HomeMy WebLinkAbout05-14-2018 Council Work Session MinutesCOUNCIL MINUTES
APPROVED
May 14, 2018
1 CITY OF LINO LAKES
2 MINUTES
3
4
5 DATE May 14, 2018
6 TIME STARTED 6*30 p.m.
7 TIME ENDED 8*45 p.m.
8 MEMBERS PRESENT Council Member Rafferty, Maher,
9 Manthey, Stoesz and Mayor Reinert
io MEMBERS ABSENT
11
12 Staff members present: Finance Director Sarah Cotton; Community Development Director Michael
13 Grochala; Environmental Coordinator Marty Asleson; City Engineer Diane Hankee; City Planner
14 Katie Larsen; Director of Public Safety John Swenson; Human Resources Manager Karissa
15 Bartholomew; and City Clerk Julie Bartell
16
17 PUBLIC COMMENT
18
19 No one was present to address the council regarding a matter not on the agenda.
20
21 SETTING THE AGENDA
22
23 The agenda was approved as presented.
24
25 SPECIAL REPORT
26 Forest Lake Superintendent Steve Massey presented on the Forest Lake School District 831's
27 construction projects and leN referendum. He introduced Lino Lakes Elementary Principal Ron
28 Burris. Their PowerPoint presentation included the following topics:
29 - Update on construction activities (Lino Lakes Elementary);
30 - Residents approved $143 million referendum to improve facilities;
31 - Students participating in design process;
32 - Before/after overhead photos of school;
33 - Shots of interior demolition;
34 - Air Conditioning improvements;
35 - All grades have been toured with construction site manager;
36 - Features of common area;
37 - How outdoor space will be utilized;
38 Council Member Stoesz asked about pedestrian movement. Superintendent Massey said
39 conversations are on going about how pedestrians will best be traveling across the street; it will be an
40 important decision. He added that the City's planning staff has been instrumental in the early stages
41 of the project in assisting with design elements.
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May 1492018
43 Superintendent Massey added that their STEM program is intentional and, in regard to the project,
44 some of the engineering systems will be open so that the students can see the workings.
45
46 Council Member Rafferty thanked the representatives for the presentation; the pride and ownership in
47 the project is evident and great to see.
48
49 CONSENT AGENDA
50
51 Council Member Stoesz moved to approve the Consent Agenda, Items I through 11, except Item 1E,
52 as presented. Council Member Maher seconded the motion. Motion carried on a voice vote.
53
54 Council Member Stoesz moved to approve Consent Agenda Item 1 E as presented. Council Member
55 Rafferty seconded the motion. Motion carried on a voice vote. Council Member Manthey abstained
56 from voting.
57
58 ITEM ACTION
59
60 Consideration of Expenditures:
61
62 May 14, 2018 (Check No. 108051 —
6 3 108117, $231,584.29) Approved
64
65 April 23, 2018 Work Session Minutes Approved
66 April 23, 2018 Council Minutes Approved
67 April 23, 2018 Board of Review Minutes Approved
68 April 9, 2018 Minutes (Attorney Interview) Approved
69 April 16, 2018 Minutes (Attorney Interviews) Approved
70 Consider approval of Resolution No. 18-54, Premise
71 Permit for Forest Lake Area Athletic Association to
72 conduct lawful gambling at Liquor Barrel Liquor Store Approved
73 Consider approval of Resolution No. 18-59, Approving
74 a Peddler License for Edward Jones Financial —
75 Daniel Chrzanowski Approved
76 Consider Approval of Resolution No. 18-62, Application
77 for Temporary On -Sale Liquor License and Exempt
78 Gambling Permit for and for Lino Lakes Lions Club Approved
79
8o FINANCE DEPARTMENT REPORT
81
82 There was no report from the Finance Department.
83
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May 14, 2018
84 ADMINISTRATION DEPARTMENT REPORT
85 3A) Consider Resolution 18-58, Supporting Financial Contributions to School Districts for
86 Playground Structures — Mayor Reinert explained that he has worked with School District
87 Superintendnet Dietz (SD 12) regarding the replacement of play structure at Rice Lake Elementary.
88 Funding was sought from the City but the mayor said he needed to learn more because the City's
89 budget is much smaller than the school district. After gaining knowledge about the district's inability
90 to fund the structures, he was able to come up with a solution whereby the school district contributes
91 an amount and the City would match that by 50%. He also feels that this solution for 2018 could
92 represent a good policy for future consideration of these funding decisions. The resolution represents
93 the funding commitment now and a policy for the future. He added that the council was able to
94 allocate funding in this year's budget for park improvements (for the first time in a while due to
95 economic realities).
