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HomeMy WebLinkAbout04-06-2020 Council Work Session MinutesCITY COUNCIL WORK SESSION APPROVED 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE April 6, 2020 5 TIME STARTED : 6:00 p.m. 6 TIME ENDED 9:30 p.m. 7 MEMBERS PRESENT Councilmember Stoesz, Lyden, Ruhland, 8 Cavegn and Mayor Rafferty 9 MEMBERS ABSENT None 10 Staff members present: City Administrator Jeff Karlson; Community Development 11 Director Michael Grochala; Director of Public Safety John Swenson; Finance Director 12 Sarah Cotton; City Planner Katie Larsen; Public Services Director Rick DeGardner; City 13 Engineer Diane Hankee; and City Clerk Julie Bartell 14 15 The council meeting was held on line on the Zoom Meeting platform and as allowed by 16 Minnesota Statutes 13D.021. 17 18 L Preview for Board of Appeal and Equalization, Anoka County Assessor - 19 Alex Guggenberger, County Assessor, reported on the process utilized by the county 20 assessor in preparing property valuations for the City. He noted that the County brought 21 up a new system just recently so the process timeline is stretched. The Board meetings 22 are somewhat late this year. Mr. Guggenberg explained timing on when taxpayers will 23 receive their valuation notices (next seven to ten days). The County will work with the 24 City to schedule people who indicate that they want to appeal a valuation. He also 25 reviewed data used to determine valuations for the City. He hopes to have a upgraded 26 local board book put together soon that will provide a better data to the council. 27 28 Mayor Rafferty asked if any property owners have reached out with questions yet. Mr. 29 Guggenberg explained that they've mainly heard from individuals wondering about 30 timing (because notices are later this year). 31 32 Councilmember Ruhland asked how many properties are reviewed in the City each year. 33 Mr. Guggenberg explained the statutory requirement that all homes be reviewed within a 34 five year period so they generally look at about twenty percent of the properties each year; 35 they also consider sales information. 36 37 Councilmember Stoesz asked about the impact of the pandemic emergency on the process 38 and the valuation process. Mr. Guggenberger explained they are working with the state 39 on fulfilling requirements on things such as physical inspections; they will also change 40 how they do quintiles. 41 42 Mr. Guggenberg will forward additional information prior to the Board of Appeal 43 meeting. 44 1 APPROVED 45 2. Birch Street Reconstruction - Community Development Director Grochala 46 noted that this discussion is a continuation of previous council reviews, staff hopes to 47 move forward with some council action. He reviewed the key issues from the March 2, 48 2020 work session: 49 - Project layout — if the two roundabout option goes forward, there was concern about 50 what happens to the section of roadway between West Shadow Lake Drive and the S 51 curve. Mr. Grochala noted that section would be planned for a mill and overlay but also 52 some early overlay as part of the project; 53 - The council has continued to work on design modifications in regard to the intersection 54 at West Shadow Lake Drive to minimize impact on the property in the NE quadrant; 55 - Crosswalks and pedestrian safety was a concern and Mr. Grochala noted that Andy 56 Plowman of WSB & Associates prepared a memorandum outlining some principle 57 positives about the proposed roundabouts and how they address safety concerns; there is 58 also commitment from the County to look at a flashing beacon; 59 60 Mr. Grochala noted that staff is seeking authorization to bring forward for council 61 approval a Joint Powers Agreement (JPA) laying out construction timing, to keep a 2020- 62 2021 build schedule in place. He noted the previously held open house for the 63 community; several property owners in the Kingfisher area had access questions and in 64 response the County came up with a three roundabout proposal but that was met with 65 some concern. The County is now proposing the two roundabout proposal with the mill 66 and overlay improvement; a third roundabout could be considered in the future. 67 68 Mr. Grochala noted that Jason Orcutt of Anoka County and Andy Plowman of WSB & 69 Associates were on line for questions. He highlighted some key points from Mr. 70 Plowman's memo on pedestrian safety. 71 72 Mayor Rafferty asked how wide is the planned safety zone and it was explained that it 73 would be about eight to twelve feet. 74 75 Director Grochala noted that there was concern about whether cars approaching the 76 intersection would be watching for pedestrians. He explained how the crosswalks are 77 situated to provide for safety. A pedestrian flasher was also suggested and staff has 78 requested that it be included in the project; the County has agreed to evaluate that request. 79 80 Jason Orcutt spoke to the County's commitment to reaching a decision on how much that 81 flasher is warranted because that will impact the funding; they are committed to safety. 