HomeMy WebLinkAbout06-05-2017 Council Work Session MinutesCITY COUNCIL WORK SESSION
June 51 2017
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : June 5, 2017
5 TIME STARTED : 6*00 p.m.
6 TIME ENDED : 10:15 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; City Engineer Diane Hankee; Director of Public Works Rick DeGardner;
14 Environmental Coordinator Marty Asleson; City Clerk Julie Bartell.
IN
16 l . Review 2016 Annual Audit, Redpath and Company, Ltd. —Finance Director
17 Cotton introduced the Redpath representative Andy Hering who distributed a written
18 review of the 2016 Audit. Mr. Hering's report covered:
19
20 - Excellence in Financial Reporting Award;
21 - Report on Internal Controls;
22 - Report on legal compliance; there was discussion about the City's investments
23 and the amount of interest received on restricted investments; the council
24 requested further discussion on the matter at the next work session; information
25 requested on what types of investments are best for the city;
26 - Communication to Those Charged with Governance;
27 - Pensions; Net pension liability increase was noted, including discrepancy in
28 assumed pension return;
29 - Summary of Financial Activity;
30 - General Fund Summary;
31 - General Fund Five Year History;
32 - General Fund Monthly Cash Balances;
33 - Special Revenue Funds; Program Recreation decrease was noted and Mayor
34 Reinert asked that staff report on that fund specifically at the next work session;
35 - Debt Service Funds;
36 - Capital Project Funds;
37 - Enterprise Fund (Change in Net Position and Cash Flow)
38
39 Mayor Reinert commended the presentation which was more to the point than past audits.
40 2. Arlo Lane Stop Sign Request —City Engineer Hankee reviewed her written
41 report. The request received from the neighborhood to study traffic in the area did go
42 through a standard review process. She explained the process used to conduct the study
43 and how the process compares with the state standard and aligns with what other cities
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44 use for study criteria. She reviewed the recommendations, including no stop sign with
45 continued monitoring of the traffic by the Police and continued traffic monitoring.
46 A resident of the street (not identified) addressed the council. He noted concerns about
47 how the traffic study was conducted (noting on a map the area where speed sticks were
48 used for the study). There are very many children in the area. When the mayor asked if
49 speeders are people from the neighborhood, the residents present said yes, noting that
50 there are quite a few teens.
51
52 Residents spoke in favor of a stop sign and asked for a new traffic study with different
53 data gathering sites.
54
55 Public Safety Director explained that placing a stop sign where drivers don't expect it
56 creates a less safe situation because of an expectation that may not be met (drivers may
57 not stop). He would be interested in data from a different spot though. Also he wonders
58 about being creative by placing temporary speed bumps.
59
60 Mayor Reinert noted the results of the speed study; what changes or devices does the
61 study result point to?
62
63 The council directed staff to work further on the issue (additional data to be gathered and
64 communication to area residents) and report back at the July work session.
65 3. Culvert Maintenance ACD 10-22-32 —City Engineer Hankee introduced the
66 Rice Creek Watershed district representatives. Ms. Hankee reviewed the council
67 direction to staff to gather additional data on the culvert area in addressing the
68 draining/flooding situation that has occurred there. She reviewed communication with
69 the property owner of the specific site where the culvert is located and the area residents
70 who have expressed concern. She noted the balance required in maintaining the drainage
71 systems. The history of the culvert and ditch system was reviewed.
72
73 Ms. Hankee explained the work that has been done to address the flooding. The water
74 has receded to normal levels.
75
76 Ms. Hankee recalled a request to report on the original development (Bluebell Ponds) of
77 the area; as outlined in the staff report there was study included with that development.
78
79 Mayor Reinert noted the circumstances that created the problem and that it seems that it is
80 back to normal. An area resident disagreed, noting first that a certain area has cleared
81 but noting also his concern about the dead trees near his home that are still sitting in
82 water. He feels that the original plans and culvert don't address all of the problem.
83
84 The son-in-law of a resident explained the current situation whereby there is still water
85 threatening homes.
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86
87 Mayor Reinert remarked that the discussion is about addressing the current as well as
88 long-term.
89
90 Environmental Coordinator Asleson explained how the ditch did not start out under the
91 jurisdiction of the RCWD but eventually that happened.
92
93 Tom Schmidt, Rice Creek Watershed District (RCWD), first reported that the regular
94 Peltier Lake drawdown did not occur due to high water; it may happen this fall. In
95 response to tonight's discussion about the ditch, it was replaced in 2013 as part of regular
96 repair. It has already been designated as a public ditch (this portion), however, crossings,
97 under drainage law, are not public responsibility. The culvert needs to be kept clean and
98 the RCWD cannot keep up with regular checks on all the culverts in all the systems in
99 their district — they tend to respond to complaints. He reported that the board is anxious
100 to see a long-term solution to this situation. The ditch/culvert was not intended to be a
101 flood avoidance tool and they cannot change the size. The city/residents are free to
102 request a reset of the grade but that comes with financial implications. The current
103 situation has improved but it must be recognized that the ditch system was not intended to
104 be fast or complete.