96
97 Council Member Rafferty asked if the policy would apply to the Forest Lake District and Mayor
98 Reinert explained that the resolution is written to allow for funding to any school district in Lino
99 Lakes but only for a facility that is located in the City.
loo Council Member Rafferty asked if there is a limit to what would be considered and Mayor Reinert
101 said the limit is $20,000 per year.
102 Council Member Manthey suggested that he feels somewhat rushed on the question. He feels the
103 council should have the opportunity for more discussion.
104 Council Member Manthey moved to postpone the Resolution.
105 Mayor Reinert suggested that there was adequate time to discuss the matter.
106 Council Member Rafferty seconded the motion. He feels there was discussion but if a member of
107 body wants more time, he can support a delay.
108 Council Member Manthey further explained his outstanding questions. He would have preferred for
109 all council members to be a part of the conversation with the school superintendent.
110
Council Member Rafferty said he's not opposed to having more discussion but he is appreciative of
111 the mayor taking the initiative to meet and work out a policy. He is comfortable with the policy as
112 presented but he is open to more discussion if a council member feels that is needed.
113 Mayor Reinert added that he is prepared to move forward.
114 Council Member Manthey said he'd prefer to have more time.
115 Council Member Maher said she completely understands Council Member Manthey's request and
116 will support the motion for more discussion even though she personally doesn't need additional
117 discussion to support the resolution.
118 Council Member Manthey asked the mayor if the matter is time sensitive. Mayor Reinert said that
119 there are people who'd like to see it go forward.
120 Motion to postpone failed on a voice vote.
121 Council Member Stoesz moved to approve Resolution No. 18-58 as presented. Council Member
122 Maher seconded the motion.
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: COUNCIL MINUTES May 14, 2018
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123 Council Member Manthey argued that his request for additional discussion conflicts with other items
124 held back.
125 Council Member Rafferty asked Superintendent Massey (SD 831) to weigh in on the school district
126 process. Mr. Massey stated that something like a funding decision that isn't included in the budget
127 could take some process. He added that any time the schools can partner with the City, it's a winner.
128 Motion carried on a voice vote; Council Member Maher abstained; Council Member Manthey voted
129 no.
130 3B) Consider Resolution 18-60, Authorizing Execution of Engagement Letter for Legal
131 Services — Finance Director Cotton reviewed the written report outlining the process of requesting
132 proposals and interviewing proposers for the city's civil legal service provider.
133 Council Member Stoesz asked how services will be overlapped and Ms. Cotton suggested the legal
134 matters at hand would probably be handled individually, and stay with the current provider if that is
135 necessary. Staff will be communicating with the currrent attorney based on the action of the counccl.
136 Council Member Manthey said he will be voting no on the matter. The proposals came back with
137 with dollar amounts attached and the current provider is lower than the proposed firm. He hasn't
138 been convinced that the City needs to spend more on these services. Mayor Reinert said he's
139 experienced the services of both firms and his experience is that the proposed firm provides better
140 services. The mayor noted that the membership of the firm proposed is actually made up of the best
141 attorneys who left the current firm so he sees that the quality is there and his experience supports that.
142 Council Member Maher noted that the City is legally bound to take low bids. She feels the current
143 firm has served the City well and she can't support the extra taxpayer funds involved in the change.
144 She doesn't agree with changing at this time and particularly not with the firm proposed.
145 Council Member Manthey suggested that it is necessary to show in an accountable way that a low
146 bidder should not be selected. He has difficulty seeing that proven in this instance.
147 Council Member Rafferty recalled a good interaction very early on in his position on the council with
148 Attorney Jay Squires. He noted the educational component that the Rupp firm is offering, a
149 opportunity that was not available with the current firm. He feels change is a good thing sometimes.
150 Mayor Reinert concurred. He suggests that a workshop with the council be scheduled as soon as
151 possible.
152 Council Member Stoesz remarked that he spoke with Mr. Squires and feels comfortable that another
153 valuable component he is offering is innovation that could result in savings.