82 There has been some discussion about whether or not a beacon would be allowed or if a 83 flashing sign is possible. He noted Mr. Grochala's staff report and suggested that it 84 provides a good photo of the distance you see of cars approaching the roundabout. Mayor 85 Rafferty expressed some concern about the scale; the roundabout portrayed was 86 determined to be somewhat different (smaller) than what is proposed. There was 87 discussion about where a similar roundabout sign already in place could be viewed (staff 88 noted City of St. Michael, County Highway 18 and 22). Mr. Orcutt promised a full 89 analysis and inclusion of information in the JPA. CITY COUNCIL WORK SESSION irMCM NL 90 91 Councilmember Cavegn asked if there would be a sign in both or only one direction. Mr. 92 Orcutt said that will be part of the analysis. 93 94 Councilmember Stoesz asked how the roundabout design will work with snow removal. 95 Mr. Orcutt explained that snow would not be removed from the area. The central island 96 would generally not be cleared unless that became necessary. 97 98 Councilmember Ruhland asked how many driveways will be impacted. Mr. Orcutt 99 explained that driveways impacted will be kept accessible and aprons replaced. 100 Councilmember Ruhland asked if the City cost includes landscaping costs. Mr. Orcutt 101 said there are not generally landscaping amenities included in this type of project but they 102 would work with the City on an as needed basis. Mr. Orcutt added that the City's cost is 103 mainly utility costs. Mr. Grochala said the only added City cost he perceives would be 104 choices like landscaping or adding colored concrete to the roundabouts. I 105 106 In the area of costs, Mr. Orcutt added that there is some history of financial downturns 107 and lower project costs. He considers it his responsibility to make sure this project is 108 shovel ready if that becomes the case, including being prepared to seek outside funding if 109 that becomes available. llo 111 Mr. Orcutt explained how county staff intends to provide information to residents since 112 we are all in distancing mode — they will perhaps talk through windows, etc. He 113 explained that they are committed to the overlay project this summer. Mayor Rafferty 114 remarked that getting some improvements soon is important. 115 116 Councilmember Lyden noted pedestrian safety. He sees that the cost of putting in a 117 warning feature is a small portion of the overall project. He likes the idea of moving 118 pedestrian crossings back. He feels that will cause drivers to see those crossings first and 119 should be safer and safety is very important. 120 121 Mayor Rafferty remarked that overall safety is of course a key ingredient in the project. 122 123 Community Development Director Grochala explained that next steps would be to 124 approve the JPA and then county staff would move forward. The JPA could be updated 125 and on the agenda at next Monday's council meeting. 126 127 Mayor Rafferty said he concurs with moving ahead. Councilmember Lyden concurs but 128 with the addition of the safety light. Other councilmembers concurred. 129 130 Mayor Rafferty suggested that it would be helpful to get more information about what's 131 possible in that median area and staff responded, that can occur as the project moves 132 forward. Mr. Grochala said he will put some photos together (what's been done in other 133 areas). 134 3 CITY COUNCIL WORK SESSION APPROVED 135 3. Watermark Overview and 3rd Addition PUD Final Plana inal Plat — City 136 Planner Larsen reviewed a PowerPoint presentation including information on the 137 following: 138 - Approval of the 3rd Addition will be coming forward for April 27, 2020 council 139 meeting; 140 - Overview of project (past): 141 - Information on master plan provided in staff report; 142 - Project location; 143 - Land use (number and types of homes, neighborhoods); 144 - Existing conditions (undeveloped, low quality natural environment); 145 - Parks and Open Space Plan; 146 - Development Stage Plan (much emphasis on architectural standards); 147 - Staff is review of 3rd Addition for consistency and standards; 148 -Review of plat phases; 149 - Addition of trails within project; park dedication fees will also come forward; 150 - Development Agreement (includes master agreement, development agreement and PUD 151 agreement; 152 - Considering current social/economic conditions, the 3rd Addition may be broken down 153 into two phases; 154 - Planning & Zoning Board has approved; 155 - Requested council action. 156 157 Councilmember Lyden noted that he likes that private parks are centered in 158 neighborhoods; he wonders who maintains the park going forward. Also how about 159 impact on traffic on 20th Avenue? How does staff feel about the PUD in general? 160 161 Planner Larsen noted that the private park in the townhome neighborhood will be the 162 responsibility of Lennar and the HOA going forward. The PUD includes negotiated 163 flexibility and that has meant some give for the City (i.e. lot sizes) but the development of 164 a community is a positive. The easement (gas pipe) will be the responsibility of the 165 utility that runs it. She also noted that the HOA Agreement will govern the entire 166 development. Traffic is something that has been considered throughout the development 167 review; they have met the City's requested thresholds. She pointed out the major access 168 to the development and improvements that will be constructed based on that access. 