105
106 Mayor Reinert asked Mr. Schmidt if petitioning a drop would be the correct long-term
107 solution?
108
109 Area resident noted history of the culverts.
110
111 Community Development Director Grochala noted that there are many complications.
112 This is a very wet year (ground water level is high everywhere in the city) along with
113 other situations. Mayor Reinert asked if this is a temporary situation and Mr. Grochala
114 remarked that he believes so as long as it doesn't keep raining unreasonably. Ms.
115 Hankee showed how the floodplain affects the area and indications that the water will
116 drain.
117
118 Mayor Reinert suggested that there should be a plan in place in case things don't improve.
119 Mr. Grochala remarked that a plan/analysis could end up being pretty extensive and
120 would probably result in a recommendation for additional storage area (ponds) and that is
121 fairly expensive.
122
123 Mr. Schmidt of the RCWD explained that the City of Columbus (near this problem area)
124 has been experiencing flooding and is in discussion about how to address their situation.
125 The ditch system was never intended to pull water from a large area and the sandy soil in
126 the area, when it becomes saturated, will not accept any more water. He also reviewed
127 the history of development of the ditch system and the area that was assessed for benefit.
128
129 Area resident remarked that the problem relates to removal of a culvert and replacement
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130 at a higher level. Ms. Asleson said he was present when the original culvert was
131 replaced and it was not put in at a higher level.
132
133 Mayor Reinert suggested that the immediate issue has been addressed. Area resident
134 said the water is higher than it was twenty years ago and Mayor Reinert asked how that
135 could be addressed. Mr. Grochala explained that the culvert was put in at the point
136 acceptable to the RCWD. Ms. Hankee noted that staff has added pond cleaning in the
137 area to the city's water management program and they have added other improvements to
138 plans. She added that flood insurance is available to the area residents as well.
1I
140 Mr. Schmidt talked about the work planned by the RCWD (ditch cleaning,
141 district wide impacts of changes. They will help when they are called upon and staff here
142 at the city have been good at keeping an eye on things.
143
144 Mayor Reinert suggested the matter be watched carefully (as has been done to this point)
145 and staff will add the matter to the weekly progress report. If this continues to be a
146 problem, it will have to be addressed long term.
147 4. 2018 City Budget —Mayor Reinert noted that the budget agenda item includes a
148 salary change for an employee; he would prefer to handle all salary topics at the same
149 time, with the union increases and anything else in that area. Administrator Karlson said
150 he wanted the information on the table. On the budget, he noted the following will be
151 plugged into the budget at this time:
152 - 2.75% overall cost of living increase;
153 - Anticipates a 15% increase in health care;
154
155 Finance Director Cotton explained the changes to the budget consideration process that
156 staff plans for this year. There will be a baseline budget and beyond that directors are
157 expected to submit detailed information for any changes. She explained the budget
158 review schedule.
159
160 Mayor Reinert asked for a report on what costs have gone down, i.e. bonds for the city
161 hall facility will be paid off, savings on outsourcing, etc.
162
163 Director Cotton reviewed the written report:
164 - Preliminary estimates on tax revenues;
165 - Use of funds from the Closed Bond Fund and reserve funds;
166 - Current information on fund balance;
167 - Increase projected in dental insurance;
168 - Increase in employee contribution to PERA that will be pulled out if not approved
169 at the state level.
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170 She noted that directors are working on their budgets and will be submitting information
171 in the next week. A mid -year look at health insurance will be coming soon.
172
173 There was discussion about when the council will next discuss the budget. Staff
174 proposes a budget work session on July 31, with the council receiving the proposed
175 budget a couple weeks prior to that date. The mayor suggested it would be prudent for
176 the council to receive the proposal as early in the process as possible. Administrator
177 Karlson remarked that staff plans to improve the product that the council receives for
178 review. Staff will do a drill down and then send information to the council around July
179 10.
180
181 Director Cotton asked the council about their priorities. Mayor Reinert recalled the goal
182 setting session and the identified priority to consider amenities for the residents.
183
184 5. 5-Year Street Reconstruction Plan —Community Development Director
185 Grochala noted that staff has published the notice for a public hearing and are currently
186 pulling together the numbers that they will need for the project plans. He reviewed a map
187 showing the streets proposed to be included in a five year plan. He explained the process
188 after the hearing, allowing for a petition, and moving toward the bid process and
189 eventually issuance of bonds.
