HomeMy WebLinkAbout02-06-2017 Council Work Session MinutesCITY COUNCIL WORK SESSION MINUTES
APPROVED
February 6, 2047
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : February 6, 2017
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 9:43 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; Environmental Coordinator Marty
14 Asleson; City Planner Katie Larsen; City Engineer Diane Hankee; City Clerk Julie
15 Bartell.
16 1. Environmental Board Goals — Environmental Coordinator Asleson introduced
17 Environmental Board Member Nancy Klebba, who reviewed the written staff report
18 outlining the Board approved goals for the current year. Environmental Coordinator
19 Asleson was asked to explain the difference from last year's goals and he indicated that
20 the list of goals has been enhanced and Community Development Director Grochala
21 added that the list is quite similar to 2016 goals.
22
23 The council discussed the organics recycling program and Mr. Asleson gave an overview
24 of the growth of that program.
25
26 Mayor Reinert noted that a very important job of the Environmental Board is to review
27 proposed developments and provide input to the council on environmental aspects. He
28 gets a little concerned, with expansion of goals for the group, that they have enough time
29 for a good drill down on those developments. Environmental Coordinator Asleson
30 explained that the process for review of developments remains a priority and the group
31 has even been willing to do on -site visits; the other efforts are also important to the group
32 and he feels there is adequate time and energy for both.
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34 The council discussed tonnage (recycling) and Mr. Asleson explained that tonnage is
35 down. He suggested that it could be the result of some reporting changes or there could
36 actually be less recycling; he is looking into the situation. Monthly recycling day
37 continues to be a success and the council is supportive of continuing that effort. Council
38 Member Manthey suggested utilizing the communication services of North Metro Cable
39 to get the word out.
40
41 The council discussed the program to deal with the Emerald Ash Borer (EAB) problem
42 which will eventually impact trees in the city. It was explained that there are funds in the
43 budget for this year that will allow for treatment of about one-third of the trees on city
44 property. City park properties have mostly been addressed.
CITY COUNCIL WORK SESSION MINUTES February 6, 2047
APPROVED
45
46 The council will consider adoption of the goals at the council meeting on February 13,
47 2017.
48 2. Enterprise Fleet Presentation — Public Safety Director Swenson and Finance
49 Director Cotton introduced representatives from Enterprise Fleet Management who
50 reviewed a PowerPoint presentation. They are responding to the council's direction to
51 investigate the possibility of going to a lease environment for City of Lino Lakes fleet.
52
53 Trent Dressen and Dan Kenny, Enterprise Fleet Management, gave a presentation covering
54 what they do, who they are and who they provide services for (list noted). They will also
55 include some recommendations for the city. They have found the leasing process can
56 work well for government entities. The presentation included information on:
57 - services that they offer (and what they dedicate in terms of account management staff );
58 recommendations are provided annually;
59 - flexible financing options for high use vehicles as well as lower use fleet items;
60 - back end support that helps with all the smaller details;
61 - open ended leasing (no mileage limits, wear & tear etc); the city would have all
62 ownership rights and could keep or maintain the vehicles;
63 - real benefit is to have a better cash flow for your vehicles;
64 - operating expenses can be included and fixed within a budget;
65 - vehicle disposal is an included element in the form of them making recommendations to
66 the council (would be sold for more value than at auction).
67
68 Council Member Kusterman recognized that the leasing option presented represents a
69 finance agreement that would spread costs out. He noted that the financing rate is higher
70 than what the city would normally pay for interest costs. Mr. Dressen added that it takes
71 the guesswork out and it can make financial sense.
72
73 Council Member Kusterman remarked that it would also be valuable for the city to
74 understand its current inventory and its value.