169 17o Councilmember Stoesz asked where the pipe under 35E will be installed and will the trail 171 be impacted? Ms. Larsen noted on the map the approximate location and that it would 172 go under the trail. 173 174 Councilmember Cavegn suggested that it appears the entire development drains across 175 20th Avenue and he wonders if that has been addressed? Director Grochala explained 176 that currently the area is still draining to the south to an existing ditch. Ultimately it will 177 flow north and come through a larger crossing through a project that staff has been 178 working on for eight years; planning and approvals for that drainage project are well 179 underway. CI CITY COUNCIL WORK SESSION APPROVED 180 181 Councilmember Ruhland noted that he has a new client that works for Lennar and he 182 wonders if he should recuse himself. Administrator Karlson said if that person has no 183 fiduciary responsibility there is no conflict. 184 185 Mayor Rafferty indicated that this matter will be coming forward to the council at the end 186 of April and Councilmembers should feel free to contact staff for more information in the 187 meantime. 188 189 4. Utility Late Fees — Finance Director Cotton explained that she is requesting that 190 the council consider temporarily suspending utility late fees. The City has received a 191 number of calls from residents who are looking at financial hardships and who are asking 192 what will happen if they don't pay their bills. The late fee is 10% of charges. She 193 explained that there would be a revenue impact to the City. She is recommending the 194 suspension for a period of three months. 195 196 Mayor Rafferty asked for an explanation of what happens when the bills come due. Ms. 197 Cotton reviewed the billing process — if the quarterly bill isn't paid, the next quarterly bill 198 would only be the amount due. If another quarterly period passes with no payment, the 199 10% late charge would be added. An extension to the late charge suspension could be 200 considered in the future as needed. Mayor Rafferty indicated he is supportive of the 201 change. 202 203 Councilmember Cavegn asked if the grace period would be for the current time or future 204 and Ms. Cotton said it would cover anyone having a bill due from the end of March 205 through May. Councilmember Cavegn asked how this will be advertised (web, 206 mailing?). Ms. Cotton indicated that she wanted to get council input and, if authorized to 207 proceed, would add information to the website. 208 209 Councilmember Stoesz noted that fees are in the City fee schedule; would this require an 210 ordinance change? Ms. Cotton said that she has administrative authority to waive late 211 fees. When Councilmember Stoesz asked about a permanent reduction in the late 212 charge, Ms. Cotton noted that the yearly revenue impact would be substantial. 213 Councilmember Stoesz supports the change. 214 215 The council concurred with the staff recommendation. 216 217 5. Bond Issuance for Water Tower No. 3 — Finance Director Cotton and Terri 218 Heaton of Baker Tilly reported. A PowerPoint presentation was reviewed that included 219 information on the Water Tower No. 3 project financing: 220 221 - How a bond sale is conducted (in preparation of this one); 222 -Nuances related to current pandemic emergency situation; 223 - Water Tower (project information); 224 - Financing would be repaid by trunk utility fees over 15 years; 5 CITY COUNCIL WORK SESSION 225 - Utility bond would be appropriate; 126 - Lowest interest rates with general obligation bond; 227 - Bond issuance process timeline; 228 - Sources and Uses of funding needed; 229 - Estimated debt service requirements (since there would be no levy, planned debt service 230 wouldn't exceed project budget amount); 231 - Possibility of alternative methods of sale (due to current pandemic situation); 232 - City's current bond rating (last sale); 233 - Schedule moving forward. 234 235 Councilmember Stoesz asked if there would be any clear financial benefit to holding off 136 on this. Finance Director Cotton explained that the City has a pay request related to this 237 project coming to the council soon; she has discussed a delay with Ms. Heaton who 238 assured her that bids are coming in well. She explained that there is the opportunity to 239 reject in the future also. 240 241 Councilmember Lyden asked about the bond rating. He sees the positive impact of a 242 high bond rating to the City's financing cost. With projects ahead, will the rating be 243 stable? Ms. Cotton said she anticipates the City will be able to maintain its high rating; 244 although the City's debt may look high, revenue sources for that debt vary and that's a 245 positive. 246 247 Mayor Rafferty likened a big project such as the water tower to paying a mortgage for a 248 large purchase such as a home. Stretching the project cost out allows current and future 249 residents to pay for the benefit. 