HomeMy WebLinkAbout01-05-2015 Council Work Session MinutesCITY COUNCIL WORK SESSION January 5, 2015
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1 CITY OF LINO LAKES
2 MINUTES
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4 DATE : January 5, 2015
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 8:10 p.m.
7 MEMBERS PRESENT : Council Member Stoesz, Kusterman,
8 Rafferty, Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
10
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12 Staff members present: City Administrator Jeff Karlson; Community Development
13 Director Michael Grochala; Finance Director Al Rolek; Public Services Director Rick
14 DeGardner; Public Safety Director John Swenson; City Planner Katie Larsen; City
15 Engineer Diane Hankee; City Clerk Julie Bartell
16
17 1. Final Design of Fire Station at Birch Street and Centerville Road — Public Safety
18 Director Swenson noted the council's decisions on site and scope of a new fire station.
19 Based on discussions and review, staff has worked with CNH Architects to bring forward
20 plans for a final design of the facility. He introduced CNH Architects principal Quinn
21 Hutson who reviewed a PowerPoint presentation (on file) outlining the fire house plans,
22 including exterior, site, floor plan, interior, a cost update and schedule for moving ahead.
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24 Mayor Reinert noted that the project is on the pace needed and expected. He requested
25 that the council receive a copy of the PowerPoint.
26
27 3. Council Meeting with Advisory Boards (from 12/15/14 W.S. discussion) -
28 Administrator Karlson reviewed the openings on the city's advisory boards; the process
29 of filling vacancies and considering reappointments occurs every year. The council
30 previously established a time to interview candidates and staff would like further
31 direction as to whom the council will interview (i.e. new applicants, all applicants
32 including incumbents)?
33
34 The council concurred that they will interview three applicants, namely those for the
35 Environmental Board. Staff will schedule the interviews for January 12, 2015 beginning
36 at 5:30 p.m.
37
38 4. 2015 Capital Equipment Replacement Schedule- Finance Director Rolek reviewed
39 the proposed capital equipment list. The council heard from Public Safety Director
40 Swenson about emergency siren needs.
41
42 Mr. Rolek explained that the Equipment Certificates to purchase items on the "A" list
43 will be brought to the council for consideration in the near future. The council discussed
44 the amount of capital authorization in 2014, how new fire equipment impacts the 2015
45 numbers and the need to keep on track for city equipment. Public Services Director
CITY COUNCIL WORK SESSION January 5, 2015
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46 DeGardner explained that the city will either trade in or auction old equipment in order to
47 get the best value.
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49 Finance Director Rolek then reviewed the proposed fire department capital purchases.
50 Public Safety Director Swenson added that the department is receiving some assets as a
51 result of the split from the Centennial Fire District and have identified what will be
52 needed in addition to those items. He noted that the city has submitted a grant application
53 to FEMA requesting funding for the purchase of fire apparatus/gear; receipt of the grant is
54 an unknown so the city must plan funding in case it isn't received. Mr. Rolek also
55 explained that the financing is internal so it can be adjusted depending on changes in
56 what is spent.
57
58 2. NE Drainage Area Study Update - Community Development Director Grochala
59 reviewed the history of the council's consideration of how to address drainage in the NE
60 area of the city. Staff has been working with the city's engineering firm, WSB and the
61 area watershed district to develop options for drainage and will now receive an overview
62 from WSB staff Pete Willenbring.
63
64 Mr. Willenbring reviewed the problems:
65 - Ditches in place do not handle much;
66 - One area is landlocked;
67 - Must deal with increased discharged downstream.
68
69 Mr. Willenbring distributed a map outlining the idea of installing a large capacity line to
70 handle drainage. An important element of the project would be to determine alignment;
71 any study and modeling need to be clear about impacts such as environmental. He is
72 working with the watershed district on those details. He noted that the model, he
73 believes, demonstrates that Peltier Lake will not be impacted and it will be important to
74 show no impact to water quality. Since the watershed would like to see the drainage
75 solution limit the volume of water moved, they will also be looking at irrigation options
76 along the route. The council's consideration now is relative to the need for the system.
77 There are property owner considerations as well as work ahead with developers who
78 could possibly be building in the area. The mayor suggested the city will need a
79 statement of need and a defensible solution for what is being recommended; he asked
80 about the AUAR for the area. Mr. Grochala said it basically calls for expansion of
81 drainage systems but the storm water rules have changed somewhat. Council Member
82 Roeser offered funding ideas: water/land banking; grant funding (Legacy?).
83
84 Mr. Willenbring clarified that staff is looking for concept approval from the council and
85 from the watershed. Mr. Grochala added that eventually a feasibility study will be
86 needed.
87
88 The council also heard from Bruce Miller (area developer) who said his group has worked
89 on addressing storm water elements in the past, received instructions from the watershed
90 district, but ultimately couldn't do what they said. As a result they had to develop an
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91 irrigation solution using land that should be developed. In light, he suggests that the
92 drainage issues for the area need to be addressed. Mr. Grochala added that another
93 impacted developer, Mattamy, is facing a similar situation. If the watershed is
94 comfortable, that allows for a game plan to move forward. Mayor Reinert suggested
95 that the city needs to work with landowners and he'd like the council to be kept up to date
96 as information becomes available.
97
98 5. City Auditor Discussion- Finance Director Rolek indicated there is no written staff
99 report on this matter. He understands that the council is requesting information the city's
100 contract for auditing services. He explained that the city's current auditor,
101 CliftonLarsonAllen LLP, has been providing services to the city for 16 years. Three
102 years previous the city did issue an RFP and ended up staying with that company. He
103 suggests that it would be appropriate to do an RFP again, if the council wishes, but he
104 would advise waiting until after the 2014 audit is complete. As far as best practice for
105 audit services, the GFOA (Government Finance Officers Association) calls for a contract
106 of at least five years because a level of continuity is important.
