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HomeMy WebLinkAbout02-06-2012 Council Work Session Minutes CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE : February 6, 2012 5 TIME STARTED : 5:35 p.m. 6 TIME ENDED : 9:50p.m. 7 MEMBERS PRESENT : Council Member Stoesz,O'Donnell, 8 Rafferty, Roeser and Mayor Reinert 9 (arrived at 7:35 p.m.) 10 MEMBERS ABSENT : None 11 12 13 Staff members present: City Administrator Jeff Karlson; Director of Public Safety John 14 Swenson; City Engineer Jason Wedel; Finance Director Al Rolek; Community 15 Development Director Michael Grochala; Public Services Director Rick DeGardner, City 16 Planner Paul Bengtson; Environmental Coordinator Marty Asleson; City Clerk Julie 17 Bartell 18 19 1. Advisory Board Candidate Interviews—The council interviewed the following 20 applicants for city advisory boards. Interviews for other applicants had been held on 21 January 30. 22 23 - Julie Jeffrey-Schwartz, Economic Development Advisory Committee; 24 - Theresa Kalmen, Environmental Board 25 - Lou Masonick, Planning and Zoning Board 26 27 2. Signal Project Update—Community Development Director Grochala introduced 28 Anoka County Engineers Curt Kobilarcsik and Andy Witter, present to assist him in 29 updating the council on the Lake/Main and Birch/Ware signal improvement projects. He 30 noted that the engineering firm TKDA has finished the plans and specifications for the 31 both projects (drawing and photos of the project areas were on display). Both projects 32 were reviewed with Mr. Grochala noting the area where right of way acquisitions will be 33 necessary, a process that will be handled by Anoka County. He noted the public open 34 house that is scheduled on the projects. The expectation is an August construction start 35 and there should be little impact on area homes since the utilities are not impacted. The 36 two projects will be bid out as one and therefore the contractor will decide the schedule 37 (i.e. if they are constructed concurrently). When a council member asked staff if there will 38 be a reward/penalty program attached to the contract schedule,the county engineers 39 replied that they would anticipate only a penalty for late work; the size of the project 40 wouldn't merit a bonus for early work. Relative to any possible area business impacts, 41 the county has a TMO already in place to assist with that element. A council member 42 confirmed that no speed change is anticipated with the project. A council member asked 43 that staff utilize any watershed assistance that maybe available. Mr. Grochala noted that 44 the council will be asked to consider approving a joint powers agreement on the projects 45 in the near future. 1 CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 46 47 3. Blue Heron Rookery Update—Environmental Coordinator Asleson introduced 48 Environmental Board member Barbara Bor and volunteer Wayne LeBlanc. Mr. Asleson 49 reported that the heron nests are up on Peltier Island and they have counted approximately 50 57 nests. There is a workshop scheduled for February to prepare for the volunteer work 51 such as installing additional flashing to protect from the raccoons. He noted that National 52 Geographic has been to the area and worked on a production about the herons called 53 Mysteries of the Wild to be released soon. 54 55 Mr. LeBlanc introduced himself as a volunteer citizen who works with the heron project. 56 He offered thanks to the Environmental Board and Anoka County Parks for their 57 important support. While there used to be some 1,000 nests on the island and that 58 decreased to 47 at one point, he is estimating that in a secondary survey it now appears 59 even higher(up to about 125 nests) and it is coming on strong. Mr. Asleson added 60 thanks to Eagle Brook Church who provides sticks that the nesting birds have accepted 61 for their nesting materials. Mr. LeBlanc noted the important work of the group that goes 62 to the island; with new nests in trees now they will probably focus their work on flashing 63 for those new sites. 64 65 The council offered thanks to the group and congratulations on the huge and important 66 success they are seeing on the island. It is important and much appreciated work. A gift 67 was presented to Mr. LeBlanc by Ms. Bor on behalf of the Environmental Board. The 68 Board will be working to update their plans on the rookery this year. 69 70 4. Otter Lake Road Extension—Community Development Director Grochala noted that 71 the subject of the Otter Lake Road Improvement Project is on the next regular council 72 agenda for the purpose of the council conducting a public hearing. Since the project is 73 within a Charter exempt zone, it will follow Chapter 429 proceedings relative to 74 assessment of costs. After the hearing the council has options: take no action, request 75 additional information; or authorize preparation of plans and specifications. Since 76 assessments are involved,property owners have been notified. There is a time in the 77 process when a commitment is made so that the project moves forward. He noted that the 78 project is proposed to be funded by special assessment to benefited properties and there is 79 no back up funding so if those special assessments don't