HomeMy WebLinkAbout02-05-2018 Council Work Session MinutesCITY COUNCIL WORK SESSION
APPROVED
February 5, 2018
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : February 5, 2018
5 TIME STARTED 6:00 p.m.
6 TIME ENDED 9:55 p.m.
7 MEMBERS PRESENT Council Member Rafferty, Maher,
8 Manthey, Stoesz 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; Public Services Director Rick DeGardner; City Engineer Diane Hankee.
14
15 1. Rice Lake Elementary School Playground Equipment Project -Public
16 Services Director DeGardner reviewed his written report. He is bringing forward a
17 suggestion from a Planning and Zoning Board member that the City designate $87,500 of
18 park dedication fees from the St. Clair Estates housing project for the Rice Lake
19 Elementary Playground Equipment project. Owreason this would make sense is that the
20 playground is the closest neighborhood park for the new subdivision. He introduced
21 Bryan Carlson, Rice Lake Elementary School principal and two members of the PTO for
22 the school who discussed the need to refurbish the equipment. Mr. Carlson reviewed
23 fundraising ideas, provided an overview of the preliminary ideas for the project and
24 answered the council's questions about the plans. The total cost quoted by Mr. Carlson
25 was $170,000.
26
27 Mayor Reinert noted the down economy in the recent past when the city had to cut back
28 and the council's more recent discussions about establishing a regular funding stream for
29 park work; the cost of this project is large compared to the city's budget. He suggests that
30 the discussion of this specific improvement should be part of the larger assessment of
31 park needs.
32
33 Mr. DeGardner remarked that this project seems like a good opportunity to partner with
34 the school district as well as a good match to serve the St. Clair Estates neighborhood for
35 their park dedication funds. Council Member Manthey asked if staff is thinking that
36 funding for the project should be considered outside or part of the city's parks budget and
37 Mr. DeGardner said, apart from the park dedication funds mentioned, it would be outside
38 the established budget. Council Member Rafferty remarked that he thinks the natural first
39 place to discuss funding for this spot would be with the school district. Mayor Reinert
40 added that he's happy to receive information on this project to use as the council studies
41 the park needs of the whole city.
42
43 The council expressed a desire to look at other options before making a decision and
44 asked staff for an update on Shenandoah Park.
45
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CITY COUNCIL WORK SESSION
APPROVED
February 5, 2018
46 2. Winter Property Land Use, Comp Plan — Community Development Director
47 Grochala reviewed his written staff report that provided a recap of the action of the city's
48 advisory boards and the council's previous review of the property owner's (Mr. Winter)
49 request to change the planning guidance for his property to allow for some residential
50 development. Based on the council's previous direction, Mr. Winter did submit a
51 concept plan. However Mr. Winter's submitted plan does not follow the council's
52 direction on the maximum residential percentage and density.
53
54 Mr. Winter's representative explained that they have submitted a plan developed by
55 Westwood Engineering. He explained why the plan makes sense and is realistic (i.e.
56 road development, flexibility in residential areas) and how the residential percentage in
57 the concept plan is actually in the range of 50%. The concept is to spread out the
58 residential. The representative said this plan is something that will be realistic for the
59 future.
60
61 Mayor Reinert expressed his support for 4-6 units per acre density for the residential
62 element; with that density range he is comfortable with the 50% range for residential use
63 total. He's less interested in calling it mixed use because it's not specific enough.
64 Mayor Reinert said he isn't supportive of an apartment development on the land.
65
66 Mr. Grochala explained that the guidance is provided up front and the council would
67 ultimately be considering approval of a more specific planned unit development proposal.
68 Mr. Grochala asked how much flexibility a developer would have in clustering the
69 density. Council Member Maher suggested the goal is for the Winters to be able to sell
70 their land and for the city to end up with an appropriate development; that the plan she
71 wants to see.
72
73 The council concurred with gung the Winter's property as mixed use with up to 50% of
74 the land designated for residential at 4-6 units per acre.
75
76 3. Water Tower Siting Update — City Engineer Hankee introduced Greg Johnson
77 of WSB and Associates. He reviewed the staff report and the council's past direction to
78 analyze four sites for possible siting of a city water tower and the results of the analysis
79 including the suggestion to add two possible sites. Mr. Johnson responded to the
80 council's questions about: water main locations, sea plane airport location, and concerns
81 about the impact Site Five could have on the improvements already planned in that area.
82 Mr. Johnson recommended that the council consider the additional costs attached to some
83 sites as they consider which site(s) should be further explored. He explained that water
84 towers typically take about two years to design and construct.