154 Council Member Manthey suggested that the teaching sessions wouldn't make up for the increase in
155 daily costs.
156 Council Member Rafferty moved to approve Resolution No. 18-60 as presented. Council Member
157 Stoesz seconded the motion. Motion carried on a voice vote; Council Members Maher and Manthey
158 voted no.
159 3C) Consider Approving Appointment of Police Sergeant —Human Resources Manager
16o Bartholomew reviewed the request of staff to appointment Curt Boehme to the position of Sargeant.
161 This position is open due to the promotion of William Owens to the position of Captain. Ms.
162 Bartholomew reviewed Mr. Boehme's experience and qualifications for the position.
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163 Council Member Rafferty moved to approve the appointment of Curt Boehme as Police Sergeant as
164 recommended. Council Member Maher seconded the motion. Motion carried on a voice vote.
165
166 31)) Consider V Reading of Ordinance No. 0448, Amending Chapter 301 of the City Code
167 relating to Public Parks and Grounds, providing an exception to alcohol restriction for
168 community festival — City Clerk Bartell explained that the city's annual festival, Blue Heron Days,
169 will be held on August 17 and 18, this year. Many of the festival activities take place at Lino Park. A
170 local restaurant is interested in offering food and craft beer at the park during the festival. In order for
171 the council to consider an application for this type of activity, a change to city regulations would be
172 required. Mr. Bartell noted that Ordinance No. 0448 would add language to allow intoxicating
173 beverages at a City park but only during the community festival and only when the council approves a
174 specific event by resolution. The resolution process would allow the city to impose conditions as
175 appropriate.
176
177 Mayor Reinert asked if perhaps the council would prefer to limit the opportunity to just beer
178 considering the family nature of the community festival. City Clerk Bartell suggested that there could
179 be complications with state statute as far as the definition of intoxicating liquors but she will
180 investigate the possibility.
181
182 Council Member Manthey confirmed that the city council will have the opportunity to consider
183 individual event requests and attached conditions, etc.
184
185 Council Member Stoesz noted that he had spoken to staff before the meeting on the matter of
186 removing the word "picnic" from the ordinance language. He feels that would be a good change.
187
188 Council Member Stoesz moved to approve the lst Reading of Ordinance No. 04-18 as amended to
189 remove the work "picnic". Council Member Maher seconded the motion.
190
191 Council Member Rafferty confirmed that the language in the code that allows for consumption fo 3.2
192 beverages wouldn't work for the community festival. City Clerk Bartell explained that, yes, 3.2
193 consumption is currently allowed under code but only is designated picnic area and she added that the
194 current proposal involves craft beer and that would most like never be 3.2 percent alcohol.
195
196 It was also confirmed that any event coming forward would have to be approved by resolution of the
197 council, based on the council concurring with the details of that specific event.
198
199 Motion carried on a voice vote.
200
201 PUBLIC SAFETY DEPARTMENT REPORT
202 There was no report from the Public Safety Department.
203
204 PUBLIC SERVICES DEPARTMENT REPORT
205 There was no report from the Public Services Department.
206
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May 14, 2018
207 COMMUNITY DEVELOPMENT DEPARTMENT REPORT
208
209 6A) NorthPointe 7th Addition: i. Consider Resolution No. 18-49 Approving Final at, ii.
210 Consider Resolution No. 18-50 Approving Development Agreement; ill. Consider Resolution No.
211 18-51 Approving Public Improvement Surety Agreement — City Planner Larsen reviewed the writtem
212 staff report, presenting by PowerPoint the following information:
213 - Land Use Application includes 28 lots and 1 outlot;
214 - Site location and plat maps;
215 - The project is consistent and compliant with city regulations;
216 - This is the final of seven phases;
217 - Street and sidewalk implications;
218 - Drainage and utility easement;
219 - Public land dedication;
220 - Planning and Zoning Board and staff recommendation for approval.
221 Council Member Stoesz asked if the lateral water construction is best done now or later. City Engineer
222 Hankee said it is beneficial to do the work now.
223
224 Council Member Rafferty remarked, to developer Mr. Olson, that he is thankful that the park is going in
225 with the development.
226 Council Member Stoesz clarified that the staff report is incorrect in the amount of dedication. Staff
227 confirmed that it would be corrected.
