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HomeMy WebLinkAbout03-23-2020 Council Meeting MinutesCOUNCIL MINUTES irdMIANNIA 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE March 23, 2020 5 TIME STARTED 6*30 p.m. 6 TIME ENDED : 9:00 P.M. 7 MEMBERS PRESENT Councilmember Stoesz, Lyden, Ruhland, Cavegn 8 and Mayor Rafferty 9 MEMBERS ABSENT 10 Staff members present: City Administrator Jeff Karlson; Community Development Director 11 Michael Grochala; Director of Public Safety John Swenson; Finance Director Sarah Cotton; City 12 Planner Katie Larsen; and City Clerk Julie Bartell 13 14 The council meeting was held telephonically on the Go To Meeting platform and as allowed by 15 Minnesota Statutes 13D.021. 16 17 PUBLIC COMMENT 18 Jamie Jensen, St. Clair Estates developer, asked for the council's assistance in getting funds released 19 from the city. He specifically noted funds related to open space planting. He asked that the council 20 determine who is right in this matter, him or staff, and back that decision. Mayor Rafferty said he 21 would work to get the information needed to resolve the matter. 22 SETTING THE AGENDA 23 The agenda was approved as presented. 24 CONSENT AGENDA 25 Councilmember Stoesz moved to approve the Consent Agenda, Items 1 A through 1 C (with a 26 correction to Item 1B as discussed in the work session). Councilmember Ruhland seconded the 27 motion. Motion carried: Yeas, 5; Nays none. 28 29 ITEM ACTION 30 Consideration of Expenditures: 31 A) March 23, 2020 (Check No. 111933 through 112013) in 32 the Amount of $367,382.93. 33 B) Consider Approval of March 2, 2020 34 Work Session Minutes 35 C) Consider Approval of March 9, 2020 36 Council Meeting Minutes 37 FINANCE DEPARTMENT REPORT 38 There was no report from the Finance Department. 39 Approved Approved Approved 1 COUNCIL MINUTES APPROVED 4o ADMINISTRATION DEPARTMENT REPORT 41 A) Consider Adoption of the Pandemic Response Plan — City Administrator Karlson 42 explained that staff is presenting this Plan and requesting council adoption. This document will 43 serve to guide the City through the current emergency and gives the council information on how 44 staff intends to proceed through a process of preparation and response on an escalating basis as 45 needed. He explained that department directors are preparing to escalate if necessary and the 46 council will be kept fully infonned moving forward. 47 Councilmember Lyden noted that Anoka County hasn't provided an update for a few days; he's 48 curious about those numbers. Public Safety Director Swenson noted that the number of confirmed 49 cases in the county is currently at six. 50 Councilmember Stoesz noted, with the Declaration of Emergency approved by the council last 51 week, he is struggling with also approving this more detailed plan. He pointed out that elected 52 officials are not experts and staff has done a good job in responding to this point. He feels that staff 53 was given authority to proceed with their actions by that declaration. Administrator Karlson 54 responded that policies are generally brought to the council for approval and added that the League 55 of Minnesota is recommending that cities have a plan such as this. Mr. Karlson said it is the 56 council's choice as to how they will approach adoption of this plan but staff will proceed to respond. 57 Councilmember Cavagn noted that he recognizes that staff brings policy forward for council 58 consideration and they do so having done the appropriate background work. 59 Councilmember Ruhland said he concurs with Cavegn but also understands the question that has 60 arisen about expertise. 61 Councilmember Lyden asked if how the council should act is a question of legal authority? 62 Administrator Karlson said he hasn't spoken to the City Attorney on this document specifically but 63 as he has explained, the plan represents recommendations on how staff would intend to proceed; 64 there's intent to keep the council fully involved in decisions going forward. 65 Councilmember Stoesz said his intent is not to hold up the plan so he will support moving forward 66 with the understanding of his comments. 67 Councilmember Ruhland moved to accept the Plan as presented. Councilmember Cavegn seconded 68 the motion. Motion carried: Yeas, 5; Nays none. 69 B) Consider Building Official Salary Increase, Karissa Bartholomew 70 i. Consider Resolution 20-32 Appointing an Interim Building Official and Approving a 71 Professional Service Contract for Building Official Services. 72 Administrator Karlson reviewed the written staff report. The City's building official, Patrick Moonen 73 has submitted his resignation. Mr. Karlson said that Mr. Moonen is an exceptional employee. He 74 stated that the City's salary for the building official position is below market and so staff is requesting 75 an increase to that salary. Mr. Karlson also noted that the City is in the process of conducting a 76 compensation study and he expects that there will be a recommendation to increase the salary as part of 77 that study. His point is that there is a quality individual in a very important and required city position. 78 The staff recommendation is to increase the position salary by $7,000 in the hopes of retaining Mr. 79 Moonen. If Mr. Moonen is not retained, the City will have to look at an outside contract for the 80 building official services. He pointed out the monthly cost of contracting for services is much higher in 81 comparison to the monthly salary of Mr. Moonen. 