HomeMy WebLinkAbout03-28-2016 Council PacketEXPANDED AGENDA
CITY COUNCIL AGENDA
Monday, March 28, 2016
***********
6:30 p.m.
(Scheduled to be broadcast on Channel 16)
City Council: Mayor Reinert, Council Members Kusterman, Maher, Manthey and Rafferty
City Administrator: Jeff Karlson
COUNCIL WORK SESSION, 6:00 P.M.
Community Room (not televised)
1. ACE Program Update, Jeff Karlson
2. Review Regular Agenda
CITY COUNCIL MEETING, 6:30 P.M.
Roll Call - Council Members Rafferty, Kusterman, Manthey, Maher, and Mayor
Reinert were present
Pledge of Allegiance
Open Mike / Public Comment - none
Setting the Agenda: Addition or deletion of agenda items
The agenda was approved as presented.
1. CONSENT AGENDA
A) Consideration of Expenditures:
i) March 28, 2016 (Check No. 103357 through 103449) in the
amount of $610,326.24;
ii) Centennial Fire District Expenditures: (Check No. 2016002) in the
amount of $885.14
B) Consider approval of March 7, 2016 Work Session Minutes
C) Consider approval of March 14, 2016 Council Meeting Minutes
Action Taken: Motion by Kusterman, seconded by Maher, to approve
the Consent Agenda, Items 1A though 1C as presented, was adopted
2. FINANCE DEPARTMENT REPORT
No report
3. ADMINISTRATION DEPARTMENT REPORT
No report
4. PUBLIC SAFETY DEPARTMENT REPORT
No report
Council Agenda -2- March 28, 2016
5. PUBLIC SERVICES DEPARTMENT REPORT
No report
6. COMMUNITY DEVELOPMENT REPORT
No report
7. UNFINISHED BUSINESS
None
8. NEW BUSINESS
None
Adjournment
Motion by Rafferty, seconded by Maher, to adjourn at 6:35 p.m.
Following adjournment of the regular meeting, the Council will
reconvene for a closed meeting to discuss labor negotiations.
Community Calendar – A Look Ahead
March 28, 2016 through April 11, 2016
Wednesday, March 30 6:30 pm, Council Chambers Environmental Board
Monday, April 4 6:00 pm, Community Room Council Work Session
Thursday, April 7 8:00 am, Community Room EDAC
Monday, April 11 6:30 pm, Council Chambers City Council Meeting
CITY COUNCIL AGENDA
Monday, March 28, 2016
***********
6:30 p.m.
(Scheduled to be broadcast on Channel 16)
City Council: Mayor Reinert, Council Members Kusterman, Maher, Manthey and
Rafferty
City Administrator: Jeff Karlson
COUNCIL WORK SESSION, 6:00 P.M.
Community Room (not televised)
1. ACE Program Update, Jeff Karlson
2. Review Regular Agenda
CITY COUNCIL MEETING, 6:30 P.M.
Call to Order and Roll Call
Pledge of Allegiance
Open Mike / Public Comment
Setting the Agenda: Addition or deletion of agenda items
1. CONSENT AGENDA
A) Consideration of Expenditures:
i) March 28, 2016 (Check No. 103357 through 103449) in the
amount of $610,326.24;
ii) Centennial Fire District Expenditures: (Check No. 2016002) in the
amount of $885.14
B) Consider approval of March 7, 2016 Work Session Minutes
C) Consider approval of March 14, 2016 Council Meeting Minutes
2. FINANCE DEPARTMENT REPORT
No report
3. ADMINISTRATION DEPARTMENT REPORT
No report
4. PUBLIC SAFETY DEPARTMENT REPORT
No report
5. PUBLIC SERVICES DEPARTMENT REPORT
No report
6. COMMUNITY DEVELOPMENT REPORT
No report
Council Agenda -2- March 28, 2016
7. UNFINISHED BUSINESS
None
8. NEW BUSINESS
None
Adjournment
Following adjournment of the regular meeting, the Council will
reconvene for a closed meeting to discuss labor negotiations.
Community Calendar – A Look Ahead
March 28, 2016 through April 11, 2016
Wednesday, March 30 6:30 pm, Council Chambers Environmental Board
Monday, April 4 6:00 pm, Community Room Council Work Session
Thursday, April 7 8:00 am, Community Room EDAC
Monday, April 11 6:30 pm, Council Chambers City Council Meeting
WS – Item 1
WORK SESSION STAFF REPORT
Work Session Item No. 1
Date: March 28, 2016
To: City Council
From: Jeff Karlson, City Administrator
Re: ACE Program
Background
At the March 7 work session, Public Safety Director Swenson said the department is no
longer able to keep up with the volume of participants in the ACE Program. Director
Swenson laid out three options for addressing the staff shortage created by the increase in
ACE activity. Presently, the City is not accepting anyone who received a speeding ticket,
which significantly reduces the amount of participants in the program.
As Mr. Swenson and Ms. Cotton pointed out in their March 7 memo, the estimated
revenue in the 2016 budget through the ACE Program is $$65,000. Based on the activity
to date, the revenue forecast is about $108,000, which is an increase of $43,000.
One of the options to address the staff shortage is to add one part-time CSO to assist in
the administration of the ACE Program. The cost is $24,884, which includes wages and
benefits.
Requested Council Direction
Staff recommends hiring a part-time to CSO to help administer the ACE Program.