190
191 Council Member Maher asked if there is any more information on the West Shadow
192 project since the council's last discussion and Director Grochala said no. He reviewed
193 the actual plan, its content and cost projections. The council will be asked to approve
194 the plan and a preliminary approval to bond issuance down the line (although the
195 approval isn't binding on following through with the plan nor issuance of bonds).
196
197 Mayor Reinert asked if there are any issues of concern and Mr. Grochala suggested that
198 he feels the project is of great interest to many residents, especially the sewer element. H
199 added that there could be some challenges with the design and there could be some
20o concern about the price tag. Mr. Grochala explained the process if right of way
201 acquisition needs to move forward.
202
203 6. Outsourcing Review - Mayor Reinert said he'd like for the process to be more
204 routine. He requests a list of all the services the city receives on contract and a process to
205 look regularly at those outsourced services, including a rotation recommendation. It's a
206 good process to keep looking as it keeps the pencil sharpened.
207
208 Council Member Maher asked if there is a way to look at internal services and the value
109 of sending some of those out.
210
211 7. Update on Ace Program — Public Safety Director Swenson briefly explained the
212 program that offers education to improve safety rather than the standard fine system.
213 The incentive for the individual is that the citation doesn't go onto their record. The
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214 programs are highly regulated under state law. He explained the voluntary nature of the
215 program and how information is provided when tickets are issued.
216
217 - There are 189 individuals in program so far this year (down by about 80 from last
218 year this time);
219 - Staff will continue to monitor activity in the program and decide about filling an
220 open CSO position based on activity.
221
222 Mayor Reinert asked if it would be appropriate to allow people to participate more than
223 once and Director Swenson said no because the program is based on a defined option of
224 receiving education once; you wouldn't want a program that enables bad driving without
225 any consequences on record. Chief Swenson added that the program does have some
226 allowance for participation for different offenses.
227
228 Council Member Manthey asked if the fees could be an issue in participation levels and
229 Director Swenson remarked that the feedback received from participants doesn't include
230 cost concerns.
231
232 8. Speed Limit Changes on Main Street — Mayor Reinert noted the number of
233 speed limit changes along the roadway. Some residents have indicated concern about the
234 confusion and if it is done to cause reason for tickets.
235
236 Community Development Director Grochala reviewed a map indicating the actual speed
237 limits on Main Street as well as other major roadways in the area.
238
239 Mayor Reinert said he can see how the changes make sense (schools, roadway changes,
240 etc). He confirmed that the changes are clearly posted wherever they occur.
241
242 9. Winter Parking Restrictions —Mayor Reinert noted that he's heard from
243 residents on this issue many, many times. When there is no snow, no snow in the
244 forecast, and therefore no plans for plowing, they wonder why they get ticketed.
245
246 Public Safety Director Swenson said that regulations could be changed to indicate parking
247 is snow related but he fears that cars will be left when plowing is needed.
248
249 Council Member Kusterman said he likes the idea of giving a warning and doesn't
250 support the removal of restrictions because there will be consequences when you do want
251 to plow. He wonders if the Police Department can handle the calls reporting the use of
252 the street and Director Swenson said he doesn't see it as problematic.
253
254 The council concurred that the current regulations should stand but a warning system
255 should be considered.
256
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CITY COUNCIL WORK SESSION June 59 2017
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257 10. Council Review of Department Directors — Mayor Reinert said he wants this as
258 a casual discussion item. It would be more a means of annual conununication with
259 directors to discuss things that are going well and not. Otherwise the council doesn't
260 have any contact with directors other than occasional interaction with items coming
261 forward.
262
263 Council Member Kusterman said he wouldn't support the direct approach. He expects
264 the City Administrator to handle performance review and that he should come forward
265 with any concerns that reach the council level.
266
267 11. Step Adjustments for New Employees —Administrator Karlson reviewed his
268 written report outlining how the step program works for city employees. There are
269 normally six steps. He explained the benefit of being able to hire at a lower rate. He
270 doesn't want to come to the council continually to discuss individual step amounts. It is
271 also a retention issue.
272
273 Mayor Reinert recalled previous discussions on the matter. While he realizes that there is
274 a probationary period, he wonders why the city uses six steps.
275
276 The city council discussed the automatic nature of the program. They heard about how
277 the process serves the city from Administrator Karlson.
278
279 12. Council Updates on Boards/Commissions, City Council - none.
280
281 13. Monthly Progress Report — Administrator Karlson reviewed his written report.
282
283 14. Review Regular Agenda — The agenda was reviewed and there were no changes.
284
285 The meeting was adjourned at 10:15 p.m.
286
287 These minutes were considered, corrected and approved at the regular Council meeting held on
288 June 26, 2017.
289
290
291
292-
293 ulf e Bartell, City Jerk
294
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