hold up for some reason and the 80 project is committed, the costs become a general obligation of the city. With that 81 consideration, Mr. Grochala noted the following possibilities: 1) in the short term,the 82 city could work with an appraiser to tighten up what are now just estimates on the costs 83 involved; 2) do a special benefit analysis with an appraiser for a more security in the 84 assessments; 3)wait for the appeal period on assessments to pass before committing to 85 the project. Staff is ready with an appraiser for direction from the council. A council 86 member asked if the appraisal costs would normally be incurred anyway with this project 87 and Mr. Grochala said mostly but not necessarily the benefit analysis. One council 88 member noted that covering the bases seems like a good idea in this case, especially with 89 one landowner not in favor of the assessments. 90 2 CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 91 Mr. Thomas Rooney told the council that he works for the family that owns three of the 92 quadrants involved in this project. They see that there are different needs on each of 93 those quadrants. He reminded the council that they are already making a big investment 94 on 21St Avenue. There is concern that the cost of this project is much higher to the family 95 he represents and he pointed out that Otter Lake Road will ultimately be a regional 96 roadway that will have benefits to others down the line. He is concerned that the 440 feet 97 of roadway proposed doesn't increase values to the point they are being charged. Also 98 they feel that it is a premature improvement for one quadrant. A council member noted 99 that there is a land purchase involved that will have a monetary impact. 100 101 5. Residential Zoning District—City Planner Bengtson reported that staff is in the 102 process of updating the city's zoning ordinances to reflect the 2030 Comprehensive Plan 103 and is now presenting the Residential Zoning section to the council for review. The 104 changes have been reviewed by the Planning and Zoning Board with some changes added 105 by that group. The nine major changes to this section were noted and read by Mr. 106 Bengtson. He added that there are other minor changes throughout the ordinance that are 107 indicated by strikeout or underline. A council member noted Section 6-2 and asked if the 108 requirement for a double garage means attached or not and Mr. Bengtson explained that 109 there is not a requirement for an attached garage and that is the standard throughout the 110 ordinance. He added an explanation of how the footprint of homes is reviewed and how 111 that process has been standardized in the ordinance. A council member asked how the 112 fire extinguisher requirement is enforced in the manufactured home element and staff 113 responded that it would normally be covered under the rental housing licensing process. 114 A council member asked for an example of a state licensed residential care facility; staff 115 explained that state law requires the use be allowed in all residential districts and the 116 actual definition from state law is included in the definitions section of this ordinance. A 117 council member noted Section 6-4 and the word"racing"with staff explaining that the 118 section is being updated based on a recent situation with a racing course in a residential 119 area. A member asked about Section 6-5 and the reference to "personal wireless service", 120 with staff explaining that meant simply cell phone and added that all permitted uses are 121 specifically defined as far as towers and attennas. Section 6-19 was mentioned and that it 122 doesn't allow a garage to exceed 32 feet; staff explained that that language is being added 123 specifically for smaller lots. 124 125 A council member asked if there will be standards this year for community garden use in 126 the city? Mr. Grochala explained that there is intent to increase requirements on such 127 things as fencing. 128 129 The council asked when the residential zoning ordinance was last updated and Mr. 130 Bengtson explained that this ordinance was adopted in 2003 and it has been intermittently 131 updated on an as needed basis since then. 132 133 The next zoning section to be updated and brought to the council will probably be the 134 industrial section. 135 3 CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 136 One council member expressed continuing concern about an 80 foot lot allowance with a 137 minimal set back. As development occurs, these smaller lots distract from what the 138 process is and should be; everyone will push this to the max. That isn't meant to take 139 away from the hard work that staff has put into this update however. Mr. Grochala 140 noted that staff tries to keep separation through lot planning such as garage to garage; the 141 city is pretty consistent with other communities at this point. Landscaping will be an 142 area that staff intends to bring forward and that can impact the setback concern. 143 144 The council will see this ordinance at the next regular council meeting for first reading. 