Attachments
March 7, 2016 Memo
Ace Presentation
WS – Item 3
WORK SESSION STAFF REPORT
Work Session Item 3
Date: March 7, 2016
To: City Council
From: Sarah Cotton, Finance Director & John Swenson, Public Safety Director
Re: Achieving Compliance through Education (ACE) Program Staffing
Background
The ACE Program was started in June of 2010, with the goal of making roadways in Lino
Lakes safer. ACE provides individuals who receive a citation for a driving violation, or other
minor law or ordinance violation, the opportunity to take part in an educational program.
This program is administered through the Public Safety Department and is focused on the
violation which the citation was issued for. ACE is a voluntary alternative to going through
the court process or simply paying a fine. ACE is based on the premise that providing
violators with education on the importance of following the laws and ordinances will make
our community roadways safer.
Since July of 2015, there has been a marked increase in the number of ACE participants.
This increase coincides with the deployment of a grant funded traffic safety officer whose
time is dedicated to enhancing traffic safety through community education and enforcement.
Below is a table with a conservative forecast for ACE activity in 2016.
Month ACE Inquires
ACE
Completions
January 102 76
February 104 76
March 42 54
April 82 96
May 93 79
June 169 138
July 189 144
August 106 84
September 78 89
October 101 77
November 107 71
December 122 100
Total 1,295 1084
The increase in the ACE program activity has exceeded the current staffing levels within the
Public Safety Department. As you can see from the table above, the number of ACE
inquiries exceeds the number of individuals that complete the ACE Program. On average, it
takes 24 minutes of staff time to determine if an individual qualifies for the program. It takes
a total of approximately 53 minutes of staff time to get one participant through the entire
ACE process. This equates to 1,041.45 staff hours to administer the ACE program in 2016.
This increased ACE activity has also increased revenues to the City’s General Fund. The
adopted 2016 budget estimated ACE revenues of $65,000. The above forecast for 2016 is
projecting ACE revenues of $108,317, which represents an increase of $43,317 over the 2016
adopted budget.
Given the current staffing levels, the increased demands of the ACE program cannot be
absorbed.
Staff is seeking Council direction on three options for addressing the staffing shortage
created by the increase in ACE activity.
1. Limit participation in ACE to a level which can be accommodated by current staffing
levels.
2. Add one part-time (.5) CSO to administer the ACE program at the forecasted 2016
numbers. This would increase the Public Safety Department staffing by one part-time
CSO at a cost (salary & benefits) of $24,884.
3. Move the ACE Program to City Hall and hire one part-time (.5) Office Tech to
administer the program. This would increase the Administration Department staffing
by one part-time Office Tech at a cost (salary & benefits) of $31,096.
Attached to this staff report is a PowerPoint presentation that was provided to Council on
April 2, 2012. This will provide Council with information regarding a survey of ACE
participants that was conducted. Staff believes the ACE program is a valuable asset in our
efforts to make our community roadways safer, but the increase in service demand for ACE
cannot be absorbed at the current staffing level.
Attachments
Council Work Session 4/2/2012 – ACE Presentation
CENTENNIAL FIRE DISTRICT Check Register - FIRE GL Page: 1
Check Issue Dates: 2/25/2016 - 2/25/2016 Feb 25, 2016 04:25PM
Report Criteria:
Report type: Summary
GL Check Check Vendor Description Check
Period Issue Date Number Number Payee Amount
02/16 02/25/2016 2016002 210300 US BANK VISA-JAN EMS TEST FEES/BAC 885.14
Grand Totals:885.14
M = Manual Check, V = Void Check
CENTENNIAL FIRE DISTRICT Invoice Register - Edit Report Page: 1
Input Dates: 2/24/2016 - 2/25/2016 Feb 25, 2016 04:27PM
Name Vendor Number Invoice Seq Type Description Invoice Date Payment Due Date Total Cost GL Account GL Period
02/25/2016
210300 US BANK
US BANK 210300 022416 1 Invoi VISA-JAN TRAINING 02/24/2016 02/24/2016 20.97 801-42-2210-331 02/16
US BANK 210300 022416 2 Invoi VISA-JAN BATTERIES 02/24/2016 02/24/2016 29.37 801-42-2210-203 02/16
US BANK 210300 022416 3 Invoi VISA-JAN VEHICLE BATTERY 02/24/2016 02/24/2016 124.80 801-42-2210-404 02/16
US BANK 210300 022416 4 Invoi VISA-JAN EMS DUES 02/24/2016 02/24/2016 102.00 801-42-2240-433 02/16
US BANK 210300 022416 5 Invoi VISA-JAN EMS TEST FEES/BAC 02/24/2016 02/24/2016 608.00 801-42-2240-201 02/16
Total 210300 US BANK:885.14
Total 02/25/2016:885.14
2/25/2016 GL Period Summary
GL Period Amount
02/16 885.14
Grand Totals: 885.14
Grand Totals:885.14
Report GL Period Summary
GL Period Amount
02/16 885.14
Grand Totals: 885.14
Vendor number hash: 210300
Vendor number hash - split: 1051500
Total number of invoices: 1
Total number of transactions: 5
Terms Description Invoice Amount Discount Amount Net Invoice Amount
Open Terms 885.14 .00 885.14
Grand Totals: 885.14 .00 885.14
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
1
CITY OF LINO LAKES 1
MINUTES 2
3
DATE : March 7, 2016 4
TIME STARTED : 6:00 p.m. 5
TIME ENDED : 9:15 p.m. 6
MEMBERS PRESENT : Council Member Rafferty, Kusterman, 7
Maher, Manthey and Mayor Reinert 8
MEMBERS ABSENT : None 9
10
11
Staff members present: Community Development Director Michael Grochala; Public 12
Safety Director John Swenson; Finance Director Sarah Cotton; City Engineer Diane 13
Hankee; Environmental Coordinator Marty Asleson; Environmental Intern Aubrey 14
Fonfara; Public Services Director Rick DeGardner; City Clerk Julie Bartell 15
16
1. American Legion Parking – City Engineer Hankee noted that the American 17
Legion has been looking at the possibility of increasing their parking for a few years. In 18
the past they have looked at increasing parking on their property but are now interested in 19
the city property adjacent to the Legion facility on the south. That property is 20
commercially zoned and has a tax valuation. She noted an offer by a developer a few 21
