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HomeMy WebLinkAbout04-02-2018 Council Work Session MinutesCITY COUNCIL WORK SESSION April 2, 2018 APPROVED 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE : April 2, 2018 5 TIME STARTED : 6:00 p.m. 6 TIME ENDED : 9:05 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 Planner Katie Larsen. 14 15 1. Anoka County Assessor — Preview for Board of Appeal and Equalization — 16 Alex Guggenberger, Anoka County Assessor, and Scott Schutz, Anoka County 17 Residential Appraiser) reported. Mr. Guggenberger first noted the shortened board book 18 provided in the council packet, condensed to make it more usable. He went through the 19 board process, which normally starts with contact from a property tax payer. The 20 information in the board report was reviewed: 21 - residential property added; 22 - quintile map; 23 - values have risen with total valuation about up to the point of decline; 24 - averages compared with other cities in the county; 25 - valuation growth compared to expectations; 26 The board meeting will be held on April 23, 2018 beginning at 6:00 p.m. 27 28 2. Consideration of 2018 Environmental Board Goals — Environmental 29 Coordinator Asleson introduced Environmental Board Member Liz Kaufenberg. Ms. 30 Kaufenberg thanked the council for the city's dedication to environmental goals. She 31 highlighted some of the goals being presented by the Board: 32 33 - curbside foodwaste pickup; 34 - Emerald Ash Borer Implementation Plan; Replacement plan that will include attention 35 to tree variety. Coordinator Asleson added that he is mixing up the replacement trees by 36 neighborhood/street rather than within streets. Staff directed to work with neighborhoods 37 on their goals for replacement; 38 - Continue work on Woolens Park; 39 - Expand intern program to identify trees to be removed; important and can't be done 40 cheaper than with summer interns; 41 - Citywide process to fund wetland banking (mayor questioned if that is environmental or 42 perhaps planning oriented); 43 44 Mayor Reinert remarked that the list of goals seems to be getting expanding each year. 45 He recalls the original charge to the board was to review development plans. He noted CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 46 inclusion of the Green Step program in the list of proposed goals and concerns that it not 47 on his agenda. With all the development considerations, he'd like to see the board 48 focusing on the environmental impact and recommendations regarding those situations. 49 50 Council Member Rafferty asked why the goals have to be a resolution; other advisory 51 boards don't have goals approved by resolution. Mr. Asleson remarked on the history of 52 that process. 53 54 Staff will continue discussion with the Board and return to the council on the matter. 55 56 Council Member Stoesz added that the social media goal should include notation that the 57 media will be through city staff only. He also noted that there is a City social media 58 policy forthcoming that could impact that as well. 59 60 Mayor Reinert added that the council has previously directed staff to put together an 61 overall environmental assessment (inventory) so that staff s work and knowledge is put to 62 writing for the future. 63 64 z, Consideration of 2018 Anoka r,.,,,,.-., n,,,.yeling Agreement-s 65 66 4. Safe Ride Home Program — Director Swenson reviewed his report proposing 67 that the City participate in a program that provides a ride home to impaired individuals 68 requesting the service. This would be a part of the Public Safety Department's efforts to 69 reduce the number of impaired drivers on the community roads. He reviewed the 7o experience and expertise of the firm that would provide the services, Drink & Drive 71 Intelligently. If the City does participate, drinking establishments in the city would be 72 informed. Staff also proposes that a coupon be made available that would reduce the fare 73 by $10 and that cost be funded through the forfeiture budget. The idea of instituting this 74 came out of looking at what's done successfully already to curb impaired driving and 75 thinking about what more could be done. 76 77 No official approval of the council is required but staff is looking for feedback. 78 79 The mayor noted his support for the idea. 80 81 Council Member Stoesz asked how much money is in the forfeiture fund. Director 82 Swenson said about $47,000 currently but there is a lot of in and out. Council Member 83 Stoesz said he'd like any coupon to state clearly that no general fund money is used for 84 the services. 85 86 Council Member Manthey asked if the on -sale businesses in the city have had input and 87 Director Swenson said no. 88 89 Council Member Rafferty asked for more information on liability and if there is a 90 company website. 