250 251 Councilmember Stoesz asked if a water tower could handle an earthquake. City Engineer 252 Hankee explained that structural designs include consideration of project locations; 253 Minnesota isn't a zone where earthquakes are part of the consideration. 254 255 The council concurred with moving forward. The bond sale will be considered at the 256 second council meeting of April. 257 258 Mayor Rafferty asked Community Development Director Grochala what kind of actions 259 are going on right now in the construction area. City Engineer Hankee explained that 260 pilings and some structural work is underway. 261 262 6. Communications Coordinator — Administrator Karlson explained that he is 263 recommending creation of a Communications Coordinator position for the City. This 264 comes forward because it is an important need right now. Recent issues in the City have 265 highlighted the need for centralized communications. He explained how elements of the 266 website are handled by different areas in City Hall; a Facebook page for the City is also a 267 good idea. Mr. Karlson proceeded to explain that he has identified funding from the 268 communications fund (cable fees) that could partially fund this position. He noted the 269 proposed salary range. Additional funding would come from reorganizing staffing, 6 CITY COUNCIL WORK SESSION APPROVED 270 including eliminating some hours in other areas. Staff feels this would be an efficient 271 way to centralize communications. He sees this as a weak link in staffing. 272 273 Mayor Rafferty remarked that there are people being laid off across the country and in our 274 own backyard. He thinks the City should be in a holding pattern considering the hard 275 times right now. He is not recommending anything going forward. The information on 276 the website is directly coming from the directors and he doesn't see that changing. 277 278 Councilmember Cavegn agrees that timing isn't good right now. But he sees this as 279 something good for the future. He'd like to see what positions would be impacted. Also 280 he'd like to understand if this is a full time position. Mr. Karlson said the position need 281 has been fully reviewed and he is comfortable with the recommendation; he at least wants 282 to plant the seed before he moves on to retirement. 283 284 Councilmember Stoesz said he is well aware of the position and funding. He sees this as 285 bad timing as well. He thinks this can be handled internally for the current emergency; 286 redirecting some staff could help. 287 288 Councilmember Lyden said he is keeping an open mind about the request. He asked how 289 much revenue goes to the communication fund annually: Mr. Karlson said there was 290 about $64,000 in 2019 (coming from cable fees). Councilmember Lyden said he likes the 291 concept of utilizing those funds to improve communications. 292 293 Councilmember Ruhland remarked that the Public Safety Facebook page is awesome. 294 For this request, he sees moving forward with reassignment and getting by with what is in 295 place. 296 297 Councilmember Cavegn asked about the budget for the newsletter and possibility 298 changing that concept to something more modern. Mr. Karlson didn't have an exact 299 budget for the newsletter but noted that the pages have been reduced and that will be the 300 direction moving forward. 301 302 The council concurred that the matter will not move forward. 303 304 7. Metro I -Net Update — Administrator Karlson recalled that the council has 305 previously discussed the possibility of joining a Joint Powers Agreement (JPA) to run 306 Metro iNet rather than the current situation of management by the City of Roseville. He 307 explained that it has become difficult for Roseville to continue their management 308 arrangement. He noted the following options: 309 310 -Stay with Metro iNet (costs could rise by 5%); all -Look at hiring a full time IT position (one or two would be question); work 312 space is available at City facilities; would also have to purchase all computer 313 equipment; 314 - Become independent and outsource services. CITY COUNCIL WORK SESSION 315 316 He noted that if the City were to move away from the highly integrated current 317 relationship with Metro iNet, outside consulting would be required. 318 319 The deadline for moving on this is June 1. Administrator Karlson noted that he doesn't 320 support moving away from Metro iNet; it is a tremendous bargain compared with what 321 other cities are paying on their own. 322 323 Mayor Rafferty noted that he watches the monthly expenses related to these services and 324 it is not inexpensive. He understands that much of the expertise is needed related to 325 public safety services. Administrator Karlson pointed out other areas where there has 326 been a benefit to the City with these shared services. 327 328 Councilmember Stoesz asked if Metro iNet was functional in the recent move to home 329 work stations. Ms. Cotton noted her experience with requests during this emergency 330 period and it was impressive. Public Safety Director Swenson added that Metro iNet has 331 been very helpful with phone implications and working through his department's issues; 332 their response was impressive. 