HomeMy WebLinkAbout06-03-2019 Council Work Session MinutesCITY COUNCIL WORK SESSION
June 3, 2019
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE June 3, 2019
5 TIME STARTED 6*00 p.m.
6 TIME ENDED 8:10 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 Karison; Public Safety Director John
12 Swenson; Community Development Director Michael Grochala; Finance Director Sarah
U Cotton; Human Resources Manager Karissa Bartholomew; Public Services Director Rick
14 DeGardner; City Engineer Diane Hankee; City Planner City Clerk Julie Bartell
15 l . Review 2018 Annual Audit, Redpath &Company, Ltd. —Finance Director
16 Cotton and Andy Hering, Redpath and Company reported. Mr. Hering reviewed a
17 PowerPoint Presentation outlining the results of the 2018 Audit. Information was
18 presented on the following:
19
20 - Excellence in Financial Reporting Certificate;
21 - No items on which to follow up on the 2017 Audit;
22 - Reports that are issued for the audit relate to the auditor's opinion, an
23 internal control report, legal compliance report, and an executive report to City
24 Council;
25 - The City has received a clean opinion;
26 - The City Charter requires adoption of a five-year financial plan and that
27 hasn't been done recently;
28 - Review of schedule used for audit;
29 - Audit practice includes looking at completeness, occurrences and
30 accuracy, using data mining techniques;
31 - The letter to the City Council includes communications (that were
32 reviewed);
33 - Pension Liability — figures were reviewed;
34 - Summary of financial activity; General Fund; Special Revenue Fund;
35 Capital Project Fund; and Enterprise Fund.
36 Mr. Hering concluded that it was a very good audit and he found staff well prepared.
37
38 Ms. Cotton said the audit will be briefly reviewed at the upcoming council meeting and
39 the council_ will be asked to formally accept the audit results.
40 2. MS4 Annual Report —City Engineer Hankee reviewed a PowerPoint
41 Presentation outlining the City's activities and events related to the MS4 Program. The
42 annual report is required in order for the City to maintain its permit to operate a storm
13 sewer system to discharge storm water.
CITY COUNCIL WORK SESSION
June 3, 2019
APPROVED
44
45 The report was reviewed and will be submitted as requested.
46 3. Elmcrest Ave and Cedar Street Update —City Engineer Hankee reported on the
47 estimated project costs and planned funding. Based on the geotechnical analysis, they
48 are recommending not digging out all the peat encountered but to bridge it. Under that
49 scenario, staff is estimating an additional cost of $40,000. The budget could be impacted
50 but the impact isn't completely clear at this point, pending the bid process.
51
52 Council Member Stoesz asked if concrete would be a better alternative and Ms. Hankee
53 explained why it would not.
54
55 Ms. Hankee added that currently contractors are very busy and costs are rising as a result.
56 Bids on this project will be presented to the Council at the end of July.
57 4. Blue Heron Days Parade -Public Safety Director Swenson noted his previous
58 report to the council on improving access for the parade (by utilizing an area by the
59 Target store). Discussion has occurred with Target Corporation he feels that they are
60 agreeable but must see the gate prior to their final concurrence. He noted a cost to this
61 project (the gate) of $7,500 to $8,000, a cost that is non -budgeted at this point. Staff is
62 looking for council direction on proceeding.
63
64 Council Member Stoesz asked if this would be a good opportunity to connect Jane Street.
65 Community Development Director Grochala said that connection is planned for the
66 further into the future.
67
68 The council concurred with moving forward.
69 5. Fire Division Staffing —Public Safety Director Swenson reviewed his written
70 report. He is making the council aware of staffing levels at the fire stations, and in
71 particular at Station No. 1. He reviewed efforts (ongoing) to recruit paid on -call
72 personnel. Those effort include recruiting signage. On the matter of signs, Council
73 Member Manthey suggested preparing quality signs because they will probably have to be
74 used again.
75
76 Director Swenson reviewed information on the need for a memorandum of understanding
77 with the LELS union to allow City police officers to serve as paid on -call as well. There
78 are currently four police officers within the required area. Staff has reviewed the pension
79 implications and information is included in the staff report.
80
81 The council concurred with the staff recommendation. Director Swenson indicated he
82 will report back with an agreement when that is appropriate.