2 CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 91 92 Council Member Stoesz asked for confirmation that a person who is impaired can legally 93 enter a contract. 94 95 The council concurred that the program should proceed and they would like an update in 96 the future. 97 98 5. Purchasing Card System- Director Cotton reviewed her written report. She 99 has provided detail on the city's current purchasing card program. The program is 100 connected to a contract between the State of Minnesota and US Bank. The user manual 101 for the program was included in her staff report. She pointed out that there are currently 102 eighteen cards utilized for the city. Staff has been made aware of the potential of 103 expanding the program and she remarked that she had emailed more information on the 104 subject. 105 106 Director Cotton discussed risks with the council. Multiple payments is a possibility if an 107 invoice is submitted and the card bill is paid. There is a convenience to having the cards. 108 109 Mayor Reinert asked for a best practices recommendation. Ms. Cotton said this probably 110 is best practice. She added that the cards are held only by employees with purchasing i 1 i authority. 112 113 Council Member Stoesz suggested that there could be an incentive for payment if the card 114 is connected to the individual's credit. Ms. Cotton said the city cannot tie personal 115 liability to an employee under this program. 116 117 Council Member Manthey said in his private sector position he has to provide receipts 118 and doesn't have a card. He's fearful with so many cards out there that are attached to the 119 city there could be some liability to the city (in getting correct purchases and receipts). 120 121 Ms. Cotton stated that she doesn't have a problem with the eighteen persons holding 122 cards. She added that the card balance is paid every month with the receipts in place. 123 124 The council requested that staff continue to review the process and policy for 125 improvement. 126 127 Mayor Reinert remarked, off topic, that automotive parts purchasing sometimes includes 128 rebates or incentives. The city should audit or investigate its operations in regard to that. 129 Council Member Rafferty asked for a future update. 130 131 6. Technology Upgrades — Director Cotton reviewed her written report regarding 132 the council's discussion of the process for replacement of council electronic devices 133 (tablets/laptops). She reviewed the results she gathered from looking at the practices of 134 other cities. The information is provided for council discussion. 135 3 CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 136 Mayor Reinert and Council Member Maher concurred that they thought the council had 137 decided on the $2,400 stipend when this was discussion in February. 138 139 Council Member Manthey suggested that $2,400 would be excessive for his needs. He'd 140 be more comfortable with $1,000 per term. The bottom line is that he's okay with going 141 with less funding. 142 143 Council Member Stoesz noted that enterprise grade equipment is nice (i.e. Surface Pro) 144 and good software can be very helpful in working. Having a number there doesn't mean 145 that it all has to be spent. Director Cotton clarified that there is a need to put the whole 146 amount out as a stipend for accounting purposes. 147 148 There was recognition that everyone may use the equipment differently. 149 150 Mayor Reinert remarked that he sees the number is a little high but he thinks that $500 a 151 year is reasonable. 152 153 Director Cotton remarked that several council members are still within their range of 154 depreciation and would have to sacrifice their current device (for reallocation to staff) in 155 order to purchase anything new. Mayor Reinert pointed out the changes in policy in the 156 past and how needs may change. 157 158 The council concurred on the $500 stipend annually. 159 160 Council Member Stoesz reported on his investigation on website improvement. There 161 are basically two companies. He noted the cost of about $4,000 per year to update the 162 current site. He feels the website should be a priority because it is "the front door" to the 163 City. He suggests a subcommittee that would work on website improvements. 164 165 Mayor Reinert suggested keeping an open mind about companies that could provide 166 services. There are a lot of services out there. 167 168 Administrator Karlson explained his investigation of Council Member Stoesz's 169 suggestion. He has heard about an update by the current contractor that is fairly 170 reasonable in cost and provides better services especially for use by different devices. He 171 can see the benefit to a change. 172 173 Council Member Stoesz would like to take a closer look at the proposal and funding 174 possibilities. 175 176 Council Member Stoesz will work with staff and report back. He will also investigate 177 longer term the idea of making the City email address more compact and usable. 