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HomeMy WebLinkAbout04-09-2018 Council Meeting Minutes1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 COUNCIL MINUTES April 9, 2018 APPROVED DATE TIME STARTED TIME ENDED MEMBERS PRESENT MEMBERS ABSENT CITY OF LINO LAKES MINUTES : April 9, 2018 . 6:30 p.m. . 7:45 p.m. : Council Member Rafferty, Maher, Stoesz and Mayor Reinert : Council Member Manthey Staff members present: City Administrator Jeff Karlson; Community Development Director Michael Grochala; Finance Director Sarah Cotton; Human Resources Manager Karissa Bartholomew; City Engineer Diane Hankee; City Planner Katie Larsen; Public Services Director Rick DeGardner; Director of Public Safety John Swenson; and City Clerk Julie Bartell PUBLIC COMMENT No one was present to address the council regarding a matter not on the agenda. SETTING THE AGENDA The agenda was approved as presented. CONSENT AGENDA Council Member Stoesz moved to approve the Consent Agenda, Items 1 A through 1 D, as presented. Council Member Maher seconded the motion. Motion carried on a voice vote. ITEM ACTION Consideration of Expenditures: April 9, 2018 (Check No. 107902 — 107979, $161,703.43) Approved Consider Resolution No. 18-37, Extension of Time for Recording Final Plat of SS Properties Addn Approved March 26, 2018 Work Session Minutes Approved March 26, 2018 City Council Meeting Minutes Approved FINANCE DEPARTMENT REPORT 1 COUNCIL MINUTES April 9, 2018 APPROVED 45 3A) Accounting Clerk/Utility Billing Position — Finance Director Cotton reviewed her written 46 report outlining an open Accounting Clerk/Utility Billing position and the duties assigned to it. The 47 matter of filling this position is before the council as requested. 48 49 Mayor Reinert noted that discussion on this position may have been more appropriate at the work 50 session but it is on the council agenda along with two other positions being filled. He asked the 51 administrator to review all. 52 53 Administrator Karlson explained that there is a need to fill the Utility Billing position as soon as 54 possible so he added the matter to the council agenda rather than the work session. There is an 55 urgency since the Finance Officer is filling in and she has other pressing duties. 56 57 Council Member Stoesz remarked that the report indicates that the City is understaffed in the duties. 58 Perhaps the process (utility bills) could be streamlined; maybe outsourcing parts of it should be 59 considered. He also wonders if moving to a monthly cycle would be possible because that would 60 better serve the customers. He would like to see if the position could be restructured. 61 62 Council Member Rafferty noted the other personnel (hiring) items on the agenda. It seems that more 63 discussion is merited and a work session environment would be best. While he sees there is a closing 64 date for this position, it may be that the hiring process can wait for further discussion. The council 65 wants to fully understand the situation. 66 67 Mayor Reinert said the situation could possibly have been brought to the council in a proactive 68 manner rather than the reactive way it is coming forward now. Administrator Karlson remarked that 69 that would be a change from the established process. Mayor Reinert responded that it could just be a 70 matter of the council receiving information before the request to hire comes forward. 71 72 Council Member Rafferty concurred that it could be a matter of communication. There are position 73 changes and the council may need a better understanding. 74 75 Council Member Maher asked if there are questions about the matter at hand, the Utility Billing 76 Clerk. Mayor Reinert said the question has been raised of possible outsourcing and questions like 77 that should be discussed. 78 79 Director Cotton expressed her feeling of urgency to have the position filled or move in another 80 direction. She is spending her time doing the duties of the job and she has other work to do. Mayor 81 Reinert explained that the council is reasonably asking for more information on these actions of 82 filling positions. Director Cotton said she did include information in two weekly updates. 83 84 Council Member Stoesz moved to look at seeing if the City can offer our residents a monthly utility 85 bill and what would need to change to make that happen, including outsourcing if necessary. 