83 6. Pheasant Hills Watermain Discussion —Public Services Director DeGardner,
84 Craig Alberg of WSB &Associates, Justin Williams, City Utility Supervisor, and City
CITY COUNCIL WORK SESSION June 3, 2019
APPROVED
85 Engineer Hankee reported. The council received a written report on the matter of the
86 Pheasant Hills water main break situation. Mr. Alberg reviewed the situation whereby
87 bolts holding a water main valve had deteriorated and gave way to a leak. Within a day
88 the bolts causing the problem were replaced. There is concern about the vibration of
89 equipment used on the street work as it relates to the deteriorated bolts. The vibrations
90 can be partially mitigated. The paving has been halted pending a decision on the
91 problem. Mr. Alberg and staff have discussed options moving forward: a) replacing
92 other valve bolts in the neighborhood; or b) system replacement. The recommendation is
93 to replace valve bolts within the neighborhood. There is also the question of including
94 this type of bolt replacement in future street projects.
95
96 Council Member Rafferty asked for clarification on bolts to be replaced. Mr. Alberg said
97 they are proposing to replace only the main line valve bolts; they would also be able to
98 view and evaluate to a certain extent if other fixes are needed.
99
100 Council Member Rafferty and City Engineer Hankee discussed when the standard of bolt
101 changed; it was indicated in the written report that the better stainless steel bolt became
102 the standard in the late 1990's. Ms. Hankee remarked that the soil conditions surrounding
103 the bolts can impact the life of the bolts; soil samples from this area will be collected in
104 the area of this problem for better understanding.
105
106 Utility Supervisor Williams added that the City has been making replacements with the
107 better quality bolts at every opportunity for some time.
108
109 Mayor Reinert confirmed that the recommendation is to replace not only the bolts in the
110 failed main area but to do replacement throughout the area of the project since the road
111 isn't finished. Staff added that they would also have to work out a situation that brings
112 the road contractor back later in the year. The mayor remarked that he is aware that there
113 was a water main break on private property in the same neighborhood and he clarified: 1)
114 that the problem was caused by bad bolts; and 2) that residents are individually
115 responsible for those repairs.
116
117 Mr. Williams stated that it is far cheaper to replace all the bolts at one time rather than as
118 they fail because you are mobilizing the work at one time.
119
120 Mayor Reinert suggested that staff should consider the situation whereby property owners
121 are facing large repair costs.
122
123 Finance Director Cotton explained that staff has had some preliminary discussions about
124 how the City could address that liability. Options such as League of Minnesota Cities
125 Insurance Trust coverage or an internal self-insurance fund. The mayor suggests that
126 staff report back on a relief to residents program.
127
128 7. Environmental Coordinator Position — Community Development Director
129 Grochala reviewed information included in the council packet laying out where this
CITY COUNCIL WORK SESSION
June 3, 2019
APPROVED
130 position originated, studies done through that position over the past years, and the many
l31 hats that are covered by the position. He reviewed the information included in the
132 position review and also his recormnendations on salary if the position is filled.
133
I34 Council Member Stoesz asked how much overlap is occurring with services offered by
135 WSB & Associates and this position. Mr. Grochala suggested there is not much overlap.
136
137 The mayor suggested that the process of putting together the job description has been
138 very helpful; Mr. Grochala concurred.
139
140 8. Job Classification and Compensation Study — Human Resources Manager
141 Bartholomew reviewed her written report that includes information on the City's current
]42 compensation situation as it relates to pay equity. Two options are included in the report
143 on moving forward with a study that would provide valuation information tht could be
144 used to formulate the City's compensation plan.
145
146 Mayor Reinert asked why addressing individual salaries is no longer acceptable for
147 meeting pay equity requirements. Ms. Bartholomew used a chart to show how points
148 and pay for certain positions are not in alignment.
149
150 Funding is proposed from the Contingency Fund.
151
152 The council concurred with the option to move ahead with utilizing a compensation
153 consultant.
154
155 9. 2020 Budget — Finance Director Cotton noted valuation information received
156 from the county, the amount of revenue that would be raised with the current tax rate, and
157 that the City has used surplus funds in the past budget that won't be available in the
158 coming year. Staff plans to schedule the first budget meeting in July. She asked that the
159 council indicate any priorities for the budget at this time.
160
161 The council concurred on establishing a special meeting to discuss the 2020 budget on
162 July 29, 2019 at 6:00 p.m.
163
164 10. Council Updates on Boards/Commissions, City Council — None.
165 11. Monthly Progress Report —Administrator Karlson reported that there is no
166 news.
167 Review Regular Council Agenda of June 3, 2019 —
168
169 Item 6A - Saddle Club, 4th Addition — City Planner Larsen reviewed an aerial map of the
170 addition. It includes eight lots and the council has previously seen a preliminary plat.
171 She reviewed a few slides with information on the project.
172
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CITY COUNCIL WORK SESSION
,Tame 3, 2019
APPROVED
173 The meeting was adjourned at 8:10 p.m.
174
175 These minutes were considered, corrected and approved at the regular Council meeting held on
176 June 24, 2019.
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I81 futia Bartell, City Cler Jeff i ert, Mayor
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