145 146 6. Review Landscaping Plan for Civil Complex - Public Services Director DeGardner 147 recalled that the council directed staff to look at a more formal landscaping plan for the 148 area in the front of the civil complex. He is presenting a plan prepared by a professional 149 landscaping consultant that includes vibrant plants that do not require annual replanting. 150 The cost of the installation and materials is estimated up to $27,000 but he would propose 151 that public works staff could accomplish the planting work leaving just the materials cost 152 to the city of$6,000. He will proceed with those plans with the council's direction to do 153 so. He added that the island in front of city hall has also been a topic of discussion for 154 possible landscaping. The Environmental Board has reviewed the idea and provided 155 comments in the staff report. Mr. DeGardner noted that he has provided two concepts for 156 the island also however the cost of that landscaping is not included in the proposal of 157 $6,000. He reminded the council that there are some oak trees on the island that could be 158 impacted by replanting. 159 160 Council suggestions and comments as follows: 161 - Do not use red mulch; 162 - Include local businesses when going for bid on materials; 163 - Could the island just be paved for parking to better serve the public?; 164 - The current situation doesn't work and more formal would be more appropriate 165 for a civil complex. 166 - Could the staff do the planting work on the island as well,with Mr. DeGardner 167 responding that it would depend on the timing if staff were available; 168 169 The council concurred that they would like a new look for the island and suggested that 170 the Environmental Board be asked to join in the planning process. 171 172 Mr. DeGardner will proceed with the plans for the front areas other than the island 173 (getting bids) and will come back with plans for the island. 174 175 7. Application for Senior Special Assessment Deferral-Community Development 176 Director Grochala explained that the city has received a request for an assessment deferral 177 based on senior citizen status for a homestead property located at 6910 Otter Lake Road. 178 The property is actually a business that includes a home that is reported by the applicant 179 to be homesteaded and rented to a relative. The property appears to qualify under state L, 180 law for the deferral,however, city code does have additional requirements. The Code 4 CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 181 requires that the applicant fall under an income cap (the city has not received that 182 information from the applicant) and an asset and property value cap and that is not met by 183 the applicant. Staff noted that the code language, including the amount of the caps, dates 184 back to 1990. The city attorney has reviewed the situation and while he finds the city 185 language to be quite restrictive, he notes that state law does allow the city to decide. 186 187 The council concurred that they will require all the facts in the matter and will consider 188 the deferral when that information is received. Also the city ordinance should be 189 reviewed and updated if necessary. 190 191 8. Lake Drive Speed Study—Community Development Director Grochala noted that 192 the city has received a request to consider speed limit modifications on Lake Drive. 193 Specifically noted with this request is the increase in activity along the Drive including 194 bicycles and pedestrians. Speed limits are set by the state Commissioner of 195 Transportation with the county being the road authority for Lake Drive. The road lacks 196 continuity in its speed limits, something that the county prefers. He also noted that a 197 speed study could result in the speed limit being raised, however with a portion of the 198 roadway at 55 mph already that is somewhat unlikely. The cost of a study would be 199 covered by the state. Staff is asking council direction on proceeding with a request to 200 Anoka County for a speed study on Lake Drive. The city council concurred with that 201 direction. 202 203 9. Fundraising for Canine Program—Police Chief Swenson noted that the city's 204 canine program was begun in 2002 and it began with a donation. The current canine, 205 Recon, is nearing retirement age and his handler was promoted to a sergeant position 18 206 months ago. Chief Swenson suggested that the current status lends itself to looking at the 207 program and how it will be budgeted. There is much interest in keeping the canine 208 program. The cost of another dog is about $40,000 and funds have been raised in the 209 amount of about $6,000 already. The local Rotary Club is participating in raising funds 210 and there is an overall plan to bring the new program to fruition this year. At this point, 211 the chief noted, he wanted the council to know about the efforts in this area. A council 212 member asked Chief Swenson to talk about the benefits of a canine program and he 213 explained that the current team has been a great representative at trials, etc, have done 214 many community demonstrations, have aided in searches at the request of area schools, 215 assisted neighboring police departments (131 times),worked on traffic stops and searches 216 for this department and is good to have in event of tracking a missing person. Chief 217 Swenson added that he particularly sees the benefit in the community engagement. 