HomeMy WebLinkAbout06-06-2011 Council Minutes CITY COUNCIL WORK SESSION June 6, 2011
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : June 6,2011
5 TIME STARTED : 5:30 p.m.
6 TIME ENDED : 9:00 p.m.
7 MEMBERS PRESENT : Councilmember Gallup, O'Donnell,
8 Rafferty,Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
10
11 Staff members present: City Administrator Jeff Karlson; Director of Administration Dan
12 Tesch; Director of Finance Al Rolek, Director of Public Safety John Swenson; Director
13 of Public Services Rick DeGardner; City Engineer Jim Studenski; Director of Community
14 Development Michael Grochala; Economic Development Coordinator Mary Alice
15 Divine; City Planner Jeff Smyser; City Clerk Julie Bartell
16
17 1. 2010 Annual Audit Report—LarsonAllen—Director of Finance Rolek
18 introduced Brady Hoffman of LarsonAllen who reviewed the results of their work on the
19 city's internal audit. (The results are summarized in written form on the record.)
20
21 2. Review of Strategic Planning Meetings (Dave Unmacht) - Mr. Unmacht, who
22 had facilitated the city's recent strategic planning, presented and reviewed a discussion
23 summary from the sessions. The document(on record) summarizes council and staff's
24 discussion about preserving the city's distinctive character, addressing challenges and
25 strategies for moving forward. Details of how goals are to be accomplished is really a
26 process that lies ahead. As a next step, he would envision the document going back to
27 city staff for review and then to the group to finalize action steps. The mayor noted that
28 he envisions a process of moving ahead piece by piece. A council member noted that
29 revenue will be required to get some elements moving and that's a discussion that needs
30 to occur first. Community Development Director Grochala suggested that, in the area of
31 street construction, it would be helpful for the council to receive a run down on the
32 current situation and then develop a strategy based on that. The mayor concurred with
33 such a strategy and asked that staff include recommendations as they come back for a
34 review.
35
36 Mr. Unmacht remarked that there is a need for commitment to follow through and so the
37 council should review the document to ensure they are comfortable with what's included.
38 It's important to keep the plan alive by including the strategies in ongoing work, adding it
39 to agendas and including periodic review. The mayor remarked that there must be
40 expectations: staff to council and council to staff. A council member suggested that the
41 plan be included on the city's website, to engage the public and also to gauge progress.
42
43 Administrator Karlson remarked that the plan comes down to the council's priorities. It
44 is clear that this city's staff has the experience and knowledge to move forward and they
L 45 will need the council's commitment to allow them to move. Mr. Unmacht added that, in
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CITY COUNCIL WORK SESSION June 6, 2011
APPROVED
46 his experience, structure and accountability is what will make things happen. Mr.
47 Karlson added that staff will use the document to make a plan, come back and get council
48 buy in and formulate a process to use the plan regularly.
49
50 3. American Legion Parking—Community Development Director Grochala
51 reported that staff has looked at the suggestion to join the American Legion parking lot
52 with the adjacent Centennial Fire District lot in order to gain needed parking for the
53 Legion. He has presented two options for expansion in his report but noted that neither
54 option appears to add much additional space. It doesn't appear that combining parking
55 will be a good option.
56
57 The council discussed the current situation of the Legion utilizing fire station parking
58 when it is not needed by the department and wondered about the possibility of a simple
59 lease associated with that use. The council directed staff to work with the Centennial
60 Fire District chief on the lease concept, understanding it would have to be very structured.
61
62 4. On-Street Parking Regulations—Community Development Director Grochala
63 explained that staff is responding to the council's request to address on-street parking
64 requirements as they relate to truck and equipment parking. Currently there are no
65 restrictions on such parking except for the city's overall winter parking restrictions and
66 zoning restrictions relating to parking on property. Staff has drafted a proposed
67 amendment to the city code that would prohibit parking of trucks exceeding a specified
Lnd 68 weight as well as trailers, recreational vehicles and boats. The restrictions would apply
69 on all city streets, not just residential.