years ago of approximately $800,000 including road improvements. Community 22
Development Director Grochala reviewed commercial land values in the vicinity of the 23
Legion. 24
25
American Legion representatives Henry White and Ken Kennedy explained that it’s clear 26
to the Legion that additional parking is needed. The Legion has been informed that they 27
should work with an engineer to determine their needs and they are in contact with a local 28
engineering firm regarding a half or full acre site. They understand that the city will be 29
seeking an appraisal of the land in question. 30
31
Ms. Hankee clarified that staff is asking the council if they would like staff to get an 32
appraisal done. 33
34
Mayor Reinert asked about the possibility of bonding and assessment as far as financing 35
the purchase of city land. Community Development Director Grochala replied that 36
public bonds are not an option since this would not involve a public improvement. The 37
mayor asked staff to look into different types of bonding or financing that could be 38
helpful to the Legion. 39
40
The Legion representatives, the council and staff discussed the time it would require to 41
achieve an engineer’s review, an appraisal and check on financing. 42
43
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
2
Council Member Maher asked about impact on parking for the community garden and the 44
Legion representatives indicated that many of the gardeners are Legion patrons so they 45
don’t think it would be an issue. 46
47
The council requested that staff continue discussions and sharing of information with the 48
Legion representatives; work session discussions will continue as needed. 49
50
2. Environmental Board Goals – Environmental Coordinator Asleson introduced 51
Environmental Board Chair Steve Heiskary and Board Member John Sullivan. 52
Environmental Intern Aubrey Fonfara was also present. 53
54
Mr. Heiskary reviewed the Board’s goals. They are included in a resolution that will go 55
to the city council. He highlighted certain work that is planned to meet the goals. The 56
council offered comments on some of the goals. 57
58
Earth Day - Mayor Reinert indicated that the council would like the opportunity to 59
promote Earth Day as much as possible. 60
61
Recycling – Mr. Asleson and Ms. Fonfara indicated that the numbers are going up. 62
Organics is an area that is expected to grow a lot. 63
64
Developments – the three goals on development review are supported. 65
66
Emerald Ash Borer – The mayor asked if the disease has been identified within the city 67
and Mr. Asleson said it hasn’t been documented but it is probably here. Staff intends to 68
give the council a detailed update on the matter soon. 69
70
Heron Rookery – Mr. Heiskary noted the recent Saturday event where volunteers joined 71
together (including Environmental Board Members) to do maintenance on Peltier Island 72
to support the rookery project. Mr. Asleson indicated that the population of herons on 73
the island is being maintained. There was discussion about adding a camera to keep an 74
eye on the heron activity. 75
76
Council Member Rafferty complimented the Board on their goal to review developments 77
and the outcome and impact of board recommendations. 78
79
Mayor Reinert thanked the board for their good work. 80
81
3. Achieving Compliance through Education (ACE) Program Staffing – Public 82
Safety Director Swenson reviewed his written report outlining the ACE Program and 83
increases in activity within that program, some of which is tied to having an enforcement 84
officer. As a result of the increase, they are having difficulty keeping up on the 85
administrative end. An additional factor is the loss of a volunteer who was providing 86
regular assistance to the program. Director Swenson reviewed the data included on staff 87
time required per participant, including a forecast of activity for the beginning of this year 88
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
3
which is coming in low based on actual January and February numbers. He reviewed 89
revenue estimates based on the current pace, an increase of $43,000 above what was 90
included in the budget for 2016. 91
92
Director Swenson said that staff is seeking the council’s direction on how to handle the 93
ACE Program administration. One option would be to limit participation to a level that 94
current staff can handle. Another option would be to bring in an additional half-time 95
Community Service Officer (CSO) position. A third option would be to move the 96
administrative function into city hall and staff it with a half-time Office Tech. 97
98
Mayor Reinert indicated his reluctance to bring on permanent staff and asked about the 99
possibility of using volunteer staff. 100
101
The council discussed the types of violations that qualify for the program and Director 102
Swenson reminded them that there is a requirement of no previous violations. The 103
program is voluntary and not promoted by officers. 104
105
Council Member Manthey asked about the possibility of providing the program on-line to 106
save on staff assistance. Deputy Director Swenson indicated that there are outstanding 107
questions at the state level about these type of programs and he believes that having direct 108
staff instruction is an important element. 109
110
The council discussed the process of the ACE Program, from ticket to instruction. They 111
discussed the type of violations that would be turned away if the participation was limited 112
due to lack of staff and heard that the majority of the violations are speeding and traffic 113
signals. They discussed the revenue received by the city for a standard ticket versus an 114
ACE program ticket. 115
116
Mayor Reinert explained that he has supported the program from its implementation 117
through the previous police chief. He believes in offering an alternative like this when a 118
situation arises like a new driver getting a ticket and then having that impact the whole 119
family through raised insurance rates. 120
121
Council Member Kusterman questioned if an administrative person would legally be able 122