2 COUNCIL MINUTES APPROVED 82 Community Development Director Grochala noted that Building Official Patrick Moonen has served 83 the City very well and is a huge and knowledgeable resource. He also provides plan review and 84 expertise on septic systems. Knowing that there is a potential for an increase down the road (with the 85 compensation study), he believes it makes sense to retain the current employee. The only contracting 86 firm available to the City is presented in the report. They are well regarded in the field. It would likely 87 take three to four months to get through a hiring process. He noted that the cost of the services are born 88 through the City of Lino Lakes' building fees. 89 Mayor Rafferty noted that he has reviewed this situation with staff. Mr. Moonen has done a wonderful 90 job for the city. He does work in a field that generates complaints naturally. He recognizes that there 91 is a compensation study underway with recommendations coming soon. There is a budget in place. 92 He believes the $7,000 is not all inclusive with benefits, etc. He suggested that this request comes 93 during a difficult period for the City and that is concerning. 94 Councilmember Cavegn asked if the resignation is related to salary and Mr. Grochala noted that Mr. 95 Moonen found an opportunity where the salary is greater and the location closer to home. 96 Councilmember Cavegn remarked that looking at data on line, he's seen a lower salary range. 97 Administrator Karlson pointed out that the City looks at the salary range in comparable cities and the 98 City is clearly under market. Councilmember Cavegn said he isn't opposed to paying for qualified 99 employees. l00 Councilmember Ruhland asked staff to repeat the comparison of contracted costs versus the cost of 101 retaining Mr. Moonen. He also asked if the contracted services would be month to month and Mr. 102 Grochala suggested staff would set it up for four months to cover the hiring process period. 103 Councilmember Ruhland asked for more information on the cost of benefits. Mayor Rafferty noted 104 health care and pension benefits. Administrator Karlson remarked that benefits are compared 105 occasionally and the City is not unusual. Council Member Ruhland remarked that he also recognizes 106 that the timing is awful but he doesn't fault any individual for trying to get ahead. 107 Councilmember Lyden said he looked at this matter objectively and while he understands concerns that 108 have been brought forward by other councilmembers, looking at the numbers it is clear what the 109 council must do. The additional expense of contracted services is too high. He supports saving up to 110 $7200. 111 Administrator Karlson added that the quality work that Mr. Moonen offers the City is a big value here. 112 Councilmember Stoesz remarked that this is a good case to raise the salary if not for the timing. 113 Administrator Karlson remarked that the timing isn't relevant since the current pandemic emergency 114 situation will pass; the building official is charged with great responsibility to ensure building and other 115 requirements are met. 116 Mayor Rafferty said he has fully reviewed the situation and he's heard the position of staff as to the 117 importance of the position. He is very familiar with Mr. Moonen and he recognizes how difficult it is 118 to do his job well. Further he has looked at other cities. The salary survey and its data are still 119 outstanding. He cannot accept the $7,000 increase at this time but would consider something more in 120 line with what he sees in other cities. He could support something in the range of 5.5% and he asked 121 the council to consider that amount. 122 Councilmember Cavegn said he could support Option A. He also noted that he has experience in 123 hiring in his professional life and he wonders about the full story behind the resignation. In his 124 experience, offering more money doesn't often mean long term retention. N 3 COUNCIL MINUTES APPROVED 125 Director Grochala added that salary has been an issue for a number of years. Mr. Moonen has found a l26 better opportunity closer to home and probably with less responsibility. He did indicate that 127 compensation is a factor for him. Mr. Grochala suggested that he is hopeful and somewhat confident 128 that, if given the opportunity, he would remain. 129 Mayor Rafferty explained that he is looking for the opportunity to keep this employee in place. In that 130 light, he is offering an alternative. 131 Administrator Karlson noted that the benefit cost implication of a 5.5% raise would be about $800. 132 Councilmember Lyden asked for objectivity and to look at the additional cost of contracted services. 133 He asked if the council would support Option A at an amount of $6,000. 134 Mayor Rafferty concurred but he still sees some issues. 135 Community Development Director Grochala noted that he'd like to forward the comment that this will 136 still be a part of the forthcoming compensation study. Also if the offer isn't accepted, the council 137 should act to bring in contracted services. 138 Councilmember Ruhland asked how long it would take for another employee to qualify for the 139 position. Director Grochala explained that the next senior official is working toward the goal but has 140 some time to go and does lack the many years of experience as well. 141 Councilmember Cavegn asked about a current or proposed review process with employees to see where 142 they're at to avoid this in the future. Administrator Karlson remarked that he gets nervous when the 143 council gets heavily involved in personnel issues; he added that some positions are competitive. Mr. 144 Karlson also said that there can occasionally be a level of distrust by staff, to get a handle on those 145 matters, more council involvement could be discussed. 146 Finance Director Cotton remarked that it's important going ahead to build a trust level between council 147 and staff. She recognizes that staff is aware in some areas of market salaries and also that a 148 compensation study is in the works. 