85
86 The council expressed concerns on the possibility of building in the middle of a fully
87 developed area, the implications of moving on privately owned land and the
88 unwillingness of the school district to work with the city. The council indicated that their
89 preferred site is Birch Street and Centerville Road which is located on city property and
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CITY COUNCIL WORK SESSION February 5, 2018
APPROVED
90 close to an existing 16-inch trunk water main. The mayor suggested that staff also do
91 some preliminary work on Site Five through working with the property owner.
92
93 5. Target Remodeling Project - Public Safety Director Swenson reviewed his
94 written staff report outlining a situation whereby the remodeling work being done at the
95 Target facility in the city has resulted in complaints due to work being outside the hours
96 allowed in city ordinance. Those complaints were addressed after the Public Safety
97 Department became involved. The contractors for the project are now requesting
98 permission to do work outside allowed hours based on the need to do that work when the
99 store is unoccupied. Director Swenson pointed out the potential options included in the
100 report.
loi
l02 Representatives of Ryan Construction, the contractor, pointed out the safety element
103 involved in using the crane that is required for the work; it cannot be accomplished safety
104 with people in or around the store. They noted the communication they have attempted
105 with the area residents. The contractor representatives said they are open to a schedule
106 anytime when the store is not open. The work needed represents two three hours jobs.
107
108 The mayor suggested that good communication with the residents in the area about this
109 required work would go a long way.
110
111 Director Swenson suggested that staff could draft a resolution for council consideration
112 that includes a requirement to communicate with the residents, allows the work, and
113 provides direction for the public safety department on the matter. The council
114 concurred that they would consider such a resolution at their next regular meeting on
115 February 12, 2018.
116
117 4. White Bear Lake Lawsuit Court Order -Community Development Director
118 Grochala reviewed his written staff report and the outcome of the court action relative to
119 the lawsuit of the White Bear Lake Restoration Association. He reviewed several
120 conditions that are expected to be placed upon certain cities by the DNR relative to Water
121 Appropriation Permits. The mayor expressed concern that the City should be impacted
122 with conditions when it clearly lies downstream from White Bear Lake in the watershed.
123
124 Mr. Grochala outlined the DNR's continuing work to clarify the conditions and explained
125 what staff believes would be the impact and obligations that affect the City should the
126 WBL reach the determined mark. The council heard about the court reviews that are
127 ahead and possible outcomes. The council heard options that staff has identified should
128 conditions come into place. Staff will continue to monitor the situations.
129
130 6. Pavement Management Report — City Engineer Hankee reported on the this
131 document that guides pavement management and how information from that report is
132 used to plan improvements. She reviewed a map of the city with indications of roadway
133 conditions and plans and possibilities to use the information to plan improvements. The
134 identified improvement needs were compared to funding and a resulting timeframe during
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CITY COUNCIL WORK SESSION February 5, 2018
APPROVED
135 which improvements could be completed. Community Development Director Grochala
136 added that staff will continue to review the data and make recommendations on
137 expanding the improvement program as they see that is needed and possible.
138
139 The council will consider accepting the Pavement Management Report and ordering the
140 2018 Mill and Overlay Project at the February 12th Council meeting.
141
142 12. 2018 Parks and Trails Capital Project Update —Public Services Director
143 DeGardner reported that the Park Board had just adjourned their meeting of this evening.
144 The board worked on preparing recommendations for a parks and trails capital project for
145 the city and he has an update for the council. Mr. DeGardner said he anticipates that final
146 recommendations will be presented to the council at the April work session.
147
148 Pat Huelman, Chairman of the Park Board, addressed the council. He explained that the
149 Board was provided with background data by staff on the state of the parks and is
150 working on establishing recommendations on what they see are the priorities for
151 playgrounds, trails, hard surfaces, etc. They want to see where the city's funding will
152 best be spent. At this time, the playgrounds are seen as a high need and they expect to
153 recommend improvements two sites immediately. On the trail side, they have identified
154 a few linkages that need to be filled in and where there are safety concerns. On hard
155 courts, the Board recognizes the loss of a tennis court has impacted one area and they
156 want to find a way that that area can be accommodated in a way that will offer the most
157 use. They are thinking that Sunrise Park improvements are needed and that site would be
158 a good focal point for the city.
159
160 Director DeGardner noted that playground improvements are something that are clearly
161 identified and he'd like to have those in place for summer programming.
162
163 Mayor Reinert offered thanks for the Park Board's work on what is clearly an important
164 area for the city. He noted that he'd also like to see the Board keep conversation going
165 on the city land at Birch and Centerville where park/athletic facilities are a long standing
166 goal; he'd like to see a plan coming forward to keep the idea moving so that the council
167 could possibility consider additional funding for that area.
168
169 Council Member Rafferty brought up Arena Acres where the tennis court was recently
170 removed and he suggested contacting residents in that neighborhood to find out what they
171 want.
172
173 7. Advisory Board Appointments — Administrator Karlson asked the council to
174 establish a time to interview board applicants.
