HomeMy WebLinkAbout10-04-2010 Council Minutes CITY COUNCIL WORK SESSION October 4, 2010
APPROVED
CITY OF LINO LAKES
2 MINUTES
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4 DATE : October 4,2010
5 TIME STARTED : 5:35 p.m.
6 TIME ENDED : 7:40 p.m.
7 MEMBERS PRESENT : Councilmember Gallup, O'Donnell,
8 Rafferty,Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
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12 Staff members present: City Administrator Jeff Karlson; Director of Administration Dan
13 Tesch; Community Development Director Mike Grochala; Director of Public Safety Kent
14 Strege; City Engineer Jim Studenski
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16 1. Organizational Review—Administrator Karlson noted his staff report that outlines
17 the possible scope of an organizational assessment,performed internally(with perhaps
18 some outside help down the line) and asked for council questions.
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20 A council member recalled that the city very recently updated employee job descriptions
21 as part of a personnel audit project; that information should be leveraged for the
22 assessment.
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24 When discussing positions in terms of the assessment, Administrator Karlson noted that
25 he sees them in terms of reallocation possibilities for the future. When asked how long
26 an assessment would take, Mr. Karlson suggested probably several months.
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28 The mayor remarked that the information prepared and proposed in the report is a great
29 start. His goal is to find efficiencies and increase productivity with resulting cost savings.
30 Creativity is a great goal and he hopes the process will be an inspiration in that area.
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32 The council discussed if there would be an impact on the coming year's budget and staff
33 structure;they understand that timing must be a consideration since there are unions and
34 contracts involved.
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36 The city administrator will keep the council updated.
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38 2. Public Safety Director Search—City Administrator Karlson noted that the report
39 before the council outlines options and associated steps for permanent filling of the
40 Public Safety Director position. Staff is seeking the council's direction on how they
41 would like to proceed.
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43 The council concurred that the process should move along and on a time line that is clear.
44 They don't see the need to advertise for a long period such as ten or twelve weeks as the
45 word will get out. They prefer a process utilizing internal staff as much as possible.
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CITY COUNCIL WORK SESSION October 4, 2010
APPROVED
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47 Administration Director Tesch confirmed that he will be ensuring that the job description
48 is up to date based on current standards.
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50 Staff directed to begin the search process and to keep the council up to date as it
51 proceeds.
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53 3. Comprehensive Plan Review—Community Development Director Grochala noted
54 that the council has been discussing since August the proposed changes to the City's
55 comprehensive plan(the Plan) update that are included in the staff report. The changes
56 are in the area of growth management and housing. If these changes are approved,he
57 would proceed to prepare concurring amendments to the city's growth management
58 ordinance.
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60 The mayor noted his goal of affecting three areas—pace, quality and density and Mr.
61 Grochala reviewed how the Plan addresses those areas. Regarding density,the Plan
62 includes a cap and is about as skinny as possible. On pace, he noted that the proposed
63 changes, coupled with the staging proposal,provide for land restrictions that will deal
64 with pace. On quality,he noted the inclusion of a resource management plan and
65 environmental requirements.
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67 When asked by a council member how schools fit into planning, Mr. Grochala explained
68 that the school districts received the plan as part of the required review process.
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70 The discussion turned to the affordable housing component of the Plan. Director
71 Grochala noted the changes are included in the staff report(in red)removing some
72 specific comments (that were read). The changes make the intent clear that the city is not
73 guaranteeing construction of units through funding and allowing for more discretion for
74 the city.
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76 The council concurred that they should vote on the Plan by the end of this year but will
77 have more discussion at the next work session.
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79 4. Storm Water Utility Update—Community Development Director Grochala
80 explained that he is providing the council with a budget breakdown relative to a storm
81 water utility. He reviewed the budget line items.
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83 When asked to explain how the cost to individuals goes up if the budget cost is actually
84 going down,Mr. Grochala said that it is based on spreading storm water costs to include a
85 larger base (not just property tax payers) and also basing the charges more on use and/or
86 discharge.
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88 A council member noted that the question is whether these storm water costs should be
89 charged as a user fee. The objections the council has heard seem to envision that a utility
90 would be another fee with no accompanying tax decrease and no cap to prevent a
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• CITY COUNCIL WORK SESSION October 4, 2010
APPROVED
91 spending spree. To calm those fears, the council could: clearly reduce taxes; put a cap on
92 expenses paid through the utility; make the funding a back up for special expenses but
93 with special consideration; and include a sunset provision for the utility.