to access data to manage the program. Director Swenson explained a process that would 123
allow access to necessary records. 124
125
Council Member Rafferty wondered if administering the ACE Program would be 126
beneficial to a CSO in their training. Director Swenson indicated that it is a good 127
element of a full training program. 128
129
The council asked if Director Swenson has a recommendation. Director Swenson said 130
he would hate to see a reduction in the program because believes in its benefits. Council 131
Member Manthey suggested that there’s a clear benefit to the people served by the 132
program and also to the city. 133
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
4
134
The mayor suggested again that a volunteer be involved and also that staff look at ways to 135
make the program more efficient. Director Swenson explained the need to keep the 136
program legitimate at state level view and the need to use staff. The mayor said he is 137
still looking for ways to deal with the program increases without additional staff (i.e. 138
write a computer program, efficiency through automation) and also his review indicates 139
that there is a quarter percent increase in activity versus a half-time person requested. 140
Director Swenson indicated that he isn’t aware of any automation available; he thinks that 141
adequate staffing is necessary. 142
143
Council Member Rafferty indicated that his preference, if additional staffing is done, 144
would be a half time CSO because of the training it offers. Finance Director Cotton 145
added that bringing the program into the administrative area would require some 146
additional costs in training and logistics. Council Member Manthey suggested that the 147
duties could be divided among all of the city’s CSOs. 148
149
If the council concurs in the option of adding a CSO position, Director Swenson said staff 150
would return to council before hiring. The mayor said he’d like to look at the automation 151
option before bringing on a position; if he’s satisfied that review is complete, he could 152
support the additional position but it would have to be tied to the program staying at a 153
certain level of participation. Director Swenson indicated that, if no additional staffing is 154
authorized presently, the program will have to be scaled back in the meantime because 155
there is not staff to handle the higher level. Council Member Rafferty asked that the 156
council continue to receive information on increases in the program, to see if the 157
estimates are accurate. 158
159
The council will hear back on the matter at the next work session in three weeks. 160
161
4. 35E Distribution Center Project – Community Development Director Grochala 162
updated the council on a preliminary proposal to build a large distribution facility on the 163
I35E corridor (Main Street and Cedar Street). The proposal was reviewed by the 164
Planning and Zoning Board because it includes some trailer storage that isn’t specifically 165
allowed under the city’s zoning code. The Board suggested an amendment to the city 166
regulations that would allow the trailer parking in certain areas only. The overall project 167
is $18 - $22 million in value and would have to include some road construction (21st 168
Avenue). Mr. Grochala said he anticipates that the proposal will include a request for 169
assistance in the form of tax increment financing to the project so general information on 170
that process is included in the written report. He explained the terms of a tax increment 171
economic development district that would apply. He noted that the capture of increased 172
tax increment for project costs includes taxes that would otherwise go to the school 173
district and the county. The developer would have to meet a “but for” test in order to 174
qualify for tax increment financing. 175
176
The mayor asked about transportation and capacity. Community Development Director 177
Grochala explained the daily projection of 40 trucks in and 60 trucks out. As far as 178
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
5
capacity, a transportation study would be a required element of the project review. The 179
roadway would be built for industrial use and the use isn’t particularly unique. Job 180
expectation is at about 120 and, if tax increment is included, there would be wage 181
requirements. The mayor asked about proximity to the NorthPointe Development and 182
Mr. Grochala explained an area of about 300 feet between this project and that housing 183
development; he added that his biggest concern about this proposal is how it would merge 184
with other uses in the area. The mayor asked about what type of development the city 185
could expect at this site and Mr. Grochala said the area has always been guided as 186
industrial but he didn’t necessarily expect a building this size – it is about twice the size 187
of Warehouse Alternatives. 188
189
Mayor Reinert said impact on residents is always his biggest concern but the site is also 190
directly adjacent to the freeway. He’s heard that industrial was expected but perhaps 191
smaller facilities. There will decidedly be a traffic impact. Mr. Grochala said that the 192
traffic question really needs to be evaluated. The council discussed possibilities for 193
screening/berming. Mr. Grochala said he would also urge caution on opening up the 194
window to allowing outdoor storage (such as with trailer trucks); it must be carefully 195
considered. 196
197
Staff reported that they anticipate a fast track schedule will be proposed by the developer. 198
Staff was directed to work on the concept of screening and berming and the best plan 199
possible for the site. 200
201
5. FEMA Flood Plan Update- Community Development Director explained that 202
this project of updating FEMA flood plain maps actually started in 2009. The process 203
has resulted in a lot of calls to city hall from residents experiencing changes that impact 204
their property designation. The city adopted its new flood plain maps in 2015 and staff is 205
still working with WSB on certain elements of the update. Mr. Grochala discussed how 206