175
176 The council will interview candidates at special sessions set for February 12th and
177 February 26th. Council Member Rafferty indicated that meetings that begin at 5000 p.m.
178 or earlier are a schedule problem for him.
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CITY COUNCIL WORK SESSION
APPROVED
February 5, 2018
179 8. Technology Upgrades — Administration Karlson noted that devices used by the
180 city council (traditionally iPads or Surface Notebooks) has not yet been replaced as is
181 common practice after a municipal election. He explained that Metro iNet does not
182 provide service to the council's devices but they could be covered at an extra cost.
183
184 The council decided to simplify the process by having members purchase their own
185 devices and be reimbursed up to $2,400 over a four-year term or $1,200 for a two-year
186 term for computer -related expenses such as laptops, tablets, software, storage, security
187 and accessories. Finance Director Cotton said it would be handled on an expense
188 reimbursement basis, up to the stated amounts.
189
190 Council Member Stoesz explained the replacement plan used by his employer, US Bank.
191 That information was used to develop the council's final direction. Council Member
192 Stoesz added that he has spoken with Administrator Karlson about the possibility of
193 upgrading the city's website. It thinks that websites should evolve and refreshment is
194 important; the website is an important tool if the goal is to bring a lot more people to city
195 information. He is particularly interested in updating the city's URL. Mayor Reinert
196 said he is hearing that Council Member Stoesz is interested in engaging with his expertise
197 in improvements to the city's technology. Administrator Karlson noted the recent web
198 upgrade and staff s efforts to keep things affordable but up to date. Mayor Reinert asked
199 if Council Member Stoesz could contact the web service directly with his ideas. Mayor
200 Reinert said he likes the idea of a shorter URL and optimization of the website. Council
201 Member Stoesz will come back with his ideas.
202
203 9. Proposals for Civil Legal Services — Mayor Reinert said before he can evaluate
204 proposals in this area, he would like to know what is in place. He'd like to see the current
205 contract.
206
207 The council concurred that they would like more information before considering which
208 firms to interview, including a breakdown of hourly rates or flat fees proposed for all
209, legal work performed by a firm, a copy of the current service contract, and a copy of the
210 last 12 month's billing from the current city attorney. The council will consider the
211 proposals at the March work session.
212
213 10. Public Works Facility Renovation and Expansion —Mayor Reinert asked
214 Public Services Director DeGardner to provide an estimate of how large a building is
215 needed to store the city's vehicles and equipment and to obtain the specifications of
216 Hugo's public works facility as a comparison.
217
218 11. Community Room Expansion and Renvation —Administrator Karlson
219 explained that staff is recommending that the Community Room be upgraded, both in size
220 and with audio/visual equipment. He noted the existence of an elections storage area
221 directly adjacent to the room that could be used for expansion. The mayor said the
222 council should understand costs involved and Mr. Karlson said he is requesting
223 authorization to get an estimate. The mayor suggested a tour of the expansion area.
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CITY COUNCIL WORK SESSION
APPROVED
February 5, 2018
224
225 13. 2018 Capital Equipment Replacement — Finance Director Cotton said staff is
226 providing an update. At the time the budget was adopted, a figure was included for
227 capital equipment replacement. With the removal of the replacement of one vehicle and
228 the determination of actual replacement costs for some other equipment, the amount of
229 the capital budget has come down. Staff proposes to bring the matter forward for
230 approval at the next council meeting.
231
232 Council Member Rafferty said he wants to make sure that departments involved are
233 communicating properly with each other to find out if cross use/after use is appropriate.
234 He doesn't want to see vehicles sold when they could have further use.
235
236 Council Member Stoesz noted a League of Minnesota Cities site that provides
237 information on city debt; Finance Officer Cotton said this area would not be included as
238 the city borrows from itself to finance the program.
239
240 14. Council Updates on Board and Commissions — Mayor Reinert noted that he
241 and Council Member Manthey recently attended the Anoka County Fire Protection
242 Council meeting at which they considered an annual budget (two years in advance) for
243 2019; they plan ahead in case of changes. There was no quorum so action is anticipated
244 at the next meeting.
245
246 15. Monthly Progress Report — Administrator Karlson updated the council on the
247 chambers upgrade project which is close to concluding.
248
249 Review Regular Council Agenda of February 12, 2018 —The agenda was reviewed
250 and there were no changes. The council concurred on the following appointments to the
251 Economic Development Authority (EDA) for 2018: President Michael Manthey; Vice
252 President Melissa Maher; Treasurer Dale Stoesz.
253
254 The meeting was adjourned at 9:55 p.m.
255
256 These minutes were considered, corrected and approved at the regular Council meeting held on
257 February 26, 2018.
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259
260 n
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262 Juli e Bartell, ity Clerk
263
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