218 219 The mayor noted that a canine program isn't a necessity for the department but he sees it 220 as an asset and a benefit to the community. The council accepted the Chief's report. 221 222 10. Five-Year Financial Plan—Finance Director Rolek reviewed his report that outlines 223 an updated Five—Year Plan draft. He noted that the updated Plan assumes new 224 projections in the areas of tax base, development and permit revenue and health insurance 225 rates. Staff is now looking for council direction. 5 CITY COUNCIL WORK SESSION February 6, 2012 APPROVED 226 227 The mayor noted that there are certain amendments to the Charter that have been 228 submitted and require further review. That impacts the city's budget and so it causes a 229 kind of pause at this point. Staff may have to apply the impact of an amendment to the 230 Plan. 231 232 Mr. Rolek noted that Page 2 of the Plan is his interpretation of the proposed tax cap, and 233 indicates a levy limit impact. 234 235 A council member requested that he receive the previous ten years of General Fund levy 236 amounts for review. Mr. Rolek will provide that information. 237 238 11. City Logo Policy-Administrator Karlson explained that there has been recent 239 discussion about the use the City's logo on business cards, clothing and patches. There 240 is a city policy in place regarding the logo and it is attached to his staff report. While the 241 Police Department has recently changed the logo on their uniform(patch) and the Public 242 Services Deaprtment is looking at requiring public works staff to wear a logo shirt, and a 243 request is in place to change city business cards,the policy isn't necessarily clear on these 244 requests. Mr. Karlson would like council direction in the area of changing some logo use 245 to a four color design and use of a color other than the standard green and creme called 246 for in the policy. 247 248 The mayor suggested putting a meeting schedule of the council on the back of the 249 business cards. On the question of deviating from the current city logo policy,the council 250 concurred that they don't see a problem with use of other colors. They would not like a 251 change in the graphic and would prefer to keep things standardized with deviation 252 accepted in colors. They suggested that staff bring back actual designs for further review. 253 254 12. Charter Task Force-Administrator Karlson noted that the council has been 255 provided with the Charter Commission's response to the council's request to participate 256 in a task force. That response is that they will only consider reviewing a change if it 257 follows the statutory process and involves the entire commission. The mayor noted that 258 abundant information is already in place on the topic of Chapter 8; the primary reason for 259 a task force was to bring in the Commission to participate but they've declined. Since 260 there is a tight schedule to get something on the ballot this fall and that includes 261 mandatory charter commission review, he recommends that the council proceed with 262 their process to put together the language for an amendment. Administrator Karlson 263 noted the final date in August for submitting language to the county for the ballot and 264 how the 60 plus 90 day review period for the commission fits into the schedule. It was 265 noted that the ordinance being discussed has already been submitted to the charter 266 commission and staff was directed to get a legal opinion on the need to resubmit. In the 267 meantime,the council will hold a special meeting to discuss an amendment(a meeting 268 was set to follow the regular council meeting on February 13); they would like to get a 269 review of the citizen task force recommended amendment, some options for water and 270 sewer improvements in road projects, and information on why the city needs to make this 6 • CITY COUNCIL WORK SESSION February 6,2012 APPROVED 271 change and what lies ahead if the process isn't changed. The council expressed support 272 for having a charter commission and for having a home rule charter city but concern 273 about the charter commission leadership. The council is left with a situation where they 274 must move forward. 275 276 13. Weekly Progress Report—Administrator Karlson reviewed the report and updated 277 the council on individual items. 278 279 A council member requested that the Administrator include information on union 280 negotiations; a grid that indicates where each contract is in the process. The mayor 281 suggested that the council consider a policy that the labor contracts, including salary 282 increases, do not commence until the contract is completely resolved without 283 retroactivity. The city administrator expressed doubt that such a policy would be possible 284 but he will respond specifically on the question. 285 286 14. Regular Council Agenda—The agenda was reviewed with no changes. 287 288 The meeting was adjourned at 9:50 p.m. 289 290 These minutes were considered, corrected and approved at the regular Council meeting held on 291 February 27, 2012. -- 292 293 294 i 295 � .: .� 2 A 296 •• e Bartell, City erk Jef T. e , Mayor 297 7