the rise in some flood plains impacted areas of the city, including properties adjacent to 207
lakes. There are elevations that are determined by zone only and since mortgage 208
companies are doing more prudent review, there have been lots of communications with 209
property owners about flood insurance. City staff is providing information to residents 210
based on map data available. When the mayor asked what changed that caused the map 211
amendments, Mr. Grochala said it’s basically that more data is available to update maps. 212
He explained that he is still working with the city engineer to get more clarification on the 213
changes and there will be a report to the council from Katy Thompson of WSB. 214
215
Mayor Reinert remarked that there are lots of people concerned about additional costs. 216
Mr. Grochala explained that the situation is based on data and the ability to predict more 217
flooding more accurately. Staff is responding to calls and giving information and 218
possible ways to save on increased costs and they are looking at options to study further if 219
there is possibility of change. It’s important to remember that you don’t necessarily want 220
to tell people they are outside of the flood zone if they are actually in danger of being 221
flooded because then they won’t have insurance. 222
223
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
6
Mayor Reinert asked staff to keep studying the situation. 224
225
6. 2015 Overlay Project Update – Community Development Director Grochala 226
distributed a map of the project. He recalled that there were some extra funds used to 227
build up the size of the project in 2015. That called for phasing a larger project that 228
could grow or shrink based on bid results. As it turned out bids came in that allowed the 229
entire project. One addition to the project was replacement of culverts. After the project 230
began it was determined that there was an underestimation error for bituminous 231
quantities. That raised the cost of the project and the council decided to proceed at the 232
new cost. He reported that the paving element was completed last fall and the final 233
projected cost is now $1,030,000. He noted the situation where a small portion of Cedar 234
Street not located within Lino Lakes was paved and that the City of Hugo ultimately paid 235
for their portion of the road. Through discussions with WSB, they are offering to cover 236
$30,000 of the project cost and have also covered some additional engineering costs. 237
Also, since there were these issues with the project, the process is being fully reviewed by 238
staff and WSB. 239
240
Mayor Reinert explained that WSB is coming forward with an explanation of a “best 241
value program” that the city could look at for future project contracts. The mayor asked 242
that a review of that process be added to the next work session agenda. 243
244
The council discussed specifically the process that caused an underestimation in 245
quantities and how that can be avoided in the future. They also directed staff to get the 246
contractor out to the area as early as possible to work on outstanding items. 247
248
7. Landscaping Plan for Civic Complex Island – Public Services Director 249
DeGardner recalled that the council has in the past expressed a desire to upgrade the 250
landscaping on the island outside the doors to City Hall and last year saw a plan from 251
local landscaper Mary Schmuland who proposed to volunteer her services in planning and 252
planting. He has touched base with Ms. Schmuland this spring and she is ready and able 253
to start on the project. That would involve him ordering plants very soon. 254
255
Mayor Reinert noted plans to bring a veterans’ memorial to the city and the possibility of 256
using the island as its site. Mr. DeGardner said he personally doesn’t see the island as 257
the best spot for that memorial mainly because of its small size and lack of privacy it 258
would provide to memorial visitors. He would suggest rather the Community Green, 259
Lino Park or the new fire station. 260
261
Mayor Reinert spoke about the memorial project noting that perhaps it could be partially 262
funded from the city’s Closed Bond Fund as a one-time expense. What he would prefer 263
would be city funds that would be matched by the community. 264
265
Council Member Maher suggested that a park would seem an appropriate place because it 266
is a gathering place for visitors. 267
268
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
7
Council Member Rafferty noted that his father is designing the memorial and he does 269
need to understand the location for the design process. He doesn’t necessarily agree that 270
the city hall location is a bad one. 271
272
Mr. DeGardner said that staff could hold off on the island landscaping project until 2017 273
if more discussion is needed about identifying a site for the memorial 274
275
Council Member Manthey remarked that putting the memorial at Lino Park could be a 276
part of a larger revitalization of that park. 277
278
Council Member Kusterman remarked that the plans presented for the island are good and 279
he’s reluctant to push the project out farther in time. But he does understand that it must 280
be clear where the memorial will be in order to proceed on the island. There are also two 281
new members on the council who haven’t said they want to spend money upgrading the 282
island. Council Member Manthey said he has read the staff report and can say he 283
supports the island plan. 284
285
The council concurred that staff will wait on ordering plants for the island project; there 286
will be more discussion by the council. 287
288
8. Updates on Boards/Commissions, Mayor and Council Members- 289
290
Council Member Maher noted that there was short meeting of the North Metro 291
Telecommunications Board; CenturyLink will be the subject of the next meeting. 292
293
Community Development Director Grochala announced that the joint meeting with the 294
city advisory boards has been rescheduled to March 23, 2016, 6:00 p.m. at city hall. 295
296
9. Monthly Progress Report- Staff offered updates on various items (since 297