333 334 Councilmember Stoesz asked for staff to pull IT costs together in the budget to make 335 those costs easier to track. He supports Metro iNet continuance. 336 337 Councilmember Ruhland remarked that the comparison with what other cities are paying 338 supports staying with Metro iNet. If it isn't broke, don't fix it. 339 340 Councilmember Cavegn concurred; not a good time to make a change. He asked if the 341 City has any benefit in providing office space to Metro iNet staff. Administrator Karlson 342 explained the benefit. 343 344 Councilmember Lyden announced that he supports staying with Metro iNet. 345 346 Mayor Rafferty asked if Metro iNet employees are union; Administrator Karlson said he 347 doesn't know the current situation but they would not be union under the proposed JPA. 348 349 Administrator Karlson indicated that this is a point where the City would say it is 350 interested and consideration of an actual JPA with more detail would come forward in the 351 future. 352 353 Mayor Rafferty asked about the term of the JPA; staff explained that there is a withdrawal 354 period required (noted to be June I of each year). 355 356 8. Council Updates on Boards/Commissions - 357 358 Mayor Rafferty remarked that the council should discuss the board appointment process 359 soon. E�3 CITY COUNCIL WORK SESSION APPROVED 360 361 VLAWMO — Mayor Rafferty noted that a new administrator has been hired with the 362 retirement of the current director. He's comfortable with the new hire. 363 364 North Metro TV — Councilmember Stoesz noted that he sees the staff at North Metro 365 working very well from home. 366 367 Monthly Progress Report — Administrator Karlson discussed the pandemic response. 368 Staff is wrestling with whether or not to begin cancelling summer events (playground, 369 city festival, corn roast, etc.). Right now he and Director DeGardner feel it is not wise to 370 move on planning for those events. The recommendation is to cancel summer programs. 371 The decision on whether or not to move forward with those events/programs should occur 372 soon. Mayor Rafferty suggested that there are implications, including financial, and 373 perhaps it's better to rest this year on a summer program and look forward to doing it 374 again in the future. Councilmember Stoesz said he has seen some other cities doing 375 unique things; he wonders about the possibility of a car parade instead of Blue Heron 376 Days, something that keeps people in their cars. Director DeGardner remarked that while 377 that's a good idea, it gets back to considering what is essential for this year and 378 recreational programs probably aren't in that category. There could be staff reduction 379 (probably by furlough). Director DeGardner added that there will also probably be no 380 seasonal staff hired for park maintenance so there could be a reduction in work done in 381 parks. Councilmember Cavegn requested a delay for more thought (jobs involved, 382 citizen involvement). Director DeGardner appreciates the hesitancy but added there is a 383 direct correlation between being able to hold the city festival and having a summer 384 playground program (due to staff working on both); he added that sponsorships are 385 necessary for Blue Heron Day; his recommendation is to cancel all summer programs. 386 367 The Council was in unanimous agreement that the summer recreational programs and 386 events be canceled in response to the coronavirus pandemic and the uncertainty of 389 scheduling vendors and securing sponsors for Blue Heron Days. 390 391 Review Regular Agenda of April 13 — 392 393 Item 3A, Consider Resolution 20-35 Approving the LELS Local No. 299, Labor 394 Contract for Police Officers - Administrator Karlson remarked that an agreement has 395 been reached with the Police Officer union; the terms are similar to those reached with 396 the other bargaining units. 397 398 Item 6A, 2020 Street Rehabilitation Project -City Engineer Hankee reviewed the 399 written staff report. She reviewed the elements proposed for this year's project. The bids 400 did not come in well under budget so alternates would not be planned for this year. 401 402 Item 6C, Extended Working Hours for the Construction of Water Tower No. 3 — 103 City Engineer Hankee reviewed the written report. Construction on the project has 404 already begun. There was communication with adjacent residents. Part of the project 0 CITY COUNCIL WORK SESSION APPROVED 405 involves crews coming from out of town (for certain tasks only) and the contractor would 106 like those individuals to work outside allowed hours by working on Sunday. Mayor t07 Rafferty asked about the noise involved and Ms. Hankee said there will be traffic but she 408 doesn't believe there will be great impact on the residents; if there is a complaint she is 409 committed to working with the contractor. 410 411 These minutes were considered, corrected and approved at the regular Council meeting held on 412 April 27, 2020. 413 414 415 S 416 117 Ju ' e Bartell, ity C erk 418 419 420 421 422 f' Pk b� Ro Rafferty, Mayor