the pressure is measured or estimated and how future needs (new 117 development) are considered. She further explained what a feasibility study would 118 provide (information on costs, benefits of ground versus above ground, etc.) 119 120 Director Grochala noted that planning for new storage should be done well ahead of a 121 project. The council concurred that staff will proceed to engage the consultant for 122 completion of a feasibility study. 123 124 (Not on agenda) Veterans War Memorial- Aaron Hoska, 2nd Vice Commander of 125 American Legion, Post 566 addressed the council. He discussed a letter from the Post 126 regarding the location of a memorial, noting that it would be important for architectural 127 purposes to understand the location ahead of plans. The letter was read and it expressed 128 support for a location near city hall, a site that provides the security of being adjacent to a 129 public building. Regarding discussion about the possibility of the city land near the new 130 fire station, Mr. Hoska said that while they understand that possibility, the site seems 131 further from the core of the city and somewhat less accessible. CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 APPROVED 132 133 Mr. Hoska received thanks from the council for the input from the Legion. 134 5. Public or Space Needs Analysis and Existing Facility Audit Proposal - 135 Public Services Director DeGardner introduced Architect Quinn Hutson, CNH 136 Architects, who was requested to prepare some initial information about a public works 137 facility proposal. 138 139 Mr. Hutson reviewed his prepared report (included in the council packet). Basically a 140 proposal would include looking at current facilities, a discussion of current needs and 141 how to meet future needs. It would look at options: renovating current facilities, 142 building a new facility at the current site, and new facilities at a different site (probably 143 near the new fire station). A report would provide useful data to assist with future 144 council discussions. 145 146 Mayor Reinert asked about the cost of a feasibility study and Mr. Hutson said $11,900. 147 Director DeGardner remarked that he feels the proposal is fair. Mayor Reinert said he's 148 most interested in hearing about improvements to the current facility; this is a small city 149 and he thinks it would be difficult to foot the bill for a new building at this time. 150 Council Member Manthey remarked that he would insist on seeing those three options 151 without favor to one. Council Member Kusterman remarked that the three options are 152 good because they all involve city owned land and that would keep costs down. Council 153 Member Rafferty added that he understands that information is good but he questions 154 what is needed at this time; he doesn't see the city approving an expensive construction 155 project at this time. 156 157 The council concurred with proceeding with the study. 158 6. Pavement Ratings and Proposed 2017 Mill and Overlay Project -City 159 Engineer Hankee explained that every year the City updates its pavement ratings in order 160 to have good information for street maintenance project decisions. She provided a map 161 of the proposed 2017 Road Improvement Project. The rating information allows staff to 162 make recommendations for those streets that will benefit most from maintenance 163 activities. She reviewed the type of work that would be included in the maintenance 164 projects. If the council concurs with the projects proposed, staff would go forward for 165 bids. Council Member Manthey noted the north side of the city where there are many 166 streets that need work; how can residents understand the recommendations that don't 167 include them? Engineer Hankee explained the recommendation, including the presence 168 of new development and she recommended that people should feel free to contact her 169 with any questions. 170 7. Vehicle Replacement Schedule -Administrator Karlson recalled previous 171 council discussions on this matter. Public Safety Director Swenson reported that after 172 conversations with Mr. Karlson and input from the city mechanic, he is proposing a 173 change to the replacement plan. With the mechanic's review information, they are CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 APPROVED 174 recommending replacement of two vehicles in 2017. Two vehicles would be moved for 175 review in 2018 for potential replacement. They have adjusted the plan to reflect a five 176 year review for potential replacement on patrol vehicles and seven for other functions. 177 Council Member Maher asked if being on the list means only that the vehicle will be 178 reviewed for replacement but not automatically replaced. Mayor Reinert asked if the 179 policy reflects the 100,000 miles and sixty month replacement policy that was discussed 180 by the council; if they are covered by a warranty, why not keep them through it. 181 Council Member Rafferty noted the warranty question and it is sixty months; the City 182 could take the cars to that point and look and see if they are still good. Looking at other 183 communities he sees the cars going to at least 110,000 miles. Council Member Rafferty 184 noted that he sees a change in the amount proposed for capital purchase in the first year. 185 He then discussed the administration vehicles in the police department and asked if it 186 would make sense to have them as leased vehicles? He's heard of some communities 187 doing it that way. Finance Director Cotton remarked that the cars are specially outfitted 188 and that could make a lease situation with return of the vehicles at a certain point 189 difficult. 190 191 Staff noted that the capital replacement plan is included in the proposed budget for 2017 192 and that triggers a capital replacement note process in January. 193 194 Mayor Reinert said he likes the proposal presented and if the city implements this new 195 policy, experience will be gained. To change the policy drastically, however, and not see 196 much savings in an eight year period doesn't seem possible but experience will tell. 197 198 Council Member Rafferty suggested that it's conceivable that the mileage could be higher 199 than anticipated. 