Administrator Karlson was absent): 298
299
- Digital Scanning Project – City Clerk Bartell reported that staff is seeking to use 300
some contingency funds for a project to have a vendor scan the city’s library of 301
building plan documents. Staff has researched the benefit of sending the work out 302
and is recommending that the city go ahead with the project. Community 303
Development Director Grochala added that it will be quicker and more efficient to 304
outsource the scanning of these 10,000+ oversize documents. The council 305
concurred with the staff recommendation and will consider an appropriation at the 306
next council meeting. 307
- White Bear Lake Lawsuit – Community Development Director Grochala updated 308
the council 309
- Polling Place – City Clerk Bartell said she was directed to report back on the 310
possibility of adding a voting precinct to the city. She reviewed the reasons that 311
have been brought forward to add an additional precinct, some considerations to 312
doing so, what type of schedule would be required and updated the council on 313
CITY COUNCIL WORK SESSION March 7, 2016
DRAFT
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communications with possible polling places. Eagle Brook Church was 314
contacted and they are willing to open their doors to polling. Ms. Bartell 315
presented two options for moving forward – one to create a new 8th Precinct in the 316
northeast corner of the city with Eagle Brook Church as the polling place and 317
another option make no changes this year but wait for a year or two to consider 318
the best long term approach. The council expressed concern about changing 319
polling places for what is expected to be a year with a very large turnout as well as 320
other considerations. The council directed staff to make no changes this year. 321
- Process for Approval of Capital Expenditures – Finance Director Cotton noted 322
that staff is providing information on capital expenditures through the council’s 323
weekly update. The mayor suggested that the question remains whether or not 324
the council wants more opportunity to review expenditures such as would be 325
afforded a private business watching the budget throughout the year. 326
327
9. Review Regular Agenda of March 14, 2016 – 328
329
Item 3A- Amendment of Joint Powers Agreement, North Metro Telecommunications 330
Commission’s Authority to Issues Bonds (Postponed by City Council on February 22, 331
2016) – Administrator Karlson was not present to review the JPA changes. The council 332
recalled concerns raised at the council meeting and Mayor Reinert noted his specific 333
concern about removing language that changes the city’s authority. Council Member 334
Manthey noted another change proposed that would make it easier for the city to utilize 335
bond proceeds. 336
337
Item 4B – Director Swenson noted the Police Department has fifteen bikes that are in 338
poor condition. They have followed the legal process to allow disposal of the bikes and 339
would now like to donate them to the Bikes for Kids Program. He noted that, in the 340
future, the department may send bikes to the city’s recycling program that includes a 341
donation element. 342
343
Item 5C – Resolution No. 16-14, Accepting Bid and Awarding Contract for Lino Lakes 344
Fire Station No. 1 Roof Replacement – Director DeGardner noted the process bringing 345
forward staff’s recommendation to approve the low bid of Diverse Construction. 346
347
The meeting was adjourned at 9:15 p.m. 348
349
These minutes were considered, corrected and approved at the regular Council meeting held on 350
March 28, 2016. 351
352
353
354
355
Julianne Bartell, City Clerk Jeff Reinert, Mayor 356
357
358
COUNCIL MINUTES March 14, 2016
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CITY OF LINO LAKES 1
MINUTES 2
3
4
DATE : March 14, 2016 5
TIME STARTED : 6:30 p.m. 6
TIME ENDED : 7:53 p.m. 7
MEMBERS PRESENT : Council Member Rafferty, Kusterman, Maher, 8
Manthey, and Mayor Reinert 9
MEMBERS ABSENT : none 10
11
Staff members present: City Administrator Jeff Karlson; Community Development Director Michael 12
Grochala; City Engineer Diane Hankee; Director of Public Safety John Swenson; Finance Director 13
Sarah Cotton; Environmental Coordinator Marty Asleson; Public Services Director Rick DeGardner; 14
Environmental Intern Aubrey Fonfara; and City Clerk Julie Bartell 15
16
PUBLIC COMMENT 17
18
No one was present to address the council regarding a matter not on the agenda. 19
20
SETTING THE AGENDA 21
22
The agenda was approved as presented. 23
24
CONSENT AGENDA 25
26
Council Member Rafferty moved to approve the Consent Agenda, Items 1A through 1C, with the 27
exception of removing the cost of the Centennial Fire District audit for further review. Council 28
Member Maher seconded the motion. Motion carried unanimously. 29
30
ITEM ACTION 31
32
Consideration of Expenditures: 33
34
March 14, 2016 (Check No. 103264 – 35
103356, $283,517.50 Approved 36
37
Centennial Fire District (Check No. 7334- 38
7337, $7,338.13) Approved 39
40
February 22, 2016 Council Work Session 41
Minutes Approved 42
43
February 22, 2016 City Council Meeting 44
Minutes Approved 45
COUNCIL MINUTES March 14, 2016
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46
47
FINANCE DEPARTMENT REPORT 48
49
2A) Transfer of $15,000 from the 2016 Contingency Fund – Finance Director Cotton reviewed 50
the written request to approve a transfer of funds for a outsource scanning project relating to the city’s 51
building plans. She noted the funds currently available in that account. Council Member Kusterman 52
asked and received assurance that the contingency fund doesn’t have other demands coming down the 53
line. 54
55
Council Member Rafferty moved to approve the transfer of $15,000 to Administration – Contracted 56
Services. Council Member Maher seconded the motion. Motion carried on a voice vote. 57
58
ADMINISTRATION DEPARTMENT REPORT 59
60
3A) Consider Resolution No 16-11, Regarding Amendment of the Amended Joint Powers 61
Agreement for North Metro Telecommunications Commission to Issue Bonds and Use Certain 62
