HomeMy WebLinkAbout05-07-2012 Council Work Session Minutes CITY COUNCIL WORK SESSION May 7, 2012
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
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4 DATE : May 7,2012
5 TIME STARTED : 5:30 p.m.
6 TIME ENDED : 8:45 p.m.
7 MEMBERS PRESENT : Council Member Stoesz, O'Donnell,
8 Rafferty,Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
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11 Staff members present: City Administrator Jeff Karlson; Community Development
12 Director Michael Grochala; Environmental Coordinator Marty Asleson; Finance Director
13 Al Rolek; Public Safety Director John Swenson; City Engineer Jason Wedel; City Clerk
14 Julie Bartell
15 1. City Application for Green Step Cities Program—Environmental Coordinator
16 Asleson explained the Minnesota GreenStep Cities program,that the city has been invited
17 to becomes an established city in the program, and introduced a student group from the
18 University of Minnesota to present information on the program. He also introduced
19 Phillip Muessig of the Minnesota Pollution Control Agency who is the program
20 coordinator.
21 Piper Donlin,U of M Student and Lino Lakes resident, began the presentation. She
•• %-.1 22 noted that the city's current practices have been examined and it appears that it is very
23 close to being a first step Green Step city. Another student then noted the best
24 management practices (BMP)that are already in place as well as those that could be done.
25 Another student explained the economic benefits of the BMPs. Another student then
26 compared where another Minnesota city(Hopkins) is at in their process to become a
27 Green Step City. One benefit of being involved is qualification for the assistance of an
28 intern. The program is completely voluntary and there are 43 cities in the program
29 currently. Mr. Asleson has agreed to serve as the coordinator for the city.
30 When the mayor asked for more information on what the city gains from participation,
31 the students noted recognition of what the city has done,the economic benefits they have
32 mentioned, extra resources and no financial cost implication. Mr. Asleson added that the
33 City's Environmental Board recommended that the request to participate be forwarded to
34 the city council for consideration. The mayor noted some concern about the resolution
35 being vague and that he would want to be certain about what a commitment to the
36 program would mean; he feels the council is very purposeful about their decisions. The
37 students recommended that the program website provides good information that may be
38 helpful. Program Coordinator Muessig further explained benefits of the program,
39 including assistance in documenting what cities are doing environmentally and providing
40 helpful information on practices. A council member noted concern that city staff is very
41 busy and this could mean additional duties and also the council needs to know this would
42 be a good fit for this city.
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CITY COUNCIL WORK SESSION May 7, 2012
APPROVED
43 The council will continue to review the program.
44 2. Target/Lino Lakes Marketplace Stormwater Improvements—Community
45 Development Director Grochala noted recent discussions about possible improvements to
46 the stormwater infiltration basins located on the Lino Lakes Marketplace site.
47 Improvements being discussed would serve to improve the system from both a water
48 quality and a water quantity standpoint. The project would involve a partnership
49 arrangement between the Anoka Conservation District, Rice Creek Watershed District,
50 Target Corporation and the city and grant funds are being sought. The only cost to the
51 city would be staff time. The details of the proposed project are still evolving but staff
52 wanted to present the idea to the council before moving forward. The council concurred
53 that staff should continue in the current process.
54 3. Electronic Packet Cost Analysis—Finance Director Rolek explained that staff
55 has been exploring the possibility of converting from paper for council meeting packets to
56 providing information in an electronic form. The council requested that staff provide a
57 cost benefit analysis on such a conversion. Mr. Rolek reviewed the cost comparison
58 information that was included in his staff report that indicates the city could realize
59 savings by use of electronic packets. The mayor noted that he is interested in what types
60 of applications would be appropriate to use with this type of project; is there an
61 application that would apply directly to this type of use?
-- 62 The council discussed the type of device they would use for electronic packets. Staff
63 will continue to look at applications that will be useful for city business and facilitate the
64 council process.
65 The council concurred that staff be directed to purchase two or three IPads to get the
66 process started. The mayor is particularly interested in applications and would like to
67 hear more. Administrator Karlson suggested that staff will check out firsthand what other
68 cities are using for applications for council packets and will return with a product
69 demonstration.
70 4. Revised Personnel Policy—Administrator Karlson noted that this policy has
71 needed updating for some time and he has made the effort to go through the entire policy
72 and make revisions and additions as necessary. He pointed out five areas of change in
73 particular: Health Care Benefits, Personal Time Off(combining vacation and sick time);
74 Tuition Reimbursement; Cell Phones and Computer Use Policy. He reviewed those
75 proposed areas of change and added that the section relating to the city's Drug and
76 Alcohol Policy has also received a major review and changes.
77 The council discussed the proposal to offer Personal Time Off(PTO) and heard that
78 many other cities are utilizing the policy. At this time it would be an optional choice (it
79 would have to be bargained with the unions)but mandating it for new employees would
80 be a good way to get it going. A council member suggested the concept of allowing
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CITY COUNCIL WORK SESSION May 7, 2012
APPROVED
81 employees to "buy"vacation time, whereby they pay the cost of additional time off spread
82 throughout the year. Some concern was expressed about continuing the practice of
83 paying for unused sick time especially in light of the payments representing taxpayer
84 money.