70
71 The council expressed some concern about the nature of the city and that it may not be
72 appropriate to restrict recreational vehicle and boat parking overall. Police Chief
73 Swenson noted that there will not be a perfect ordinance that addresses all problems
74 without over extending; there has to be an element of common sense used when enforcing
75 restrictions. There is the option of providing a permit(or exemption) from the rules
76 when requested for individual situations. The Chief noted that he is comfortable with the
77 proposed restrictions; whether or not they apply to recreational vehicles is a policy
78 decision for the council.
79
80 The council discussed the proposed restrictions and concurred that they will consider an
81 ordinance that prohibits truck parking (over a certain weight), as well as trailers and
82 recreational vehicles; they would like a waiver process included however. The ordinance
83 should not restrict boat or boat trailer parking.
84
85 6. LMCIT's Liability/Property/Casualty Insurance Program—Finance Director
86 Rolek offered a general explanation of the process used for claims through the League of
87 Minnesota Cities Insurance Trust. The League provides most cities in Minnesota with
88 insurance mainly because it is the most cost effective means. The city provides the
89 League with certain data upon which they determine a risk/premium and a deductible
90 ($1,000 for this city). When damage occurs and a claim is to be made,the city gets a
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CITY COUNCIL WORK SESSION June 6, 2011
APPROVED
91 quote on repair, the repairs are cone and the city seeks reimbursement by the League. The
92 reimbursement process is generally quick and efficient. The program also includes a
93 surplus return element.
94
95 7. Legacy Act Grants—Economic Development Coordinator Divine reviewed her
96 written report that outlines the process and requirements for accessing Legacy Act funds.
97 She reviewed the types of activities that are eligible and amounts available. Most of the
98 funding isn't available for municipal projects but there is a possibility that eventually the
99 city could identify water projects that could qualify at some level.
100
101 Council Member Roeser noted that he had attended a meeting regarding the Legacy
102 Funds and heard about lots of projects that seem to be associated with cities. He will be
103 speaking with and, in some cases meeting with,the state and county elected officials for
104 the area to continue the discussion on how the city may benefit from Legacy Funding.
105
106 Staff will continue to try and work funding into projects.
107
108 8. Local Surface Water Management Plan proposal—Community Development
109 Director Grochala reported that staff has worked further with EOR, Inc. to get the costs
110 down that would be associated with a local water management plan. The city could pull
111 back from some of the planning areas and other components with the understanding that
112 they could well be accomplished further down the line Although there doesn't appear to
113 be an average cost,he has spoken with other cities and found that they are mainly in the
114 same range as what this city is looking at.
115
116 The council will consider the EOR, Inc. proposal at the next council meeting.
117
118 9. Weekly Progress Report—Administrator Karlson reviewed the Weekly Progress
119 Report.
120
121 5. Engineering RFP's - Community Development Director Grochala noted the
122 interview process of the three finalist firms for the engineering contract. Since the
123 council wanted a more direct comparison between the proposed fees, each firm was asked
124 to provide supplemental information. That more detailed information on tasks and
125 personnel had been previously distributed to the council. Each of the three firms is
126 qualified to serve as city engineer for this city. Mr. Grochala stated that he originally had
127 some concern about the retainer package offered by one firm, but he has spoken with
128 other cities they serve and has heard of absolutely no problem with it. He asked the
129 council to consider that the retainer amount would not be the full budget, however, since
130 there would definitely be some services required that are not included in the retainer
131 package.
132
133 Administrator Karlson noted that he has seen use of an in-house engineering technician
134 being a good approach in some other cities and he thinks that may be a consideration for
135 Lino Lakes in the future. The council decision now should be on current needs.
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CITY COUNCIL WORK SESSION June 6, 2011
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136
137 Council Member Rafferty recused himself from the discussion as his work firm has had
138 some preliminary discussions with one of the firms.
139
140 The council concurred that a one year contract would be sought with the WSB firm.
141 Regular Council Agenda—The agenda was reviewed and there were no changes.
142 The meeting was adjourned at 9:00 p.m.
143
144 These minutes were considered, corrected and approved at the regular Council meeting held on
145 June 27, 2011.
146
147
148
1�Q Att.�
150 Julia ne Bartell, City Clerk Jeff ert, Mayor
151
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