HomeMy WebLinkAbout12-05-2011 Council Minutes CITY COUNCIL WORK SESSION December 5,2011
APPROVED
1 CITY OF LINO LAKES
• - 2 MINUTES
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4 DATE : December 5,2011
5 TIME STARTED : 5:30 p.m.
6 TIME ENDED : 8:45 p.m.
7 MEMBERS PRESENT : Council Member Gallup, O'Donnell,
8 Rafferty,Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
10
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12 Staff members present: City Administrator Jeff Karlson; Director of Public Safety John
13 Swenson; City Engineer Jason Wedel; Finance Director Al Rolek; Community
14 Development Director Michael Grochala; Public Services Director Rick DeGardner,
15 Environmental Coordinator Marty Asleson; City Clerk Julie Bartell
16
17 1. Reconstruction of West Shadow Lake Drive—The Mayor noted that he and
18 another council member placed this item on the agenda because they feel the need to keep
19 the conversation going regarding road reconstruction in the city. The topic of this road
20 and its history is one area but also he is interested in talking about the Charter
21 Commission and the possibility of getting something amenable done in that area. The
22 council asked for information on working within the current charter to get this road
23 project on the ballot in the fall and Community Development Director Grochala then
24 reviewed the process including updating the feasibility study, public hearing in July, and
25 election following in November. It was noted that there is a charter amendment under
26 review by the Charter Commission that deals with a timing issue involved with the date
27 for submission of ballot language and the Charter dictated timeframe for public review.
28 Mr. Grochala added that a feasibility study has been done on the Shenendoah area also
29 and staff has also considered bringing forward the LaMotte area. The Mayor wondered
30 if the council would be interested in putting road project(s) on the ballot or putting a
31 charter amendment on ballot.
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33 Pat Smith, West Shadow Lake Drive, remarked that perhaps a different tactic is called for
34 to get road projects done. He suggests changing the focus from single projects to
35 changing control of road work to the council level; that question could be put on the
36 ballot.
37
38 The council then discussed the recommendation of the Citizens Task Force to Review
39 Charter Provisions Pertaining to Public Improvements. Council Member Gallup was the
40 chair of that group and she explained that the amendment proposed by that group
41 generally left the road project discussion within the neighborhood with plenty of
42 opportunities for that discussion. Mr. Grochala recalled that the proposed amendment did
43 remove the citywide referendum but left a lot of neighborhood involvement. Mr.
44 Grochala suggested getting all parties together for explanation and information so that
45 everyone has a common understanding of the situation and from that point coming up
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CITY COUNCIL WORK SESSION December 5,2011
APPROVED
46 with a plan that addresses concerns. Mr. Smith recalled the history of education on this
`"-- 47 topic back in the 1990's and the outcome of continuing dissent by some parties.
48
49 There were various suggestions offered by council members:
50 - Coupling projects throughout the city;
51 - More education with a ballot issue going forward;
52 - Parallel paths with multiple projects to the ballot next fall;
53 - Sending a formal request to the Charter Commission to work with the council in putting
54 together a joint group to work on improvement language;
55 - There are some areas in the improvement process where the city shouldn't be imposing
56 a view; flexibility must be included for those areas;
57 - Since water systems are involved, look for water resource funding through state grants,
58 etc.
59
60 Brian Fossey, West Shadow Lake Drive, added that, as part of reviewing his street
61 project, he recommends that they also look closely at certain design elements that may
62 need to be updated.
63
64 The council directed: 1) Staff to gather history on the road reconstruction issue; 2) Staff
65 to compile information on what projects are out there—where is work most needed; 3)
66 The Charter Commission should be engaged on the possibility of forming a joint group
67 (representatives from the Commission,the council, and citizens); 4) The council will
68 review the citizen task force recommendation. The Mayor suggested that the plan is to
69 have something on the ballot this fall.
70
71 Charter Commissioner Shawn Turcotte and why there is so much focus on West Shadow
72 Lake Drive; he doesn't see it's condition as any worse than other city streets. Also, he
73 wonders why the city isn't doing road maintenance. The Mayor explained that the city
74 engineer has studied the roadway system in the city and developed a technical report
75 indicating roadway conditions and reconstruction needs. The Mayor also discussed the
76 history of the city's road maintenance budget and that it has been increased.