200 201 Director Swenson asked what amount the city would like included for the investigation 202 vehicles in the budget forthcoming. Mayor Reinert said, with this new policy, it makes 203 sense to have a full warranty on the cars but then perhaps keep them longer. Council 204 Member Rafferty remarked that if those cars are non -intercepter, the warranty won't be 205 five years/100,000 miles and the Chief concurred. Mayor Reinert suggested a cost 206 analysis for extending the warranty. 207 208 Administrator Karlson said staff will bring both the policy and schedule forward in 209 January. Finance Cotton said it would be appropriate to have figures (either new or used no but decidedly which) included in the 2017 budget. Staff will bring forward the 211 information at the next council meeting. 212 8. Finalize 2017 Budget —Finance Director Cotton reviewed the latest adjustments 213 in the budget presented (as noted in the staff report). Regarding the change from the 214 DEA Task Force assignment, Council Member Rafferty asked about how that impacts the 215 current staffing and particularly how that officer returning to the ranks could impact the 216 vacant sergeant position (could we promote one position to the sergeant position and not 217 hire an additional patrol officer?). Council Member Kusterman said he is not in favor of CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 " ._ 1 /WL 218 rolling off an officer and he has expressed that already; this community values the 219 services of the department and the pro -active nature of the department. Council Member 220 Rafferty suggested discussion a reduction at the sergeant level. Mayor Reinert remarked 221 that changing the model that the department uses could be discussed but he believes that 222 requires a certain level of data that isn't present at this meeting. 223 224 Mayor Reinert asked Chief Swenson to explain the $220,000 increase in the department 225 budget. Staff said it is mainly personnel — steps, wage increases and insurance costs. 226 227 Mayor Reinert asked for a run-down on the Fire Department budget. He sees a drop 228 from 2016 to 2017. Ms. Cotton said the reduction primarily relates to the one-time 229 contribution to the pension plan in 2016; in 2017 that is picked up by fire state aid. The 230 offset between the reduction and the amount of that state aid contribution was explained 231 as uniform costs (turn -out gear) for three firefighters and contracted services Mayor 232 Reinert asked that staff keep the gear available for future use in case they properly fit 233 another employee in the future. Staff explained the increase in the PERA line item as an 234 incorrect estimate that didn't include certain wages. 235 236 Mayor Reinert remarked that he'd like staff to give a presentation next month on the 237 Cartegraph system; in particular he'd like to see what the system does and what it can do 238 and the path to use it best for this city. 239 240 Ms. Cotton reviewed the additional information in the report, including an updated gap 241 analysis, questions posed at the last review and the tax rate result. 242 243 Council Member Rafferty noted the new positions included in the budget — the .6 FTE 244 position in Public Services, the .5 FTE position in Finance and a new Police Department 245 CSO position. 246 247 Mayor Reinert noted that revenues appear to be going up by $300,000+ and he asked for 248 an explanation. Director Cotton explained that the figures are driven by the past use of 249 fund balance. 250 251 The council will consider adoption of the budget at the next regular council meeting. 252 9. Advisory Board Appointments -Administrator Karlson reviewed the written 253 staff report. It would be appropriate to schedule a date to interview applicants. He noted 254 that only the Planning and Zoning Board has more applicants than open positions. 255 256 The council will interview for open positions in January, prior to the first council meeting 257 in January (5:30 p.m.). Staff will update the council at the January work session. 258 10. Council Updates on Boards/Commissions —The council had no updates. 0 CITY COUNCIL SPECIAL WORK SESSION December 5, 2016 APPROVED 259 11. Monthly Progress Report — Administrator Karlson reviewed the written report. 260 261 Regarding the veteran's memorial project, Council Member Maher stated that she doesn't 262 feel that the memorial is as important as using limited city resources for services to city 263 residents. Council Member Manthey added that he is still interested in hearing more 264 about possible locations; on the budget he thinks that funds are tight and must be 265 carefully used and perhaps a dual purpose situation makes sense. Mayor Reinert 266 remarked that there's been discussion about providing some funding to start and then 267 seeking donations. Council Member Kusterman said he's okay with locating the 268 memorial at city hall. Council Member Maher said she'd rather provide tangible services 269 to veterans rather than a memorial; location wise, if the project moves forward, she's 270 okay with the city hall location. 271 272 Mayor Reinert said he hears consensus for the location at city hall and he'd like to see 273 some movement forward. Council Member Rafferty said the key to the project is to get it 274 done right. The council asked staff to provide basic information on the site as a basis to 275 start on the project. 276 12. I-35W North Corridor Project update -Community Development Director 277 Grochala noted that the time for the city to provide an official response has passed. 278 Mayor Reinert said he'd like to see it on the agenda so the city states its position and that 279 can be passed on to the state. 280 Review Regular Agenda -The regular agenda of December 12, 2016 was reviewed. 281 The meeting was adjourned at 9:30 p.m. 282 283 These minutes were considered, corrected and approved at the rE 284 January 9, 2017. 285 287 fit' Bartell, City "lerc Jeff 288 7