107
108 Mayor Reinert indicated that he and Council Member Stoesz requested this discussion.
109 They believe it is good to look at options once in a while.
110
111 Council Member Kusterman remarked that it's really about relationships, method and
112 quality. He doesn't think that a change is necessarily needed since there can be a cost
113 involved. When the mayor asked if there is ever a good reason to change, Council
114 Member Kusterman said that would probably be to get a better deal but you have to
115 weigh that with the possibility of losing people that you trust. Council Member Rafferty
116 recalled that when the city looked at RFPs for city engineering services, interested
117 companies actually came in and met with the council. Finance Director Rolek added that
118 staffs perspective on the matter is that they don't have a bias; while they have a good
119 relationship with the current provider, there is also no concern about looking at an RFP.
120
121 The council concurred that they'd like the city to have a policy on looking at outside
122 providers on a regular basis and that would be any professional contracts. The City
123 Administrator was directed to bring forward a policy for council consideration.
124
125 6. Charter Commission — 2014 Budget Request- Administrator Karlson reviewed his
126 staff report that outlines 2014 actions on the Commission's budget and the current request
127 of the Commission for additional funds to pay an outstanding legal bill. He has reviewed
128 their budget and what they had to spend and suggested to them that they use their 2015
129 budget to cover the outstanding balance. The Mayor recalled that the council did
130 authorize additional funds for the Commission in 2014 but, in the end, didn't get a
131 recommendation on the proposed amendments; he concurs that they should pay from their
132 2015 budget. Council Member Roeser expressed concern about the request and past
133 overspending.
134
135 There was no additional funding authorized for the Charter Commission.
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136
137 7. Schedule Dates for Strategic Planning Meetings- Mayor Reinert recalled the
138 council's past efforts in this area; he's seen good results and supports setting up a
139 meeting. Administrator Karlson said he'll look at setting up a couple of evening
140 sessions and asked that council members let him know about dates they would not be
141 available.
142
143 Not on Printed Agenda — Updates
144
145 Police Sergeants Labor Contract—Administrator Karlson reported that this union
146 group has rejected the city's proposed contract and have requested mediation.
147
148 He will update the council soon on negotiations with the AFSCME union.
149
150 Legacy Grants- Mayor Reinert indicated that these state funds may be a source of
151 funding for certain efforts in the city. He recommends that the discussion continue so
152 that proposals can be submitted for legislative consideration. Council Member Roeser
153 added his support to the concept, noting that Senator Chamberlin and Representative
154 Runbeck are interested in discussing possibilities; he's interested in park development,
155 water projects and trail connections (to new park and ride). Mayor Reinert asked that
156 council members forward any ideas to him.
157
158 Boat Race- Regarding the council's recent discussions about having a speed boat
159 race/show as part of Blue Heron Days, a communication was received indicating issues
160 with Anoka County permission for lake use. Public Services Director DeGardner was
161 asked to report on the possibility of a boat show and he indicated he will continue to work
162 with the organizations that would sponsor such events and will update the council as
163 information is available. On the boat races, the mayor asked if there could be some
164 consideration of another time (other than the Blue Heron Days weekend) but Mr.
165 DeGardner said that a boat race after the park closes for the year would be of little interest
166 to the organizers.
167
168 Regular Agenda of January 12, 2015
169
170 Item 3A — Cable TV Franchise Agreement — Administration Karlson explained that
171 North Metro Telecommunications Commission (NMTC) and their legal staff have been
172 working with Comcast on a change of franchise ownership and an extension of the
173 franchise term. Basically a reorganization is occurring and there will be a new provider
174 and with that an extension of the franchise has been negotiated that includes certain
175 conditions. He can report that the proposal is good for the NMTC and the cities they
176 serve. The NMTC attorney involved in the negotiations will be at the council meeting.
177 Council Member Stoesz noted that he is the city's representative on NMTC and has
178 followed this matter; he is comfortable with what the city will receive as result of the
179 conditions; he noted that there may be some impact on email addresses.
180
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181 3B — Annual Appointments- The council reviewed the list, concurred with continuing
182 the appointments as noted but with the following changes:
183
184 Acting Mayor — Rob Rafferty;
185 Anoka County Fire Protection Council (new) — Jeff Reinert; Bill Kusterman (alternate);
186 John Swenson (staff representative)
187
188 The council requests that Anoka Co./Blaine Airport Advisory Commission representative
189 Dean Quimby provide an update to the council.
190
191 6A — Plans and Specifications for Fire Station- Community Development Director
192 Grochala indicated that the plans and specs are still being finalized and will be provided
193 to the council in a Friday update.
194
195 6B — Plans and Specifications for the 2015 Street Reconstruction Project -
196 Community Development Director Grochala indicated that staff is also finalizing this
197 report. There was a neighborhood meeting held and information responding to questions
198 from that is being developed and will be posted on the Website. All of the comments
199 received through the meeting process will be reviewed.
200
201 Economic Development Authority (EDA) Annual Meeting- Officers of the Authority
202 will remain the same.
203
204 The meeting was adjourned at 8:10 p.m.
205
206 These minutes were considered, corrected and approved at the regular Council meeting held on
207 January 26, 2015.
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209
210
211.
212 Julia 'ne Bartell, Ci ny Cle
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