75
76 The representatives reviewed a savings analysis for the city's fleet plan.
77
78 Mayor Reinert asked about the period of the presumed lease. The representative said this
79 would normally be no longer than five years and 100,000 miles. Mayor Reinert pointed
80 out that this doesn't cover the full fleet (fifteen cars only) so there are added costs for the
81 additional vehicles. (See Dec. 5, 2016 council packet for other vehicle replacement plan)
82
83 The council asked Director Swenson for his opinion on leasing. He suggested that if the
84 council is interested in a policy on longer use of vehicles, it could make sense. It depends
85 on the goals. Mayor Reinert expressed his concern at planning on certain resale revenue;
86 that area is subjective and he'd prefer more specific information in that area since it's
87 being presented as a huge part of the value of leasing.
88 Representative explained that overall they are offering their extensive expertise in the area
CITY COUNCIL WORK SESSION MINUTES
APPROVED
February 6, 2047
89 of leasing and fleet vehicles with the cash flow advantage of a residual lease financing.
90
91 Mayor Reinert said the council likes to see options so this is good information. There
92 could be pieces that make sense; they will be looking to staff for the best options.
93
94 Staff asked the council for direction on the current year capital program. Mayor Reinert
95 suggested that there is more information to be gained on the leasing options; on the
96 purchase of needed vehicles for this year, staff should proceed with the small number
97 proposed for this year.
98
99 Council Member Kusterman noted that he sees that choosing a leasing service would be
100 an option if the city wants expert judgement versus acting on its own opinion. He would
101 like to see the current city figures against the leasing figures and then include the fuel and
102 maintenance.
103
104 Council Member Manthey remarked that he'd like to see data that includes consideration
105 that the leasing program doesn't include all city vehicles. A separate analysis for each of
106 the capital fleet programs would be good information.
107
108 The council would like to receive the spreadsheets presented by the Enterprise
109 representatives. Staff asked for confirmation of the council's policy on fleet replacement
110 and Mayor Reinert remarked that he thinks the policy was well considered but could be
111 changed if that becomes a good choice. Mayor Reinert also asked that the council receive
112 contact information for the representatives so they can seek additional information as
113 needed.
114 3. Public Safety Update — Public Safety Director Swenson, Deputy Chief of Police
115 Kyle Leibel and Deputy Chief of Fire Dan L'Allier presented. A PowerPoint was used to
116 provide information on the 4th Quarter of 2016 as follows:
117 - mission statement;
118 - statistics (calls for service);
119 - response times for services (police and fire);
120 - fire reporting breakdown (including assistance received);
121 - arrest data for the year;
122 - felony case submissions (to Anoka County);
123 - notable department actions and community engagement (Heroes and Helpers
124 Event, Tavern on Grand impaired driving education, Lino Lakes Elementary food
125 drive, and Eaglebrook development of response planning);
126 - information on fire work in 2016;
127 - crime statistics for 2016;
128 - volunteer hours donated and chaplain program turnover;
129 - trained and have Narcan in all squad cars.
130
131 Chief Swenson noted that staff is also requesting further direction on the fire apparatus
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CITY COUNCIL WORK SESSION MINUTES February 6, 2047
APPROVED
132 plan. He noted a proposed apparatus plan that is included in the staff report for
133 discussion. Director Swenson reviewed the plan, noting that future purchases have been
134 discussed with the council in the past.
135
136 Mayor Reinert noted the $100,000 bonding capability authorized by the council and he
137 wondered how that should be included in the city's finances. Administrator Karlson
138 noted that Finance Director Cotton has suggested that the city could designate part of the
139 city's annual fund surplus, designate that for this purpose and transfer it to a capital fund.
140 Mayor Reinert said that isn't desirable since it still sets aside levied funds; he doesn't
141 want to levy funds that aren't going to be needed in the budget year. Council Member
142 Kusterman remarked that the goal would then be that there aren't surplus funds at the end
143 of year indicating that extra money has been levied. Director Swenson suggested calling
144 the line item "future ability to bond". Director Cotton said that would mean the line item
145 would show up on the city plan/policy but not in any financial statement of the city.