86 87 Mayor Reinert suggested that Council Member Stoesz should work with staff on the matter. He 88 recognizes that there is a sense of urgency on staff s part to move forward so the timeline of reporting 89 at the next work session would be appropriate. 2 COUNCIL MINUTES April 9, 2018 APPROVED 90 91 Mayor Reinert suggested that the Administrator add to his progress report information on 92 employment changes. 93 94 Council Member Rafferty seconded the motion. Motion carried on a voice vote. Council Member 95 Maher voted no. 96 97 ADMINISTRATION DEPARTMENT REPORT 98 99 3A) Consider Increasing the Building Inspection Temporary Support Staff Budget — Human 100 Resources Manager Bartholomew reviewed the written report. An additional temporary position is 101 being requested based on outstanding and anticipated permit inspection needs. 102 103 Council Member Rafferty moved to approve the filling of the temporary position as recommended. 104 Council Member Maher seconded the motion. Motion carried on a voice vote. 105 106 3B) Consider Appointment of Utilities Maintenance Worker — Human Resources Manager 107 Bartholomew reviewed her written report recommending the hiring of Tim Paulno. She reviewed the 108 applicant's qualifications and professional accredidations. The hourly rate of pay was reviewed as 109 well as the proposed starting date. 110 111 Director DeGardner was asked to review the position. He explained that the addition of this position 112 has been considered by staff for three or four years and now it has reached a point where day to day 113 responsibilities require this addition. The position was discussed as part of the 2018 budget and the 114 position was authorized. He mentioned the pending retirement of the Utility Supervisor that could 115 also have an impact how this division will be able to perform necessary functions. 116 117 Council Member Rafferty reiterated that it would be helpful to have more information ahead of the 118 hiring action being requested. 119 120 Council Member Maher moved to approve the hiring of Tim Paulno as recommended. Council 121 Member Stoesz seconded the motion. Motion carried on a voice vote. 122 123 3C) Consider Appointment of Administrative Assistant — Human Resources Manager 124 Bartholomew asked that the council approve the hiring of Kellie Smith. She explained how the 125 position became open, the candidate's qualifications, the proposed salary step and hiring date. 126 127 Council Member Rafferty moved to approve the hiring of Kellie Smith as recommended. Council 128 Member Maher seconded the motion. Motion carried on a voice vote. 129 130 PUBLIC SAFETY DEPARTMENT REPORT 131 132 There was no report from the Public Safety Department. 133 134 3 COUNCIL MINUTES April 9, 2018 APPROVED 135 PUBLIC SERVICES DEPARTMENT REPORT 136 137 5A) Consider Resolution 18-42 Approving Contract with Northland Recreation Inc. for 138 Birch Park Playground Equipment — Public Services Director DeGardner read his written staff 139 report. Staff is requesting approval of a contract so that this playground project can proceed in 2018. 140 He noted the project will be included in the parks and capital projects recommendations that are 141 forthcoming from the City's Park Board. He reviewed the need for new equipment and sensibility of 142 anew location within the park. Mr .DeGardner also reviewed the proposal to utilize the National 143 Joint Powers Alliance contracting process. 144 145 Council Member Stoesz asked what would happen to the old equipment and Mr. DeGardner said it 146 would be salvaged after having a reuse specialist look at it and hearing that it has no value. It will be 147 scrapped for materials value. Council Member Stoesz asked how staff anticipates the local residents 148 around the park will respond. Mr. DeGardner said he feels the residents are looking forward to the 149 improvement and he anticipates the contractor will provide more of a hands-on approach. 