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HomeMy WebLinkAbout07-06-2020 Council Work Session Minutesi Or LINO LAKES MINUTES 3 4 DATE July 6, 2020 5 TIME STARTED 6:00 p.m* 6 TUME ENDED : 10:30 p.m. 7 MEMBERS PRESENT Council Member Stoesz, Lyden, Ruhland, 8 Cavegn and Mayor Rafferty 9 MEMBERS ABSENT None to Staff members present: Ciri Administrator Sarah Cotton: Community Development ] 1 Dissector Michael Grochala: Director of Public Safety John Swenson; Public Services 12 Director Rick DeGardner; Human Resources Manager Karissa Bartholomew;_ Cite 13 Planner Katie Larsen l4 1. Water Treatment i'lant>�easib0i�� Study, Rich e�ardner and dreg l5 Johnson of WSB & Associates, Inc. — Gre�7 Johnson. WSB & Associates. presented 16 information on the feasibility study they have completed for the Cit<%. He noted the l 7 recent history of manganese levels in some City wells. a public information campaign and 18 the council's direction to prepare a feasibility study on the possibilit-�7 of a water treatment 19 facility. He reviewed basics of the report., including information on. 20 21 Water Sampling - to identify all contaminants in the water that could potentially cause 22 concern; also looking at what area cities are doing for water treatment; Environmental 23 Protection Agency (EPA) rules and Minnesota Health Department guidance is included. 24 25 Water Demand History (past ten years) were reviewed in order to understand maximum 26 demands. 27 28 Options studied — drill new wells. purchase water from another community, or implement 29 treatment. With the option to drill new wells, including in deeper aquafers, there's no 30 guarantee that issues would change. Looking at purchasing water. the cost would be 31 high even with multiple communities participating in building a system from St. Paul and 32 purchasing from other area communities is not seen as feasible either. The study looks at 33 the possibility of water treatment facilities that would meet the City's projected demands 34 to 2040. 35 36 Water Treatment Elements —recommend conventional gravit�� filtration with biologic 37 treatment of manganese and that would include savings in chemicals cost. Additional 38 water mains would be required but improvements could be phased over time. 39 40 Councihnember Lyden noted that the City of Lino Lakes surrounds the City of 4l Centerville which must have a similar water supply. He wanders how that comn�uiuty 42 deals Nvith its water. Staff said that Centerville does have a treatment process and that 43 the City- would probably have discussions with Centerville about involvement in 14 development of a treatment plant if and when that was appropriate. Regarding 45 manganese levels in other cormnunities, Public Services Director DeGardner noted that 46 the levels appear to lessen moving east. Mr. Johnson added that the levels can vary even 47 in close proximity and the only way to detennine levels is to drill a test well. Staff is 48 workincy to gain information from other cities on their water quality. 49 5o Councilmember Stoesz asked if the possibility of micro treatment (adjacent to wells) has 51 been investigated. Mr. Johnson explained that while that process could provide savings 52 on piping the cost of the individual treatment facilities is generally prohibitive. 53 54 Site and Construction —site. noted is -Birch Street and 1 din Avenue South.. utilizing 55 approximately four acres of land. Water treatment sites are considered a good neighbor. 56 Architectural options are available but these facilities are generally built to last a long 57 time. not from wood. 58 59 Estimated Costs —Engineering, planning, legal, land acquisition is estimated at $20 6o million. Ongoing maintenance estimated at $166,000 per year. Options for fundznu 61 would be trunk water fund or future rate revenue (after a rate study). 62 63 Recommendations —Reduce levels of manganese in the City water system through 64 development of a water treatment facility, consider a gravity water treatment plant and 65 consideration of future plant expansion needs. A water treatment pilot study (for a pilot 66 plant) is normally the first step in development of a plant. Consider rate study to evaluate 67 funding. A possible schedule for moving forward is included in the report. 68 69 Mayor Rafferty asked about the longevM of data that's gained in a pilot study he 70 wouldn't want to invest funds and have to repeat the exercise. Mr. Johnson said 71 typically the test data is valid for two to three years after the study. 72 73 Councilmember Stoesz asked how properties that are adjacent to a well are impacted as 74 far as water content. Mr. Johnson explained that there could be some indication of 75 higher levels of something like manganese for a house next to a well during peak periods. 76 Community Development Director Grochala added that over a twenty year view. the plan 77 is to buildout trunk lines for water. 78 79 Mayor Rafferty explained that it's important to him to be able to see the whole picture in 80 order to make. judgments about what's going to be the best approach for the City. Public 81 Services Director DeGardner added that this study of a water treatment fa6lity has been 82 brought forward based on recent discussion and direction from the council; it's an option 83 to be considered, it includes possibilities and in the meantime staff would intend to 84 continue to utilize the water system as it exists. Mr. Grochala added that the next step 85 would probably be to look at possibilities for funding just so that information can be a 86 part of future decision making. Council melnber Ruhland noted that he'd be interested in 87 understanding the City's position in the area of outstanding capital debt. Councilmember 88 Lyden remarked that he's concerned that the cost could rise as the Cite waits. 