Franchise Fees - Administrator Karlson recalled that the council approved the issuance of G.O. 63
Bonds through the City of Circle Pines that would finance an upgrade in equipment for the Metro 64
Telecommunications group. At that time, an amendment to the Joint Powers Agreement (JPA) was 65
also requested that would change language generally related to bonding authority. The council had 66
some concern about the change in the city’s authority so consideration of the JPA was postponed. 67
Mr. Karlson explained that he brought the matter to the MTN board and they approved amendments 68
noted in the staff report which were reviewed. 69
70
Mayor Reinert explained the benefit of bonding for these improvements through a city rather than the 71
commission. He wants to be cautious in this process as well as for future bonding and the new 72
language makes it clearer the role of a non-elected body in such financing matters. 73
74
Council Member Maher clarified that one change in the agreement relates to modernizing language. 75
76
Council Member Maher moved to approve Resolution No. 16-11 as presented. Council Member 77
Manthey seconded the motion. 78
79
Rafferty noted that he approves the change in generally but still has some concern. He recognizes the 80
need to replace failing equipment but, in regard to his questions, he will take responsibility for 81
gaining the additional information. Currently he will be voting in the negative. 82
83
Mayor Reinert suggested that the council receive a work session update on plans to upgrade 84
equipment at city hall. 85
86
Motion adopted on a voice vote; Council Member Rafferty voted no. 87
88
Item 3B) Consider Appointment of Human Resources Manager - Administrator Karlson reported 89
that the council is being requested to approve hiring of Karissa Henning as Human Resources 90
COUNCIL MINUTES March 14, 2016
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Manager. He reviewed the hiring process and also Ms. Henning’s qualifications. He is 91
recommending Step One as a starting salary. 92
93
Mayor Reinert commented that there were staff reductions a few years ago based on less activity in 94
the city. At that time, the council did eliminate the position that handled human resources 95
responsibilities. Now that activities have increased in the city and there are additional needs and a 96
review of what’s needed to cover that, the council feels this position is needed. In addition the 97
increase in personnel in the Administration Division will actually be only one-half position, based on 98
current levels. Mayor Reinert recognized the need to move the human resources function away from 99
the City Administrator to free him for other projects. 100
101
Council Member Kusterman moved to approve the appointment of Karissa Henning to the position of 102
Human Resources Manager position, effective April 25, 2016. Council Member Maher seconded the 103
motion. 104
105
Council Member Rafferty recalled that the elimination of positions was very difficult although many 106
of the 16 reductions were reached through attrition. It is recognized that positions eventually have to 107
be filled again. 108
109
Motion adopted upon a voice vote. 110
111
PUBLIC SAFETY DEPARTMENT REPORT 112
113
4A) Consider Hiring of Paid On-Call Firefighter – Director Swenson requested that the council 114
approve the hiring of Derek Riley. He reviewed the hiring process and recommendation that brings 115
this name forward. If approved, Mr. Riley will be assigned to Fire Station No. 1, bringing the total 116
for that station to ten paid on-call. He added that the two candidates currently in the background 117
process, if hired, would bring the Fire Station No. 2 total to ten also. 118
119
Council Member Maher asked how many more positions would be filled and Director Swenson 120
explained that the department will be following through with background on the two individuals in 121
the process but applications received after that would go to a waiting list. 122
123
Council Member Kusterman moved to approve the hiring of Derek Riley as recommended. Council 124
Member Manthey seconded the motion. Motion carried on a voice vote. 125
126
4B) Consider Donating Seized Property to Bikes for Kids - Director Swenson explained that the 127
Police Department is requesting authorization to donate several seized bicycles to an organization that 128
will use them for a good cause. State law allows for this donation. The bicycles are not is very good 129
condition but would be repaired and then serve a good purpose. 130
131
Council Member Manthey asked how long the department holds the bikes and Director Swenson said 132
it is typically ninety days, unless they involved in an investigation. Council Member Manthey 133
received assurance that the department does try to locate owners if that is appropriate. Council 134
Member Manthey asked if the concept of a data base to register bikes would be helpful, and Chief 135
COUNCIL MINUTES March 14, 2016
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Swenson said that’s a possibility but it isn’t necessarily something that works without good owner 136
participation. 137
138
Council Member Maher moved to authorize the donation of bikes as recommended. Council Member 139
Rafferty seconded the motion. Motion carried on a voice vote. 140
141
PUBLIC SERVICES DEPARTMENT REPORT 142
143
5A) Consider Resolution No. 16-14, Accepting Bids and Awarding Contract for Lino Lakes 144
Fire Station #1 Roof Replacement - Public Safety Director DeGardner reviewed the written staff 145
report outlining the bid process and ultimate low bidder for the roof replacement project. 146
147
Mayor Reinert confirmed that the current roof actually outlived its life expectancy by ten years. He’s 148
also aware of patching that’s had to be done to deal with issues. 149
150
Council Member Kusterman asked about a warranty and heard that it is 20 years. 151
152
Council Member Manthey said he’s very familiar with the facility and aware that this is a much 153
needed improvement. 154
155
Council Member Rafferty confirmed that the low bidder will be a good contractor. Director 156
DeGardner explained that he has checked references and further explained the involvement of Roof 157