150 151 Council Member Rafferty recalled early discussions on park improvements and his discussion on 152 updating. At one point there was something called a Big Foot sled purchased and he wonders where 153 that was placed. Mr. DeGardner explained that that equipment was bought with insurance claim 154 funds and he wasn't able to name the location. Council Member Rafferty asked how the Birch Park 155 new equipment will compare to the equipment installed at NorthPointe and Director DeGardner said 156 it will be very similar in size and cost. 157 158 Council Member Rafferty moved to approve Resolution No. 18-42 as presented. Council Member 159 Stoesz seconded the motion. Motion carried on a voice vote. 160 161 COMMUNITY DEVELOPMENT DEPARTMENT REPORT 162 163 6A) Consider Resolution 18-28 Request for an Advance from the Municipal State Aid Street 164 Fun — City Engineer Hankee explained that staff is recommending that the City seek an advance of state 165 aid funding. The funds would be received and held for interest by the City. The funds are mainly 166 already commited to projects generally debt service is payable on an annual basis. 167 168 Mayor Reinert suggested that the council would benefit from receiving more information on for what 169 and how these funds are pledged or not. He directed staff to report at the May work session. 170 171 Council Member Rafferty moved to approve Resolution No. 18-28 as presented. Council Member 172 Stoesz seconded the motion. Motion carried on a voice vote 173 174 6B) Consider Resolution No. 18-35 Approving Preliminary Plat for Main Street Shoppes 2°d 175 Addition — City Planner Larsen reviewed a PowerPoint presentation regarding the project, including 176 information on: 177 - Site location map; 178 - Zoning implications 179 - Suggested preliminary plat revision, including staff s recommended changes; 4 COUNCIL MINUTES April 9, 2018 APPROVED 180 - Site plan review; 181 - Exterior Elevations; 182 - Resolution containing findings of fact on the preliminary plat; 183 - Planning & Zoning Board review. 184 185 Mayor Reinert asked if staff knows who will be coming in. Staff and the developer said they do not. 186 The mayor asked if there is any activity on the neighboring lots and staff said no. 187 188 Council Member Stoesz noted that the applicant brought up a common sense concern that it's 189 premature to add the sidewalk given the amount of foot traffic at the area. He asked for 190 enlightenment on staff's recommendation regarding that matter. Ms. Larsen explained that further 191 discussion with the applicant has brought forward the current sidewalk recommendation that she 192 believes is a compromise that is acceptable and appropriate. 193 194 Council Member Stoesz moved to approve Resolution No. 18-35 as presented. Council Member 195 Maher seconded the motion. Motion carried on a voice vote 196 197 6C) Consider Resolution No. 18-36 Approving Conditional Use Permits for Contractor Shop 198 and Office for Distinctive Elements Tile & Design (Lot 1, Block 2, Apollo Business Park No. 2) — 199 City Planner Larsen reviewed a PowerPoint presentation including: 200 - Background on applicant and construction proposal; 201 - Aerial map location; 202 - Zoning implications; 203 - Site Plan review; 204 - Exterior Elevation; 205 - Resolution request; 206 - Planning & Zoning Board review. 207 208 Council Member Stoesz said he looked at the property and sees that it could be challenging to 209 develop it. He is glad there is a good proposal. 210 211 Council Member Stoesz moved to approve Resolution No. 18-36 as presented. Council Member 212 Maher seconded the motion. Motion carried on a voice vote. 213 214 6D) RCWD Stormwater Remediation Cost Share Grant: i. Consider Resolution No. 18-38, 215 Approving Cost Share Agreement with RCWD, LaMotte Neighborhood Biofilitration Basin; ii. 216 Consider Resolution No. 18-39, Approving Cost Share Agreement with RCWD, West Shadow 217 Lake Drive Sanitary Extension — Community Development Director Grochala explained that as part 218 of preparing for upcoming improvement projects in the LaMotte and West Shadow Lake areas, the 219 City applied for grant funding and has received two awards, one for each of the planned project areas. 220 An agreement with the watershed district would be appropriate and is being presented for approval to 221 the council. He briefly updated the council on the progress of the LaMotte and West Shadow 222 projects. 