HomeMy WebLinkAbout07-29-2019 Council Work Session MinutesCITY COUNCIL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE July 29, 2019
5 TIME STARTED 6:45 p.m.
6 TIME ENDED 9*45 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; Utilities Supervisor Justin Williams;
14 City Clerk Julie Bartell
15
16 2020 Budget Consideration — City Finance Director Cotton reviewed a PowerPoint
17 presentation that included information on:
18 - 2020 Budget Schedule;
19 - Proposed Tax Levy (noting use of fund reserves in 2019, impact of street
20 reconstruction bonds, commitment of surplus funds made last year, outstanding
21 debt (in the future to include the actual voter approved language when indicated);
22 preliminary net tax capacity calculation);
23 - Gap Analysis, including impact on levy with and without valuation increase;
24 - Proposed Expenditures (base budgets for each division);
25
26 The administrator and the directors reviewed the line items in their proposed budget
27 adjustments. Some comments as follows:
28
29 Mayor and Council — increase to enhance employee appreciation program. The council
30 received additional information from Director Swenson on turnover/recruitment in the
31 public safety division.
32
33 Administration — Contracted Services — The administrator and council discussed the
34 benefits of an annual subscription to NeoGov Recruitment. Savings to the City would be
35 in the form of employee time saved.
36
37 Finance, Consultants — there was discussion regarding MetroInet; the Finance Director
38 pointed out the value of the services and Mayor Reinert noted that the City should look
39 ahead to a time when the current leadership at MetroInet could change. Public Safety
4o Director Swenson noted that the organization is doing succession planning and added that
41 any services provided to public safety must be FBI compliant. Council Member Stoesz
42 remarked that the City's access points will have to be replaced 2020 or 2021 based on
43 new technology; Ms. Cotton remarked that the City recently replaced access points so a
44 schedule for the next upgrade would be a discussion point.
45
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CITY COUNCIL WORK SESSION
APPROVED
46 Police, Capital Outlay — Purchase of computers/equipment for police department was
47 discussed; how equipment is used, where it is used and need for separate account. Staff
48 will continue perform analysis to make sure that copier purchase vs. leasing making
49 sense.
50
51 Fleet, Fuels — Director DeGardner noted his estimate of increased fuel costs in 2020.
52 Council Member Stoesz discussed the possibility of changing to private sources and Mr.
53 DeGardner explained the benefit to the City of utilizing its current private fueling system
54 with the discount it provides; when that system needs replacement, it would be smart to
55 discuss other options.
56
57 Government Buildings — The Mayor noted that costs are decreasing. The city hall
58 complex building has been well managed and staff aspires to continue the good
59 maintenance.
60
61 Council Member Maher asked staff to email her list of the chemicals used in the City's
62 water and the percentages. All council members will receive the information.
63
64 There was a high level discussion on capital equipment replacement (Pages 74 & 75).
65 Director Swenson said staff is interested in discussing timing of purchases. Currently
66 staff cannot order until bonds are approved by the council and this year and others it has
67 left the City at the back of the line for orders. The proposed process would put the City
68 at the front of the order line by allowing staff to move on the certificates once the council
69 approves the preliminary budget. Mayor Reinert remarked that the timing would still
70 have the ordering begin after the budget drilldown so he's okay with that change. Ms.
71 Cotton explained that capital equipment certificates have to be tied to actual purchases.
72
73 Also discussed at a high level was the 2019-2020 Utilities Department — CIP Purchases
74 (Page 120). Director DeGardner noted the purchases proposed for 2020 and asked
75 Utilities Supervisor Justin Williams to review them. Based on capital purchases that are
76 planned and scheduled, staff is proposing the possibility of replacing one truck and
77 purchasing the mounted jetter in 2019 when there are no other capital expenditures.
78 Mayor Reinert asked how often the City would use the jetter. Mr. Williams said they
79 would strive to meet an annual goal of about 20 miles (realistically they are getting a lot
80 less than that now) but would also like to have the unit available for emergencies (one
81 incident could conceivably pay for the machine). Council Member Stoesz asked about
82 the benefit of going to a trailer based unit. Mr. Williams said the equipment requested
83 matches the personnel they have that could put it to use.
84
85 Council Member Stoesz asked about the possibility of requiring new home construction
86 to have "smart" water meters that transmit information directly through an antenna (rather
87 than drive -by). Utilities Supervisor Williams explained that technology and the many
88 things that can be done with it but also explained that the City isn't in a place where it
89 could take advantage of all the technology. Mayor Reinert expressed concern about the
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CITY COUNCIL WORK SESSION
90 impact of adding more requirements to builders and the cost impact to buyers. Staff was
91 directed to look at the possibility and report back.
92
93 Council Member Manthey remarked that the electronic sign in front of City Hall hasn't
94 been working for some time; what's the status of that device? Community Development
95 Director Grochala reviewed work underway to partner with the YMCA on a non-
96 electronic sign that will be more modern and serve as a gateway to the civic property.
97 Mayor Reinert noted his continued interest in having welcoming signs at entrances to the
98 City.
99
l00 Finance Director Cotton indicated that she will report at the next budget discussion with
101 information on the current year's finances.
102
103 Council Member Maher remarked that, looking at current expenditures in funds in 2019,
104 it looks as if many are well below the half way mark that would seem appropriate for this
105 time of year. Staff pointed out factors that can delay expenditure of funds such as
106 lagging in invoicing.
107
108 The council scheduled the next budget meeting — August 12, 2019 at 5:30 p.m.
109
110 The meeting was adjourned at 9:45 p.m.
111
112 These minutes were considered, corrected and approved at the regular Council meeting held on
113 August 12, 2019.
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