77
78 Other residents indicated that roadway improvement becomes a septic question for some
79 people. The septic systems fail and new systems are needed but rules have changed that
80 make improvements more difficult. That in turn impacts the value and ability to sell the
81 property. It was noted by a resident that whatever course is decided upon, he hopes that
82 the result will be a sustainable one that will continue to serve the city.
83
84 2. Solid Waste—Organized Recycling Discussion—Environment Coordinator Asleson
85 and Community Development Director Grochala presented information on the matter. As
86 noted in the staff letter, the council has not expressed interest in moving to a single hauler
87 system for the city but still wishes to discuss ways to reduce waste truck traffic. Options
88 presented are reducing the number of regular haulers by attrition and/or moving to an
89 organized system for recycling.
90
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CITY COUNCIL WORK SESSION December 5,2011
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91 The Mayor reiterated that he does not support a one hauler concept for the city because it
■-- 92 reduces choice and competition. He is thinking more positively in the area of fringe
93 collections—recycling and yard waste services. He noted that the entire subject is merely
94 a topic of conversation at this point and it does merit that conversation.
95
96 The council directed staff to bring the matter to the city's Environmental Board for their
97 review and recommendation. That discussion can include the idea of reducing regular
98 haulers to three but only through attrition.
99
100 3. 2012 Environmental Board Goals—Environmental Coordinator Marty Asleson
101 introduced Environmental Board member Barbara Bor who reviewed the list of goals for
102 2012 (see staff report for complete list of goals).
103
104 The Mayor suggested that the council get together with the Envirionmental Board for
105 some joint discussion, perhaps to hear about their recommendation on solid waste
106 collection.
107
108 4. 35E Business Area Sign Plan Update—Community Development Director Grochala
109 reviewed a map of current signage. Staff is working with the city's engineering firm,
110 WSB, including their traffic engineers, on the idea of adding more signs and what would
111 be most effective. He noted the blue signs already in place that are business directed and
112 that are paid for by the businesses; increasing that exposure may be a good way to go. As
113 the city looks at increasing signage in the area, it may be an issue to allow signs in the
114 right of way since it could set a precedent for other areas. When a council member
115 mentioned a specific spot where it could seem that you are getting back onto the freeway
116 but you are not, City Engineer Wedel agreed that the signs for that situation are confusing
117 and need work. The Mayor noted that the optimum signage would be above roadway
118 with arrows—very clear and visible. Staff will continue their work.
119
120 5. Advisory Board Appointments- City Clerk Bartell noted that openings on the city's
121 advisory board were advertised and applications received through the month of
122 November. The list of applicants was received by the council. Since there were not
123 enough applications received to fill current openings on the Planning and Zoning Board
124 and the Economic Development Advisory Committee, the council directed staff to reopen
125 the process. When the process is complete, the council will interview new applicants or
126 where there is competition for a position.
127
128 6. Final Review of the 2012 Proposed Budget—Finance Director Rolek noted that the
129 council has received the final draft of the 2012 budget and it includes changes reflecting:
130 receipt of a Citizens Corp Program grant that increases the Police Department's
131 Commmunity Relations Coordinator position; final quotes for employee health coverage;
132 and a reduction in total expenditures in excess of$56,000. One question for the council
133 will be how do they wish to recognize that reduction. Possibilities are to put it into the
134 fund balance, increase the contingency or to lower the tax levy.
135
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136 A council member suggested the possibility of utilizing the funds for new parks and
.... 137 recreation equipment. A council member recommended that the council should have an
138 earlier review of the final budget next year, allowing time for change if that is needed.
139
140 Mr. Rolek added, regarding the 2011 budget, that it will be very close to the approved
141 budget amount, possibly either a little under or over.
142
143 The council directed Mr. Rolek to recognize the $56,000 expenditure reduction as
144 follows:
145 - $25,000 to the 2012 contingency;
146 - $31,000 back into fund reserve.
147
148 7. Technology Upgrades/Computer Purchase Plan-Administrator Karlson remarked
149 that a growing number of councils are moving away from paper to electronic information.
150 He has done some research on options and costs related instituting an electronic council
151 system using equipment such as IPads (he distributed a spreadsheet of information). This
152 is being presented to the council to see if there is interest in further consideration. He
153 understands from talking with other cities who have instituted electronic packets that
154 there is a cost savings; the Finance Officer is in the process of putting together a cost
155 benefit analysis. The Mayor remarked that he personally likes using an IPad and does so
156 for much of his information already; he likes the idea of costs savings and also of having
157 historical data on issues more readily available.