178 179 7. Rice Lake Elementary Playground Equipment Project Follow -Up — Public 180 Services Director DeGardner recalled the council's previous consideration of the matter 4 CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 181 of designating park dedication funds from the St. Clair Estates development. Staff is 182 looking for further direction. 183 184 Mayor Reinert remarked that nearby Shenandoah Park hasn't been updated for many 185 years so there is a need there. He is not in favor of the funds going to the school facilities. 186 As he has mentioned previously, the school district has a huge budget for their facilities. 187 188 Council Member Manthey asked about where the park dedication funds would go if not 189 to the school? Mayor Reinert said it could go toward improvements at Shenandoah Park. 190 191 Jeremy Stimpson, area resident, told the council that many people can't access 192 Shenandoah Park without going across Birch Street. As a parent in the area, he can state 193 that he uses the Rice Lake Elementary facilities. He doesn't believe Shenandoah would 194 serve the St. Clair Estates development very well. He's surprised and maybe 195 disappointed when the same voices that said a new park wasn't needed in his 196 neighborhood (because of the school facilities) now say that the school playground 197 improvements aren't necessary. He sees the benefit of collaboration and getting more by 198 joining resources. 199 200 Mayor Reinert remarked that the school district just spent $44 million on improvements 201 but didn't buy a swingset for this school. 202 203 Council Member Manthey said he isn't comfortable putting that neighborhood's park 204 funds into Shenandoah Park because of access concerns. If there was property within the 205 developing neighborhood, that would be best, but that isn't possible. He realizes that the 206 school has not been helpful to the city but he sees that residents of the area seem to want 207 to use the Rice Lake Elementary facilities. 208 209 Council Member Maher argued that the safety concern is real in her opinion. She 210 doesn't see Shenandoah as a possibility. 211 212 Residents present in the audience explained that they had spoken with the school district 213 board. They heard that there is not funds for park improvements at Rice Lake 214 Elementary school. They spoke about how much the Rice Lake playground facility is 215 used and not just during the school day. They feel improvements would benefit the entire 216 Lino Lakes community. The improvements are not just swing sets but important 217 improvements for accessibility. They hoped this would be a good partnership possibility 218 along with the other partnerships they are seeking. Further the school district did not 219 reach out to them suggesting a collaboration; they actually heard about this from city 220 staff. 221 222 Council Member Stoesz noted a map he has seen that indicates what parks serve what 223 areas. He has seen that Shenandoah serves a great many houses. 224 225 Council Member Manthey remarked that since the funds would come from the St. Clair CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 226 Estates owners, perhaps the funds should go where that neighborhood prefers. 227 228 Council Member Rafferty remarked that the school board needs to open up to hearing this 229 matter. He's not big on the idea unless the school board jumps in. He suggests that 230 residents use the same effort to get the school district to sign on for something. He 231 acknowledges that parents have come and he honors that; parents are speaking for their 232 children. 233 234 Mayor Reinert concurred that, considering the size of the city's budget and the amount 235 that could be spent, it would be a better fit for him if there was funding from the district 236 included. He will reach out to Brian Dietz (School District Superintendent) and seek 237 information on this matter. 238 239 8. Blue Heron Days, Craft Beer Stand at Lino Park — City Clerk Bartell 240 introduced the subject matter and Megan, manager of the Tavern on Main. Megan 241 explained the concept that they have discussed with Brian Hronski, city staff member 242 who organizes the festival. They would add a food and craft beer element to the Lino 243 Park activities. She pointed out that this would be during limited hours with trained staff 244 and it would be an increase in food selection. 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 Council Member Stoesz remarked that something that would bring more persons to the business expo would be good. Public Safety Director Swenson was asked for his opinion. There have been no problems from the event in the park to this point; he doesn't think craft beer is a problem but time of day is important and no excessive noise is crucial. He would be concerned with the addition of too alcohol serving situations. Council Member Manthey recalled his experience with the festival. The park scene is really mostly children. In light he suggests the area of service should be limited. City staff will report back at the next work session with more information on 2018 festival plans and how this new attraction would fit into those plans. 