HomeMy WebLinkAbout01-03-2017 Council Closed Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION
APPROVED
January 3, 2017
1 CITY OF LINO LAKES
2 MINUTES
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4 DATE : January 3, 2017
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 8:25 p.m.
7 MEMBERS PRESENT : Council Member Rafferty, Kusterman,
8 Maher, Manthey and Mayor Reinert
9 MEMBERS ABSENT : None
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11 Staff members present: City Administrator Jeff Karlson; Public Safety Director John
12 Swenson; Community Development Director Michael Grochala; City Planner Katie
13 Larsen; Public Services Director Rick DeGardner; City Engineer Diane Hankee; City
14 Clerk Julie Bartell.
15 1. Police Division Vehicle Replacement Policy — Director Swenson noted the
16 council had requested at a previous meeting to continue discussion of this subject. He
17 also recalled that there was a question about the possibility of leasing public safety
18 vehicles and reported that staff has had preliminary discussions with a vendor and will
19 bring forward a proposal on February 6. The proposal will include all services that the
20 vendor offers. Director Swenson suggested that the council may want to consider
21 postponing the larger discussion until that leasing information comes forward in
22 February. The mayor concurred, noting that staff should not proceed with any vehicle
23 purchasing in the meantime. Council Member Kusterman clarified that the information
24 presented in February will be separated so that the council can see if certain areas make
25 more sense to lease. There will also be a comparison of current costs versus the prospect
26 of finance leasing.
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28 Director Swenson added that there will be an opportunity for the council to visit Custom
29 Fire in Osceola, Wisconsin to tour their facility.
3o 2. Cartegraph Update - Public Services Director DeGardner introduced his
31 administrative assistant, Heather Robinson, who assisted him in a demonstration of the
32 Cartegraph system. The demonstration provided an overview of elements of the
33 Cartegraph system and their use in the Public Services Department:
34 - Asset Management — examples reviewed were location of signs in the city (ability
35 to keep track of sign condition, staff involvement in sign inspection), sewer lines
36 and trees. There was discussion about how staff on the street report lights that are
37 out; the system does identify light responsibility such as Conexxus.
38 - How information goes in/stays up to date — Director DeGardner highlighted the
39 advantage that pulling all the information together has provided;
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CITY COUNCIL SPECIAL WORK SESSION January 3, 2017
APPROVED
40 - Resources that are tracked - labor, materials, vendors, and equipment; the council
41 saw how staff can track vehicles and related costs and services and what staff
42 anticipates adding in the area of tracking and how staff can attach materials such
43 as instruction manuals or invoices to the records.
44 The mayor asked if there is a plan to measure the value of the system (the cost of time
45 spent to enter information versus how that can be used as a value to the city). Director
46 DeGardner remarked that, from staffs viewpoint, the system is clearly already providing
47 efficiencies; and he believes that includes efficiencies for the workers in the field. The
48 mayor said it's clear that the system works; the expectation is buy -in and more
49 participation in the future. The mayor asked when the system will be in complete use and
50 Director DeGardner suggested that this time next year is a goal, adding that a little more
51 focus should come this year to make functionality better. The reporting function will
52 certainly be useful when staff is able to utilize that more.
53 Council Member Rafferty remarked that Cartegraph doesn't necessarily follow the
54 fueling system. Ms. Robinson explained that data on fuel utilized by department by
55 vehicle is available; fuel vending is actually handled by the PetroVend system.
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57 The council thanked staff for the presentation and indicated that they see the system is
58 working well for the city and they look forward to full implementation.
59 3. 2018 Street Reconstruction Feasibility Study WSL and LaMotte —
60 Community Development Director Grochala reviewed his written report recalling the
61 council's previous action to establish a street reconstruction plan. The city has
62 proceeded with the first phase (Shenandoah area) and it turned out well. The second
63 phase was intended for 2019 but staff would now like to bring that up one year. The first
64 step would be a feasibility study, with that information to be used for an updated five year
65 street reconstruction plan to be considered in June of this year (a public hearing would be
66 required). There may also be a project added at the end of that five year period. The
67 statutory process does include allowance for a reverse referendum by petition. The
68 project area or areas would be based on information on costs achieved through the
69 feasibility study. Sewer and water will generally not be included but costs would be
70 identified in case that is possible and desired. Staff has discussed the concept of putting
71 in main lines using utility funding, for availability when people want to hookup. The
72 separation of projects under the concept of financing would be anticipated if there were to
73 be a street and sewer/water project. There was discussion about the existing systems in
74 the area and how they may be impacted in the future.
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76 The council will receive more information at the city council meeting on the estimated
77 cost of a feasibility study and how that could be separated. Mayor Reinert indicated that
78 he understands that staff will also be proceeding with the process to update the five-year
79 plan for the street reconstruction work. Council Member Kusterman asked that the
80 council receive an overview of the street reconstruction plan process.