228 Council Member Stoesz moved to approve Resolution No. 1849, No. 18-50 and No. 18-51 as presented.
229 Council Member Manthey seconded the motion. Motion carried on a voice vote.
230 613) Public Hearing: Consider Ordinance No. 0348, Vacating Drainage and Utility Easement
231 Outlot B of NorthPointe 5t'' Addition —City Engineer Hankee reviewed the written report and schedule
232 going forward.
233 Mayor Reinert opened the public hearing.
234 There being no one present wishing to speak, the public hearing was closed.
235 Council Member Maher moved to approve the I" Reading of Ordinance No. 03-18 as presented.
236 Council Member Rafferty seconded the motion. Motion carried on a voice vote.
237 6C) Love to Grow On (6499 Lakota Trail) — i. Consider Resolution No. 1846 Approving
238 Conditional Use Permit for a Commercial Day Care Facility;Consider Resolution No. 18-47
239 Approving Variances; iii. Consider Resolution No. 1848 Approving Parking Deferment
240 Agreement — City Planner Larsen reviewed the project details:
241 - Background on project (requesting variance, conditional use permit and parking deferment);
242 - Original and Revised Site Plan;
243 - Storm Water Management Plan;
May 14, 2018
244 - Parking requirements and proposed deferment agreement;
245 - Traffic information;
246 - Exterior elevations and color pallete;
247 - Findings of Facts (including in resolution);
248 - Variances proposed (setback on from roadway & parking lot setback);
249 - Planning & Zoning Board recommendation to approve.
250 Mayor Reinert remarked that the parking deferment seems appropriate in this situation and can be pulled
251 back if that is ever needed.
252 Council Member Stoesz asked about staff s work on parking calculations and Ms. Larsen explained that
253 there are staff conversations underway and the council will be updated when that is appropriate.
254 Council Member Rafferty moved to approve Resolution No. 1846, No. 1847 and No. 1848 as
255 presented. Council Member Stoesz seconded the motion. Motion carried on a voice vote.
256 6D) Century Farm North — i. Consider Resolution No. 17-97 Approving 4th Amendment to
257 PUD Development Stage Plan/Preliminary Plat; ii. Consider Resolution No. 17-98 Approving
258 PUD Final Plan/Final Plat for Century Farm North 7th Addition; ill. Consider Resolution No. 17-
259 99 Approving Development Agreement — City Planner Larsen reviewed the project using a PowerPoint
260 presentation including information on:
261 - Background, project historically; this would be the final plat;
262 - Aerial Map including plat;
263 - Original PUD;
264 - Analysis of how this plat fits into original plans (density same);
265 - Zoning requirements;
266 - Preliminary and final plat;
267 - Public land dedication and sidewalks;
268 - Planning and Zoning Board and staff recommendation.
269 City Planner asked that the council delete the sidewalk component. On a map, she showed an area of
270 sidewalk proposed and noted that the HOA has indicated that they do not want to take on any more
271 sidewalk. Technically the sidewalk would be on HOA land.
272 Developer Gary Uhde explained that he's worked with the HOA on the matter and he can report that it's
273 their opinion that they do not want the sidewalk put in. The sidewalk would be on their land and so it
274 cannot be done without their permission.
275 Mayor Reinert suggested that the matter be left to the HOA's perogative; he'd like the decision, either
276 way, to be their own.
277 Council Member Rafferty asked if there is a way to refocus the funds from the unwanted sidewalk to
278 something like the trail project that the neighborhood wants.
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APPROVED
May 14, 2018
279 Community Development Director Grochala explained now the funds could possibly be redirected. The
280 amount involved was estimated at $5,000 per side.
281 Council Member Manthey suggested that the funds involved should probably be dedicated through the
282 City to ensure the final use.
283 Council Member Rafferty moved to approve Resolution No. 17-97, No. 17-98 and No. 17-99, with the
284 understanding that funds for the sidewalks being eliminated be placed in escrow for use in development
285 of pedestrian and bicycle facilities within the development. Council Member Maher seconded the
286 motion. Motion carried on a voice vote.
287 6E) Consider Resolution No. 18-52, Rejecting Bids for 2018 LaMotte Area Street and Utility
288 Project — City Engineer Hankee explained that bids received on this project were well above the
289 estimated cost. She explained what the bidders have identified as areas that would increase their costs
290 as well as timing impacts. In regard to those areas, staff will work to mitigate the factors related to the
291 increase and is proposing to rebid after that time.