9. Council Updates on Boards/Commissions, City Council — There was no report. 10. Monthly Progress Report- Administrator Karlson reported: - White Bear Lake lawsuit is headed to the Supreme Court; Community Development Director Grochala added information about a bill under consideration by the Legislature that would impact implementation of water restrictions; staff will provide information to the council for individual consideration; - Parks and Trails Management Plan — The council would like an update at the next council work session. rol CITY COUNCIL WORK SESSION APPROVED April 2, 2018 271 272 11. Birch Park Playground Project Proposal — Director DeGardner reported that 273 the Park Board's recommendations for 2018 Parks and Trails capital projects will be 274 provided to the council at next month's work session. Included is a recommendation to 275 utilize parks and trails funds in part for this project. The concept is to relocate the 276 playground area as well as improve the facilities. At this point, staff is recommending a 277 contract (within the NGPA perimeters) to provide design and construction services. 278 279 Mayor Reinert remarked that there's no plan or cost noted. The estimate is $30,000 for 280 incidental (relocation) and $60,000 for playground construction. Mr. DeGardner noted 281 the process proposed through this contractor is newer but it will provide the city with 282 more control of the finished product. This would also be a great opportunity to use the 283 Saddle Club park dedication funds and that will be the recommendation of the Park Board 284 as well. 285 286 Council Member Stoesz confirmed that the design couldn't be used for construction 287 services through another vendor. 288 289 Off topic, Mayor Reinert asked staff to report back on Stoneybrook remaining park funds 290 in conjunction with the concept of adding a parking lot the athletic complex land. 291 Director DeGardner noted that the city's engineering firm is looking at the matter 292 currently and he plans to report that information to the council. 293 294 12. Review Regular Agenda — The agenda was reviewed and there were no changes. 295 296 Item 3A, Consider Increasing Building Inspection Temporary Support Staff Budget — The 297 request is based on the number of permit inspections outstanding as well as permits 298 anticipated. 299 300 Item 6A, Consider Resolution 18-28 Request for an Advance from the Municipal State 301 Aid Street Fund — The city would request its MSA funding (that is already committed to 302 interchange projects) but that is available for advance; those funds would then be held by 303 the city rather than the state (with interest income to the city). 304 305 Item 613, Consider Resolution No. 18-35 Approving Preliminary Plat for Main Street 306 Shoppes 2nd Addition — A new parcel to be platted for a commercial development. 307 Pedestrian connectivity to the existing trail is being called for by staff. 308 309 Item 6C, Consider Resolution No. 18-36 Approving Conditional Use Permits for 310 Contractor Shop and Office for Distinctive Elements Tile & Design (Lot 1, Block 2, 311 Apollo Business Park No. 2) — A proposal to develop a facility for tile and design work. 312 The proposed site was reviewed. 313 314 Item 6D, RCWD Stormwater Remediation Cost Share Grant: i) Consider Resolution No. 315 18-38, Approving Cost Share Agreement with RCWD, LaMotte Neighborhood CITY COUNCIL WORK SESSION April 2, 2018 APPROVED 316 Biofilitration Basin; ii) Consider Resolution No. 18-39, Approving Cost Share 317 Agreement with RCWD, West Shadow Lake Drive Sanitary Extension — This relates to 318 storm water pond improvements and grant funds to be received in conjunction with the 319 road reconstruction projects. 320 321 Item 6E, Consider Resolution No. 18-40, Authorizing Appraisal Report, NE Area 322 Drainage Improvements — The city's engineering firm, WSB & Associates, has proposed 323 to provide these services. This is not a proposal to acquire property but to plan for 324 financing. 325 326 Item 617, Consider Resolution No. 18-41, Approving Escrow Agreement, Individual 327 Subsurface Treatment System Compliance, 465 Ash Street — This is a security to be 328 provided so the city can assist with plans for this property to hook up. 329 330 13. Adjourn 331 332 The meeting was adjourned at 9:05 p.m. 333 334 These minutes were considered, corrected and approved at the regular Council meeting held on 335 April 23, 2018. 336 337 338 330 340 Jurialine Bartell, Cil Clerk 341 8