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CITY COUNCIL SPECIAL WORK SESSION January 3, 2017
APPROVED
81 4. Wetland/Natural Resource Restoration Revolving Fund Plan - Community
82 Development Director Grochala noted the City's work in the area of Wollan Park with
83 the goal of establishing wetland credits. He briefly explained state requirements on the
84 replacement of wetlands. The Wollan Park project has resulted in credits owned by the
85 city which will be recognized by Minnesota Bureau of Water and Soil Resources
86 (BOWSR) and listed for use. The idea of having a city wetland credit bank is to use
87 credits first for city development and then as a funding source for future acquisition of
88 properties with high potential ecological value and restore them as part of the City's
89 greenway system. Director Grochala suggested that it would be appropriate at this time
90 to put together an official policy for the use of the credits or funds and he recommends
91 that the city hire WSB & Associates to provide that information at the cost noted.
92 Council Member Manthey asked if having land banked helps with the city's development
93 options. Director Grochala suggested that there could be value to developers having the
94 credits available and secondly it helps to have wetland replaced within the city and this
95 allows us to dictate that more so. Mayor Reinert asked where staff got the idea to use
96 this area for credits and Director Grochala remarked that Environmental Coordinator
97 Asleson initially identified the area as a possible wetland bank especially having
98 identified a number of special species in the area.
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100 Mr. Grochala also updated the council on the work that is going on currently in the
101 Wollan Park area. Mayor Reinert asked what the wetland will look like finally and Mr.
102 Grochala said it will ultimately be a higher quality wetland with greater diversity of plant
103 life based on measurement. Mayor Reinert asked about the value of the park to the
104 residents of the city and Mr. Grochala said that there will be a trail eventually; this would
105 a passive park area with not much upland. Council Member Manthey recognized that
106 this is an early stage investment that will allow the city to utilize credits in the future and
107 then allow funding for other high priority uses. Mayor Reinert asked about the
108 topography of the site and Director Grochala explained the wet nature of the land and the
109 challenge of planning any development there.
no 5. Council Updates on Boards/Commissions -
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112 There were no updates on council activities on boards and commissions.
113 6. Monthly Progress Report — Administrator Karlson reviewed the written report.
114
115 Legion Parking Lot — Director Grochala noted that the American Legion is moving
116 forward on developing a plan to expand their parking and they have submitted plans to
117 the watershed district. He suggests that the City should begin it's consideration of details
118 for sale of the property and he recommends that the council hold a closed session in the
119 future. Also since the watershed review includes a city signature, he wants the council to
12o be kept aware. Mayor Reinert suggested a closed session after the next council meeting.
121
122 Veterans Memorial — Administrator Karlson remarked that the last discussion resulted in
CITY COUNCIL SPECIAL WORK SESSION January 3, 2017
APPROVED
123 some confusion about what the American Legion is recommending as a site. That was
124 clarified to be the land in front of city hall. Mayor Reinert noted that a resolution
125 designating a site would be appropriate as the project moves toward development with an
126 architect; he'd like to see that on an upcoming council agenda. Mayor Reinert added that
127 he'd also like to engage city resident Mary Schmuland who provided expert garden
128 planning services for the area around city hall to also provide advice on plantings around
129 a memorial.
130
131 Upgrade to Council Chambers. — Administrator Karlson noted his work with Alpha Video
132 and that they will be providing more information on a project. That company is currently
133 updating their staff. The council will be receiving a preliminary design for the council
134 chambers, based on information from Alpha Video and perhaps North Metro
135 Telecommunications. Administration Karlson added that the city channel is in the
136 process of being updated as well.
137
138 City Salary Data — Council Member Rafferty pointed out the state statute that regulates
139 the posting of top city salaries; he proposes a format where that information appears on
140 the City's home web page where it will remain permanently. The change is important for
141 full transparency. He provided an example of his suggestion as well as information from
142 other city websites.
143 7. Review Regular Agenda
144
145 Expenditures — Council Member Rafferty asked about the following line items:
146 - Fidelity National Title — Director Grochala explained that is a cost related to the
147 Comcast property and that will eventually be borne by the developer.
148 - Meridian Energy Products — Director DeGardner explained that a portion of the
149 lighting project is being prepaid in order to secure a rebate.
150 - Don Salvander — Administrator Karlson explained his participation in a leadership
151 group.
152 - Emergency Apparatus Ladder 1 — Director Swenson explained the issue identified
153 during a weekly apparatus check that required attention.
154 - Schwabb Volhaber — Air conditioning units here at city hall.
155
156 Council Member Rafferty expressed concern about the use of ink for HP printers — that is
157 an expensive option compared to large rented copiers.
158
159 Council Member Rafferty noted the US Bank card and expenditures that occur. How are
160 those managed? Administrator Karlson explained that the charges are coded to
161 appropriate funds.
162
163 - Comcast Station #2, almost $300 a month bill. Director Swenson noted that is the
164 cost for fiber only to the station; no cable there.
165
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CITY COUNCIL SPECIAL WORK SESSION January 3, 2017
APPROVED
166 Item 3A, Annual Appointments — Mayor Reinert suggested that the names remain the
167 same and there was no objection from the group.
168
169 Item 4A, Hiring of firefighter Jason Boonstra - Director Swenson indicated that the
170 candidate would actually start training just previous to the council meeting time; there
171 was no objection. Director Swenson also reviewed the promotion item. Mayor Reinert
172 asked that the individuals be present at the council meeting if possible.
173 8. Adjourn
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The meeting was adjourned at 8:25 p.m.
These minutes were considered, corrected and approved at the regular Council meeting held on
January 23, 2017. �—
Julianne Bartell, City C rk
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