292 Mayor Reinert said it's a shame because the road work is really needed, but he understands the situation
293 and asks that the residents be kept informed.
294 Council Member Manthey moved to approve Resolution No. 18-52 as presented. Council Member
295 Stoesz seconded the motion. Motion carried on a voice vote.
296 6F) Consider Resolution No. 18-55 ,Accepting 2018 Anoka County Recycling Grants —
297 Environmental Coordinator Asleson explained that the receipt of grant funds from Anoka County is an
298 annual event, albeit coming forward later this year. He reported on the City's proposed budget for use
299 of the grant funds, if they are accepted by the council.
300 Council Member Rafferty asked how the City has fared in the past; Mr. Asleson said the City receives
301 additional funds as recycling increases and those efforts have proven effective bringing more grant funds.
302 Council Member Stoesz asked for the original source of the grant funds and was informed that the origin
303 is state and federal funds.
304 Council Member Manthey moved to approve Resolution No. 18-55 as presented. Council Member
305 Maher seconded the motion. Motion carried on a voice vote.
306 6G) Consider Resolution No. 18-56, Approving Request for Extension of Time to Complete
307 Comprehensive Plan Decennial Update —Community Development Director Grochala noted that the
308 City is in the process of updating the Comp Plan and there is a timeframe attached to that. He explained
309 the outstanding matters that will require additional time and will prevent the city from reaching the
310 deadline. He reviewed the timeline proposed that would bring the Plan to completion by the end of
311 2019. The resolution will make the appropriate request to the Metropolitan Council.
312 Council Member Maher moved to approve Resolution No. 18-56 as presented. Council Member
313 Rafferty seconded the motion. Motion carried on a voice vote.
314 611) Consider Resolution No. 18-57, Approving Change Order No. 1, 2018 Mill and Overlay
315 Project — City Engineer Hankee reviewed the change order proposed to this year's Mill and Overlay
316 project. She reported that a favorable bid on the project allows staff to come forward at this time to
317 recommend the addition of more roadway to this year's program. She reviewed the area that would be
318 added. She explained how residents will be notified of the work coming on their roadway.
COUNCIL MINUTES
APPROVED
N1ay 14, 2018
319 Council Member Maher moved to approve Resolution No. 18-57 as presented. Council Member
32o Rafferty seconded the motion. Motion carried on a voice vote.
321 6I) Consider Resolution No. 18-63, Approving the 2018 Environmental Board Goals —
322 Environmental Coordinator Asleson explained that the resolution provides for the council to accept the
323 goals of the Environmental Board. The goals give focus to the work of the Board and staff serving it.
324 He clarified that the requested action is to accept the goals.
325 Council Member Manthey moved to approve Resolution No. 18-63 as presented. Council Member
326 Maher seconded the motion. Motion carried on a voice vote.
327
328 UNFINISHED BUSINESS
329
330 There was no Unfinished Business.
331
332 NEW BUSINESS
333
334 There was no New Business.
335
336 COMMUNITY EVENTS
337
338 MONTHLY RECYCLE DAY will be held at Lino Park (7850 Lake Drive) on Saturday, May 19 from
339 10:00 a.m. to 2:00 p.m. See city website for a list of accepted items.
340
341 MEMORIAL DAY RECOGNITION EVENT - A recognition service for Memorial Day will be held
342 at the American Legion at 5:30 p.m. on Wednesday, May 30th. After the recognition, the Beyond the
343 Yellow Ribbon group is sponsoring free burgers and hotdogs. All are welcome
344
345 COMMUNITY CALENDAR
346 Community Calendar —A Look Ahead
347 May 14, 2018 through May 29, 2018
348 Tuesday, May 29 6:00 pm, Community Room Council Work Session
349 4- Tuesday, May 29 6:30 pm, Council Chambers City Council Meeting
350 4. Tuesday, May 29 following council meeting Closed Session— Admin RevieW
351
352 ADJOURN
353
354 There being no further business, Council Member Maher moved to adjourn at 8:45 p.m. Council
355 Member Stoesz seconded the motion. Motion carried on a voice vote.
356
357 These minutes were considered and approved at the regular Council Meeting, May 29, 2018.
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363
Jeff R�ei�nert; Mayor