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95 A council member concurred that a very strict definition of everything attached to the
96 utility would be necessary. It would have to be absolutely clear what the budget includes.
97 He is still looking for a way to make it work, however, because he sees that the city's
98 property tax payers are subsidizing other users(prisons, schools). The concept of
99 supervising the fund and the utility through an advisory board(Environmental Board) is
100 good.
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102 There was a concern voiced that this still appears to be just trading money. More
103 definition of the budget and how funds would be carried forward is absolutely needed.
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105 The council and staff discussed the history of the state allowing cities to establish this
106 type of utility; it was related to the mandates that city must face in the area of water
107 management.
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109 Staff will present more budget details; the council is particularly interested in trackability
110 and accountability in the budget.
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112 5. Set Budget Work Session—The council established that the next budget work
113 session would be held on October 20 at 5:30 p.m. (this date was later changed to October
L 114 21).
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116 6. Odd Year Elections—City Clerk Bartell explained that the concept of the city
117 changing from an odd to even year election cycle for municipal elections is being brought
118 forward at the request of two council members who presented it as an efficiency and cost
119 saving possibility. Of the eighty plus cities in Anoka County, only two cities have their
120 municipal elections in odd years (Lino Lakes and Circle Pines). She explained that the
121 requirement for the current practice of odd-year city elections is included in the city
122 charter so a charter amendment would be required for a change. The process for charter
123 amendments(as set forth by state statute)was reviewed. Ms. Bartell noted the biyearly
124 costs associated with holding an exclusive municipal election; the costs would be saved
125 entirely along with staff's work and time associated with the election process. She also
126 noted that any change to the election cycle would obviously result in an impact to terms
127 of office for the council and mayor positions. It is advisable that any change in terms be
128 determined and included in the enacting ordinance so it is clear up front. Staff is seeking
129 direction from the council on their interest in further discussion or moving forward on a
130 change and, if appropriate, on what type of amendment the council would seek.
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132 The council discussed possible scenarios of enacting a change, including how long a
133 process would take. There was recognition that if the charter commission were to make
134 the recommendation to the council, the process would be shorter and the savings would
135 come quicker. The charter commission meets quarterly and has a meeting in October.
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CITY COUNCIL WORK SESSION October 4, 2010
APPROVED
136 The mayor remarked that municipal officials are at the bottom of the totem pole and the
137 reason he sees for having off year elections is to give necessary attention to local
138 questions. Joining with the larger election world would also mean some loss of the non-
139 partisan nature of the municipal elections perhaps just by association(campaign signs
140 displayed together). He also noted that the savings are not extensive and they are
141 actually saved only biyearly.
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143 Another council member suggested that the concept is worth exploring.
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145 A question was posed by council regarding the city's sign regulations and the previous
146 direction to report on how the regulations should be amended to recognize the longer
147 absentee balloting period. The current regulations do not allow campaign signs to be
148 posted for the full absentee balloting period. Community Development Director
149 Grochala noted that he is working with the city attorney on that issue as well as another
150 constitutional concern about the city's sign regulations; he anticipates bringing forward a
151 change for consideration after the first of the year and in time for next year's election
152 period.
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154 City Clerk Bartell added that there is additionally some language in the city charter that
155 does not correlate with recent election law changes at the state level and staff will be
156 reporting on that soon.
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158 There was concurrence that the discussion on the matter will continue and the council
159 would like to request feedback from the charter commission. Staff should provide to the
160 commission the pros and cons mentioned at this meeting.
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162 7. Council schedule for December—The council elected to hold its December council
163 meetings on December 13 and 20, 2010.
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165 8. Review Regular Agenda—The agenda for the upcoming council meeting was briefly
166 reviewed and no changes were indicated. A council member noted that finances are an
167 important element in the city's business and perhaps the Finance Director could give a
168 regular report. It would be helpful to have financial questions answered for the group
169 rather than to one member after the meeting;the council will speak with the director on
170 the possibility of attending work sessions.
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172 The meeting was adjourned at 7:40 p.m.
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174 These minutes were considered, corrected and approved at the regular Council meeting held on
175 October 25, 2010.
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178 I �� ,J�t
179 . 1., e Bartell, Ci' Cler Jeff 'einert, Mayor
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