85 The council discussed the city tuition reimbursement policy. It was suggested that an
86 eighty percent reimbursement rate seems high and perhaps a 50/50 city/employee
87 payment plan would be more of an incentive. A council member noted his awareness of a
88 federally imposed limit on what can be reimbursed and he suggested that staff research
89 that figure. It was also suggested that reimbursement be provided for graduate level
90 education only. The council did not concur with the concept of offering reimbursement
91 to graduate level and up only since organizations normally include individuals with all
92 levels of education and they all merit the incentive. It was suggested that language be
93 added that clarifies that the city assistance should be paid back if the employee leaves
94 within a certain period of time. As for the changes proposed,the council concurred with
95 the proposed health care, cell phone policy and Personal Time Off policy. They'd like to
96 see some revisions based on discussion within the tuition reimbursement policy.
97 Administrator Karlson noted he would be further reviewing the computer use policy.
98 5. Police Department Organizational Assessment—Chief Swenson distributed
99 department organizational charts indicating the organization before the proposed changes
100 and after. He clarified that Administrator Karlson prepared an organizational review in
101 2011 but that included only the two front office positions within the police department.
102 Chief Swenson noted the recent resignation of the Volunteer Coordinator and that
103 addressing that vacancy and the duties of that position became part of his reorganization
104 proposal. The recommendations included in his report include some restructuring within
105 the department but without additional hiring. It includes the elimination of one
106 elementary school officer assignment but with the understanding that the department will
107 have a conversation about how the department can continue to have a positive role in the
108 schools. He reviewed the budget implications(savings). When he was asked who
109 would be filling in for the responsibility of seeking grant funds, Chief Swenson explained
110 that everyone in his department has that responsibility. The mayor cautioned the Chief on
111 the prospect of adding a captain position to a department that has sometimes been viewed
112 as"top heavy". Chief Swenson pointed out a comparison to other departments that
113 indicates the department structure would be appropriate.
114 The council concurred that they will consider the department restructuring at the next
115 council meeting.
116 6. Charter Commission Communications - City Clerk Bartell noted that the
117 Charter Commission Chair has sent two email communications that are included in the
118 packet. She provided the council with additional information from Chair Lyden that
119 explains the commission's intent as far as the tax exempt zone motion of the commission.
120 They are not forwarding the motion as a charter amendment proposal. The mayor noted
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CITY COUNCIL WORK SESSION May 7, 2012
APPROVED
121 that the tax exempt zone section is actually covered within the proposed amendment that
122 has been forwarded to the Commission for their review. Community Development
123 Director Grochala added that the removal of tax exempt zone language alone is not
124 recommended.
125 Regarding the Charter Commission budget request,the mayor clarified that the council's
126 request to the commission is for their review of an amendment. A council member said
127 he understands the request for an attorney to review but he has a concern about the costs
128 not being contained. The council heard from Finance Director Rolek that the
129 Commission has not yet submitted any payment requests for their$1500 annual budget
130 for 2012. The council concurred that the commission has budgeted funds available for
131 their expenses.
132 Community Development Director Grochala noted that staff has had discussions with the
133 Charter Commission Chair about having city staff and attorney Steve Bubul provide
134 information to the commission on the amendment. Mr. Grochala received the council's
135 authorization for staff and Mr. Bubul to present to the commission.
136 7. Monthly Progress Report—Administrator Karlson reviewed the two items on
137 the progress report. In regard to labor negotiations,he requested that the council meet in
138 closed session after the next regular council meeting for further discussion.
139 8. Transparency
140 (requested by Council Member Roeser and Mayor Reinert)
141 The mayor noted that he and Council Member Roeser have been speaking about the
142 possibility of instituting additional transparency measures within city government.
143 Council Member Roeser noted that he'd like the council to have discussion on some
144 ideas. He isn't aware of specific problems but would like to keep a good level of
145 openness and honesty. He suggests that all meetings regarding contracts with the city
146 could be recorded and available to the public within a certain period to keep all the
147 information clearly in view. Also for city boards and commissions, any group that
148 receives funding from the city could provide minutes to the city clerk within a established
149 period of time. Also candidates for city offices should be voting permanent residents of
150 the city. Additional contracting rules should be instituted to avoid unfair consideration to
151 former employees or relatives. These are general suggestions, not specific and are offered
152 only for discussion purposes. The mayor recommended that the list of ideas be given to
153 the city administrator and others should feel free to add ideas for better transparency. A
154 council member noted that ideas need to be crosschecked with laws to ensure the city's
155 authority. The council concurred that the transparency issue will continue to be
156 discussed.
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CITY COUNCIL WORK SESSION May 7, 2012
APPROVED
157 Not on Agenda - Mayor Reinert noted that he had the honor of speaking to elementary
158 students in the city about Arbor Day. They presented the city with an Arbor Day flag.
159 The council concurred that the flag will be flown at city hall during the month of May.
160 Review Regular Council Agenda—The agenda was reviewed and there were no
161 changes proposed.
162 The meeting was adjourned at 8:45 p.m.
163
164 These minutes were considered, corrected and approved at the regular Council meeting held on
165 May 29, 2012.
166 _________________
167
168
69 `
170 u Panne Bartell, Cler J,ff 'einert, Mayor
171
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