89 Administrator Cotton explained that a utility rate study would provide overall 2 90 imorma#ion, the last study occurred in 20I2. Councilmember Stoesz asked if appropriate 91 increases can be built into rates so that a study isn't needed often; Ms. Cotton remarked 92 that with an escalator vou'd probably still want to look at least every five years to ensure 91 rates remain appropriate. It was noted that more information on grant funding will be 94 avaiIable in August. 95 96 Mayor Rafferty- would like to have some more budget discussion before Giving a specific 97 direction. 98 '�. �'ater>ng es>rict��ns �lpdate —Public Services f3irector I�eGardner reviewed 99 his written report. The information provides an update on the manganese situation. 00 Staff will continue the education efforts on water usage that were approved by the council 101 at the last work session discussion on this matter. 102 �. Lab�rer5s prair��ng tenter �am��xs ��:p�ns�an — CitS� Planner Larsen reviewed 103 a PowerPoint presentation that included information on the following: 104 105 _ Laborer's Training Center intends to expand which v,�ould require a conditional use 106 permit because they will have two buildings on the same lot; 107 - Site Location Map and an aerial map were reviewed; 108 - Background on the Center and proposed two phased expansion project; 09 - Facility is Iocated on the boundary with the City of Hugo; adjacent residential property 110 is located in Hugo: Zoning review including requirement for conditional. use; 112 - Site Plan. including building_ parking, driveway, stormwater ponds and hard surface: 11.) - Lot size and setbacks, rendering of exterior plans; flooiplan6 114 - Elmerest street vacation will be required with public hearing scheduled at council 115 meeting, 116 - Buffer and screening plans; will be sensitive to removal of current trees; l 17 - Wetland review:, no mitigation required; 1 18 - Public safety, Environmental Board (with conditions); and Planning and Zoning Board 119 (7-0 approval) reviews. 12o 121 Ms. Larsen noted Findings of Fact and reviewed the requested council action (on next 12) council agenda). The council will see this matter on their next council agenda. 123 4. �eekee���g —City Planner Larsen reported. Staff ��as asked to put this item on 124 the agenda. Included in the packet is information from 2014 when the subject of 125 beekeeping was discussed by the council. In general, the City's approach is to define 126 animals and bees fall under the farm animal category and therefore are allowed in certain 127 rurally zoned areas. She showed a map indicating that about 45 percent of the land area 128 in the City allows beekeeping (not including the parkland). 129 3 +1 W 1 �© Mayor Rafferty recalled the 2014 discussion where there was full input from different 131 sides of the issue. That discussion concluded with people bringing forward some serious 132 concerns about bees. l33 134 Councilmember Stoesz noted that he understands beekeeping because he grew up with it 135 and it did exist in very rural areas. Understanding the amount of property in the City 136 where bees are allowed. he is comfortable with the current regulations. 137 138 Councilmember Cavegn asked why bees are classified as fanm animals and Ms. Larsen 139 said it is recognized that it's normally done commercially. She added that there are 140 restrictions even on domestic animals such as dogs and cats. 141 142 Councilmember Ruhland noted his concern about stinging and families possibly being 143 unaware of an extraordinary number of bees in their vicinity or in the area of a new home 144 they purchase. 145 146 Councilmember Lyden noted that bees travel distances so really there are probably bees 147 in all areas of the City. they're just not being kept everywhere. 148 5. �n�e�-am Accann�ing Se�lees — Cin� Administrator Cotton reviewed the written 149 staff report outlining her recommendation that the City enter into a contract to receive 150 certain accounting services. The services are required because there are currently two 151 vacancies in the Finance Department. Costs are outlined in the report. She noted that she 152 isn't recommending the budgeting element but is reeonumendinQ the bank reconciliation 153 (for a of couple months) and TIF reporting (one time). Her hope is that this will be very 154 limited and the new staff will be on duty soon. Ms. Cotton explained that she has some 155 experience with the company and this is a common service for them. 156 157 The council received an update on the process for filling the vacant positions. 158 159 The council concurred and will see a request for official action on the next council 160 agenda. 161 6. �€1?1 �ndget Ass�?�pt�oms —City Administrator Cotton reviewed her «�ritten 162 staff report outlinng certain budget assumptions and seeking to gain insight on 163 outstanding assumptions and council priorities. There is an upcoming budget work 164 session discussion scheduled. 165 166 - Cost of Living Adjustments — the City has gained survey data as outlined in the report. 167 Many cities are not able to predict this element due to the current conditions. Union 168 negotiations for next years contracts are forthcoming and so a COLA increase has not yet 169 been negotiated for 2021. At this stage staff is recommending the inclusion of an 170 increase with the understanding it is fully under discussion. The council concurred that 171 staff could replicate the process used last year to include a number in the budget. I72 173 - Benefits — Staff is presenting assumptions and they are conservative. Actual figures 174 will come down the line. }75 176 - Compensation Study — Staff s recommendation at this point is to include the I77 compensation plan changes in the budget for further discussion. Without some type of I78 compensation amendment the City will not be in compliance with pay equity. 