223 5 COUNCIL MINUTES April 9, 2018 APPROVED 224 Council Member Stoesz moved to approve Resolution No. 18-38 and Resolution No. 18-39 as 225 presented. Council Member Maher seconded the motion. Motion carried on a voice vote. 226 227 6E) Consider Resolution No. 18-40, Authorizing Appraisal Report, NE Area Drainage 228 Improvements — Community Development Director Grochala reviewed the written report, noting 229 that the process that has occurred to date related to these drainage improvements. He briefly 230 reviewed the area of the drainage project and the project elements. The city's engineering consultant, 231 WSB & Associates, is providing an estimate to provide appraisal and land acquisition data for Phase 232 One of the project. If approved, the contract would be funded through the City's Surface Water 233 Management Fund. 234 235 Council Member Stoesz asked if this would be an all gravity system with no lift stations? Mr. 236 Grochala said it would be completely gravity. Council Member Stoesz also noted language in the 237 report indicating that property owners will be brought into the process so Mr. Grochala explained how 238 WSB will include that work in their activity. 239 240 Mayor Reinert asked for the big picture on the project and Director Grochala reviewed the work 241 planned now and in the future. Much of the work is linked to forthcoming development activity. 242 Mayor Reinert asked if there is a sense of urgency and Mr. Grochala noted the Lennar development, 243 area residents, and commercial addresses that are interested. He also reviewed how the cost of the 244 project will be one hundred percent recouped by the city. 245 246 Council Member Maher moved to approve Resolution No. 18-40 as presented. Council Member 247 Steosz seconded the motion. Motion carried on a voice vote; Council Member Rafferty abstained. 248 249 6F) Consider Resolution No. 18-41, Approving Escrow Agreement, Individual Subsurface 250 Treatment System Compliance, 465 Ash Street — City Engineer Hankee reviewed her written 251 report. The resident of this property is seeking connection to municipal utility services and since the 252 City doesn't have such in the area, a connection to the Shoreview system is recommended. This 253 action would approve an agreement with the property owner relative to the project. Council Member 254 Stoesz asked how soon a building permit could be issued after this action and staff said the escrow is 255 in place so that there should be no delay. 256 257 Council Member Rafferty asked, for the record, if this is a fixer upper and the resident clarified that 258 this is his prime residence. 259 260 Council Member Maher moved to approve Resolution No. 18-41 as presented. Council Member 261 Stoesz seconded the motion. Motion carried on a voice vote 262 263 UNFINISHED BUSINESS 264 265 There was no Unfinished Business. 266 267 268 6 COUNCIL MINUTES April 9, 2018 APPROVED 269 NEW BUSINESS 270 271 There was no New Business. 272 273 COMMUNITY EVENTS 274 275 MONTHLY RECYCLE DAY will be held at Lino Park (7850 Lake Drive) on Saturday, April 21 276 from 10:00 a.m. to 2:00 p.m. Please see the city website for updated pricing. 277 278 EARTH DAY CELEBRRATION Earth Day will be celebrated in Lino Lakes the morning of 279 Saturday, April 21. Volunteers are needed to help with related projects. Volunteers will receive a gift 280 for helping. If you interested, please call Sayard Schultz at 651-982-2423. 281 282 The Wargo Nature Center Main Event is held from 12:30 — 3:00. Includes climbing wall, bouncy 283 house, popcorn, informational tables, Healthy Living, Organics, etc. 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 COMMUNITY CALENDAR Community Calendar —A Look Ahead April 9, 2018 through April 23, 2018 - Wednesday, April 11 6:30 pm, Council Chambers Planning & Zoning -- Thursday, April 12 6:30 pm, Community Room Charter Commission Monday, April 16 6:00 pm, Community Room Special Council Session (Atty) Monday, April 23 5:30 pm, Council Work Session Community Room Monday, April 23 6:00 pm, Council Chamber Board of Appeal Monday, April 23 6:30 pm, Council Chambers City Council Meeting ADJOURN There being no further business, the council adjourned at 7:45 p.m. Motion carried on a voice vote. These minutes were considered and approved at the regular Council Meeting, April 23, 2018. 302 303 304 305- 306 Julia &Bartell, City Cle 307 Jeff 7