158
159 Administrator Karlson noted that the question of 3G services (at a monthly cost)versus
160 simple use of available broadband would have to be answered. A council member noted
161 that he is particularly interested in the cost benefits and specifically hard cost savings.
162
163 Council Member Elect Stoesz added that a policy on use would be an important element,
164 governing such things as personal use and data practice. He also suggested keeping an
165 eye on latest technology such as "ultra books". He said that he is generally in favor of
166 the idea of going electronic, adding that he thinks wireless would probably be sufficient
167 since there are portable cards that could be shared for other needs.
168
169 The council directed staff to continue their research on moving to electronic council
170 information.
171
172 Regarding the Employee Computer Purchase Program, Administrator Karlson noted that
173 the program that began in the late 1980's was offered by the city to allow employees to
174 purchase home computers through the city's contract that would thereby improve their
175 computer skills. While the program has been inactive for a couple of years, there is
176 interest in reinstating it but at a reduced amount (since the cost of computer equipment is
177 greatly reduced); that would allow more employees to participate also.
178
179 A council member responded that he supports the program but recommends no strict limit
180 on the amount since people have different interests.
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CITY COUNCIL WORK SESSION December 5, 2011
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181
�-' 182 8. City Hall Office Reconfiguration—Administrator Karlson explained his plans to
183 better utilize vacant office space as well as cubicle space at city hall. There is a need to
184 purchase some new office furniture to make the best use of space. The cost would be in
185 the range of$10,000 and could be funded from the current budget. The council
186 concurred with planned changes.
187
188 9. Massage Therapy Licensing—City Clerk Bartell recalled that the council heard from
189 a business owner in the area who came to Open Mike and asked that the council discuss
190 licensing of massage therapy businesses in the city. Some basic research indicates that
191 the state does regulate the activity on a minimal level. Some cities have decided to add
192 regulations to their ordinances, and it seems for safety and law enforcement reasons.
193 Based on this basic research, the clerk is asking if the council would like staff to pursue
194 additional information on this type of licensing. Police Chief Swenson indicated that if
195 there is a prostitution problem in the city, his department would work on that problem at
196 the criminal level so this type of license wouldn't change that approach. He doesn't
197 suspect that those looking to conduct illegal activity would necessarily seek a license but,
198 if licensing is desired, there should be discussion about enforcement/inspections. There is
199 a health aspect also.
200
201 A council member recalled that the individual who came to open mike clearly wanted the
202 council to understand the value of licensing the activity, from a business and community
203 aspect.
204
205 The Mayor suggested that the matter be referred to the Planning and Zoning Board with a
206 suggestion to consider the need for this type of license as well as other business type
207 licenses.
208
209 10. Year End Recognition—The Mayor noted that employees of the city haven't
210 received raises recently and he's had a discussion with the Administrator about a possible
211 monetary bonus to employees to recognize their contributions. Administrator Karlson
212 explained that while a bonus isn't possible, recognition is possible as part of a plan. He
213 has included a resolution in the council packet with information on a proposal to provide
214 a recognition of$200 to employees. He noted an option for employees to avoid the
215 withholding tax and PERA deduction by putting the funds into their health savings
216 account or deferred compensation. The council discussed the possibility of increasing
217 the amount slightly in order that the end result would be closer to the $200 intended.
218
219 Most council members concurred with one member suggesting that he needs additional
220 time to review the idea especially in recognition of the sacrifices that the city taxpayers
221 themselves are facing. The matter will be on the December 12, 2011 council agenda.
222
223 11. Weekly Progress Report—Administrator Karlson reviewed the report. Regarding
224 the Early Childhood/Family Education Center Lease situation, staff noted that efforts are
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CITY COUNCIL WORK SESSION December 5, 2011
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225 underway to fill the space in the future and staff is also wondering about the
'--- 226 appropriateness of placing a sign regarding the property.
227
228 12. Regular Council Agenda—The agenda was reviewed with the following directions.
229
230 Item 4A, Brewery Taproom License—City Clerk asked the council to consider a fee
231 appropriate for this new license. Based on discussion and the information provided on
232 this type of license, the council established a fee of$500.
233
234 The meeting was adjourned at 8:45 p.m.
235
236 These minutes were considered, corrected and approved at the regular Council meeting held on
237 December 12, 2011.
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239
240 � \
24 111111M93112_
242 Juli. e Bartell, City I lerk Jef'Reinert, Mayor
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