149 Councilmember Lyden moved to approve Option A with a salary increase of $6,000 with benefits and 150 direction to proceed with contracted services if that becomes necessary. Councilmember Ruhland 151 seconded the motion. Motion carried: Yeas, Ruhland, Cavegn, Lyden, Rafferty; Nays, Stoesz 152 PUBLIC SAFETY DEPARTMENT REPORT 153 There was no report from the Public Safety Department. 15 4 PUBLIC SERVICES DEPARTMENT REPORT 155 There was no report from the Public Services Department. 156 COMMUNITY DEVELOPMENT DEPARTMENT REPORT 157 6A) 617 Apollo Drive (Marketplace Retail BBuilding) - iss Consider lst Reading of Ordinance No. 03-20 Amending Marketplace Planned Development 159 Overlay (PDO) Design Guidelines Ordinance No. 03-OS 160 Consider Resolution No. 20-26 Approving Site and Building Plan Modifications 161 City Planner Larsen reviewed a PowerPoint presentation outlining the following: 162 - Ordinance amendment to put in place a rooftop dining establishment; 4 COUNCIL MINUTES APPROVED 163 - Location and history review; 164 - Building requirements that are met; will be a substantial depature from current look; 165 - Elevations of proposed improvements and improvement details; 166 - Parking calculations and requirements; 167 - Planning and Zoning Board review and recommendations that are reflected in the council 168 resolution; 169 - No comments received at the Board public hearing. 170 Councilmember Stoesz moved to approve the 1st Reading of Ordinance No. 03-20 as presented. 171 Councilmember Lyden seconded the motion. Motion carried: Yeas, 5; Nays none. 172 Councilmember Stoesz moved to approve Resolution No. 20-26 as presented. Councilmember 173 Ruhland seconded the motion. Motion carried: Yeas, 5; Nays none. 174 6B) Consider Resolution No. 20-28, Supporting Federal Funding for I-35E and County Road 175 J Interchange and the Centerville Road and County Road J Intersection Project — Community 176 Development Director Grochala reviewed his written report and explained the history of improvement 177 consideration for this intersection. Staff is recommending that a grant request be submitted again in 178 an multi jurisdicational effort led by Ramsey County. Staff is requesting that the council support the 179 application. 181) Mayor Rafferty asked if a roundabout is planned and Mr. Grochala said options are being considered. 181 Councilmember Ruhland asked about the current condition of the bridge in the area. Mr. Grochala 182 suggested that the bridge was constructed in about 1967 and while it is structurally sound, it cannot be 183 widened including for additional facilities; plans would include replacement to allow for the addition 184 of pedestrian and bicycle use. Councilmember Rubland asked about plans to straighten out the "s" 185 curve and Mr. Grochala said that improvement is a consideration but would be a separate project. 186 Councilmember Lyden asked if there could be some improvements phased earlier rather than waiting 187 for the entire project to move. Mr. Grochala suggested that if funded this would be a 2024 project; 188 there is the possibilty of that intersection being a separate project coming forward. 189 Councilmember Stoesz asked if the project would be reliant on road fees for funding. Mr. Grochala 190 explained that those fees are not approved for use and they have been legally challenged in the past. 191 Mayor Rafferty remarked that this project is long overdue; with the 35E ramp nearby, traffic levels get 192 dangerously high. He clarified with staff the City boundary in the area. 193 Councilmember Ruhland moved to approve Resolution No. 20-28 as presented. Councilmember 194 Stoesz the motion. Motion carried: Yeas, 5; Nays none. 195 6C) Consider Resolution No. 20-27, Approve Construction Services Contract, East Cedar St 196 & 24th Avenue/Elmcrest Avenue N Improvement Project —Community Development Director 197 Grochala noted that staff has worked with WSB & Associates to reduce the contract as noted in the 198 report. The cost would be broken up between the two communites. 199 Mayor Rafferty asked about the change in direction and Mr. Grochala explained that some elements 200 are being broken out to allow those opportunities to other companies. 201 Councilmember Cavegn asked if the City of Hugo has approved the contract and staff said they have. 5 COUNCIL MINUTES APPROVED 202 Councilmember Lyden moved to approve Resolution No. 20-27 as presented. Councilmember 203 Cavegn the motion. Motion carried on a voice vote. f�I1L! 2os UNFINISHED BUSINESS 206 There was no Unfinished Business. 207 208 NEW BUSINESS 209 There was no New Business. 210 211 COMMUNITY EVENTS 212 There were no Community Events but Mayor Rafferty announced: 213 1) City Hall is closed to visitors but providing services through emails and phone calls; 214 2) The Lino Lakes Parks and Recreation Department has cancelled all programs and activities 215 through April 15. 216 Mayor Rafferty also thanked stafffor their leadership and work during this difficult period. The 217 citizens have remained safe and well served during this emergency. 218 219 COMMUNITY CALENDAR 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 March 23, 2020 through April 13, 2020 ik Monday, April 6 6:00 p.m., Community Room Council Work Session Monday, April 13 6:30 p.m., Council Chambers City Council Meeting I��Zllll:i►1 There being no further business, Councilmember Cavegn moved to adjourn at 9:00 p.m. Councilmember Ruhland seconded the motion. Motion carried on a voice vote. These minutes were considered and approved at the regular Council Meeting on April 13, 2020. Julianne Bartell, City Rob Rafferty, Mayor