146 Council Member Manthey suggested it should be a discussion item each year for the
147 council. Finance Director Cotton remarked that she hears the council wanting to have a
148 plan with a stipulation that annual funding is planned in a certain amount but it would
149 revisited each year. Mayor Reinert added that carrying out the plan should be goal
150 oriented as well.
151
152 Director Swenson asked if the council will consider the purchase plan as presented as an
153 official action. Mayor Reinert suggested that the plan includes a several year period
154 where there is nothing purchased and that is a wonder to him. Director Swenson said
155 the plan is based on the draft policy. Staff will prepare the item for council
156 consideration at the next regular meeting.
157 4. Kitchen Upgrade for Old City Hall — Administrator Karlson reported that the
158 question of funding improvements to the kitchen facilities at the former city hall complex
159 has arisen as it relates to utilizing that facility for the Beyond the Yellow Ribbon group
160 and their activities. Director DeGardner has a bid in place to upgrade the facility in the
161 amount of $2,500 but had decided not to move forward with any improvements because
162 the kitchen facility is basically unused. Mayor Reinert discussed the option of inviting
163 other groups/businesses that would like to utilize an upgraded commercial kitchen
164 facility. The mayor did say that the amount of the bid isn't justified for just one group
165 but if there would be other uses perhaps. Director DeGardner added that $2,500 would
166 only provide for repair to the ventilation system; he isn't specifically aware but there
167 could be other upgrade needs.
168 5. Schedule Date(s) for Strategic Planning/Goal Setting — Administrator Karlson
169 noted that the council has expressed an interest in participating in a strategic
170 planning/goal setting activity. He has identified two options for a facilitator for team
171 building/goal setting. Is the council interested in scheduling a session? Mayor Reinert
172 suggested team building (30%) and goal setting (70%) with the expectation of
173 communicating goals. The mayor said he prefers a four hour session and thinks that
174 would be sufficient time. Council Member Kusterman suggested that he doesn't
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CITY COUNCIL WORK SESSION MINUTES February 6, 2047
APPROVED
175 necessarily see the need for team building and would prefer just goal setting be the focus.
176
177 The council concurred that the focus will be on goal setting alone, in a three to four hour
178 session and within the next 60 days.
179 6. Advisory Board Appointment — Administrator Karlson remarked that an
180 application has been received to serve on the Park Board and there is a vacancy. Staff is
181 requesting that the council set an interview time for the applicant. The council concurred
182 to interview the next week, Monday, February 13 at 6:15 p.m.
183 7. Council Updates on Boards/Commissions, City Council —
184
185 Mayor Reinert mentioned the Beyond the Yellow Ribbon group and that he is asking the
186 council to consider authorizing an annual contribution to that group. Council Member
187 Manthey suggested, if there is a contribution, the council should receive an annual report
188 on how funds are utilized.
189 8. Monthly Progress Report -
190 - Council Chambers Upgrade — Administrator Karlson noted that Alpha Video is busy
191 and he has located another company, through a recommendation from North Metro
192 Telecommunication, that could work on the city's council chambers upgrade.
193 9. 2040 Comprehensive Plan Process Update - Community Development Director
194 Grochala reported that staff is currently engaging the assistance of Landform as well as
195 WSB & Associates on the Comprehensive Plan update process. The scope and process
196 proposed by staff is included in his written report. Mayor Reinert suggested that staff
197 should get an RFP for the services and staff concurred that could be done. Director
198 Grochala noted that in the past the process has included a quality of life survey but he
199 isn't planning that element for this update. Mayor Reinert suggested that a survey would
200 provide good information but he realizes that it comes at a high price; he asked staff to
201 include the option of a survey in the RFP information.
202 10. Review Regular Agenda — The agenda was reviewed and there were no changes.
203 The meeting was adjourned at 9:43 p.m.
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These minutes were considered, corrected and approved at the regular Council meeting held on
February 27, 2017.
Julianne Bartell, City Clerk
Jeff Reinert, Mayor