Spec, Inc. in the bidding and contracting process. 158
159
Council Member Maher moved to approve Resolution No. 16-14 as presented. Council Member 160
Manthey seconded the motion. Motion carried on a voice vote. 161
162
COMMUNITY DEVELOPMENT DEPARTMENT REPORT 163
164
6B) Resolution No. 16-16, Approving 2016 Environmental Board Goals - Environmental 165
Coordinator Asleson introduced Environmental Board Chair Steve Heiskary. Mr. Heiskary reviewed 166
the goals (included in the resolution). Environmental Intern Fonfara added comments about the 167
recycling goals for 2016, including improvements planned for the coming year. 168
169
Mayor Reinert noted that the Environmental Board has brought forward an ambitious list once again 170
and he appreciates the work of the group; it is very important to the city. 171
172
Council Member Rafferty requested that the council receive an update on the city’s effort in the area 173
of Emerald Ash Borer. 174
175
Council Member Manthey complimented staff and the Environmental Board on the recycling 176
program. 177
178
Council Member Kusterman moved to approve Resolution No. 16-16 as presented. Council Member 179
Maher seconded the motion. Motion carried on a voice vote. 180
COUNCIL MINUTES March 14, 2016
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181
6A) Resolution No. 16-15, Authorizing Acquisition of Permanent Easement, Well No. 6 182
Pump House Improvements - Community Development Director Grochala explained the request to 183
acquire an easement that will allow for the pump house construction and electrical service. Staff is 184
requesting authorization to make an offer on the property that is needed for this easement. If the 185
offer is accepted, staff would return to the council for final approval. There has been some contact 186
with the property owner and staff will work to address any concerns that arise. Council Member 187
Maher confirmed the location of the easement and how it could impact land use. Mr. Grochala 188
explained how the impact of the easement will be minimized. 189
190
Council Member Kusterman moved to approve Resolution No. 15-16 as presented. Council Member 191
Manthey seconded the motion. Motion adopted on a voice vote. 192
193
6C) Resolution No. 16-17, Accepting 2016 Anoka County Recycling and Recycling 194
Enhancement Grants – Environmental Coordinator Asleson noted increases in the funding available 195
and the city’s program, including organics recycling. 196
197
Council Member Maher moved to approve Resolution No. 16-17 as presented. Council Member 198
Rafferty seconded the motion. Motion carried on a voice vote. 199
200
6D) Resolution No. 16-18, Ordering Project and Authorizing Preparation of Plans and 201
Specifications for the 2016 Mill and Overlay Project- City Engineer Hankee reviewed the written 202
report regarding staff’s proposal for te 2016 mill and overlay program. Recommendations are based 203
on data included in the city’s Pavement Management Plan. She explained the areas of the city that 204
staff recommends for work this year. Based on council approval, staff would be seeking bids for the 205
project. She reviewed the schedule proposed for the project. 206
207
Council Member Kusterman noted the estimates included in the proposal; he is curious about how 208
staff makes those estimates. City Engineer Hankee explained the process and variance in estimates 209
for different roadways. 210
211
Council Member Kusterman moved to approve Resolution No. 16-18 as presented. Council Member 212
Maher seconded the motion. Motion carried on a voice vote. 213
214
UNFINISHED BUSINESS 215
216
There was no Unfinished Business. 217
218
NEW BUSINESS 219
220
Mayor Reinert asked for an update on the 49 Club property. Community Development Director 221
Grochala explained that there are several challenges to the property so it may be best to look at tax 222
increment as a tool. That requires certain scheduling and impact removal of the property. If it 223
continues to move in a positive direction, some progress is possible around late spring. Mayor 224
COUNCIL MINUTES March 14, 2016
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Reinert noted there are options for council intervention but they could impact the schedule; he would 225
request that Mr. Grochala keep the council up to date on the matter. 226
227
COMMUNITY EVENTS 228
229
KNIGHTS OF COLUMBUS FISH DINNER will be held at St. Joseph’s Church on March 18, from 230
5:00 to 7:00 p.m. 231
232
BLUE HERON ELEMENTARY SCHOOL CARNIVAL This event will be held Sat., March 19. 233
234
LINO LAKES ELEMENTARY SCHOOL CARNIVAL This event will be held Saturday, March 19 235
from 11-3. 236
237
MONTHLY RECYCLE DAY will be held at Lino Park (7850 Lake Drive) on Saturday, March 19 238
from 10:00 a.m. to 2:00 p.m. See city website for a list of accepted items. 239
240
PANCAKE BREAKFAST will be held at St. Joseph’s of the Lakes, (7171 Elm Street) on Sunday, 241
March 20 from 9:30 – 11:30 am. 242
243
TURKEY DINNER will be held at Gethsemane United Methodist Church, (7330 Lake Drive) on 244
Sunday, March 20 from 11:45 – 2:00pm. 245
246
FREE – SPRING FLING will be kicking off spring with a special egg hunt. Children 10 and under 247
can participate. Registration is required. The event will be held City Hall Park on Friday, March 25, 248
2016 6:30 – 8:00 p.m. For more information contact Lino Lakes Park & Recreation at 651-982-2440 249
COMMUNITY CALENDAR 250
251
Community Calendar – A Look Ahead 252
March 14, 2016 through March 28, 2016 253
Wednesday, March 23 6:00 pm, Council Chambers Jt. Mtg w/Advisory Bds 254
Monday, March 28 6:00 pm, Community Room Council Work Session 255
Monday, March 28 6:30 pm, Council Chambers City Council Meeting 256
257
ADJOURN 258
259
There being no further business, Council Member Maher moved to adjourn at 7:53 p.m. Council 260
Member Maher seconded the motion. Motion carried unanimously. 261
262
These minutes were considered and approved at the regular Council Meeting, March 28, 2016. 263
264
265
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267
Julianne Bartell, City Clerk Jeff Reinert, Mayor 268