179 180 -Communications Coordinator — Ms. Cotton explained that her goal at present is to have 181 this item included in the budget so that it can be considered. She noted that it represents 182 no impact on the budget since the cost would be. covered by the cable.!communications 183 fund «chile there is the possibility of realizing savings to the general fund in the form of 184 newsletter design services. It's an area that she feels needs attention and a new position 185 would free up other staff. centralize the services and provide more consistency in 186 communications. I87 188 - Recreation Department — Options reviewed for the future of recreation and special 189 programming provided by the City. It's good opportunity to talk about where the council 190 wants to go in the future with these services. Councilmember Lyden asked Public 191 Services Director DeGardner if there is more need at certain age levels and Mr. 192 DeGardner said it would make sense to review for needs. Councilmember Stoesz stated 193 that he thinks it's important for the City to ensure that its facilities such as athletic fields 194 are utilized and it's a question of whether the City manages programs or just the. facilities; 195 also lie thinks there's a need to provide services to special needs individuals. Director 196 DeGardner added that the Blue Heron Days Festival is really dependent upon City staff 197 unless the community could take a more active role. Mayor Rafferty asked about the 198 success of programming outside of sports. i.e. Breakfast with Santa, Gobbler Days, Corn 199 Roast. Mr. DeGardner said much of the success hinges on work put in by the City. Ms. 20o Cotton added that a special events coordinator position would also handle the ice skating 201 wanning house program and she doesn't feel staff would be able to absorb those duties 202 without help. Mayor Rafferty said he's envisioning a special events coordinator position 203 but doesn't have the details to understand full or part time. The council concurred that 204 they'd like more information on needs. 205 206 - Utilit<� Rate Study —The. Last rate study occlu-red in 20I4 and rates from 2015 are still in 207 place today. Operating costs for the system are being covered by current rates but 208 depreciation is not included_ A utility rate study would also provide information on other 209 potential initiatives related to utilities. The council authorized staff to proceed with 210 RFD's for a study utilizing funding from the utility fund. Councilmember Stoesz asked, 211 if possible, could that study include considerations for different scenarios. 213 -Public Safety Vehicle and Equipment Replacement — Ms. Cotton explained the Cit_y's 214 current policy calling for evaluation of vehicle replacement only when l 00,000 miles are 215 reached. She also noted the City's general fund tax levy chart and the related debt 216 service levy going forward. Looking at vehicles that could require replacement in 2022.- 5 217 she sees there could be a spike to that capital debt. There is one vehicle planned for 218 evaluation for replacement in 2021. Public Safety Director Swenson added that there will 219 be at least three vehicles evaluated in 2022 and most likely more than that. Further when 220 vehicles are being evaluated they are generally six to nine years old and that's quite old 221 for an emergency vehicle. Council cornrnents included: generally cars last to 160,000 222 miles reliably; the warranty for police cars is 100,000 miles; there is time at the front end 223 and back end when the car isn't actually in use; there was a fleet ear in the past that was 224 planned to be sold Nvith 40.000 miles; 2I cars for 27 sworn officers maybe too many cars; 225 important to recognize that the taxpayers should be charged fairly recognizing people 226 move in and out. Ms. Cotton noted that vehicle purchase is financed by certificate (the 227 City borrows from itself) and the fluctuation in needs/purchasing makes that a difficult 228 process; if the City were able to fund purchases yearly that would be easier from a 229 financing perspective. Ms. Cotton pointed out that there will be additional needs for fire 230 equipment also, there is no funding planned for that and that will cause fluctuation also. D I Ms. Cotton suggested an all -vehicle purchasing plan review to find the best process. 232 Director Swenson added that he has reported in the past to the council and explained the 233 department's needs. Ms. Cotton asked if the council would be comfortable with staff 134 bringing forward a vehicle replacement option for the 2021 budget just for consideration. 235 236 Director Swenson discussed fire apparatus replacement. He reviewed the replacement 237 schedule set forth in the written report. Administrator Cotton noted that the City 238 currently does not have a plan to bond in the future for this type of equipment and 239 bonding is something that must be planned. Councilm ember Lyden asked if there are 240 options for recertifying this type of equipment and Director Swenson said there is some 241 language in the regulations regarding that but he noted the age of the equipment that 242 would be replaced and the benefits to purchasing new equipment. Grant funding would 243 always be sought when appropriate. Administrator Cotton noted that there are some 244 remaining funds from the Centennial Fire District split. Ms. Cotton added that a 245 comprehensive review of what is needed and what it will cost and the best way to fund is 246 what staff w111 provide. 247 248 Councihmember Stoesz asked if staff will be able to separate IT costs in the budget this 249 year. Administrator Cotton explained that there will be a level of infonrration included 250 because she's asked directors to identify those costs in their individual budgets as much 251 as that is possible. 252 7. Public Purpasc �xpendi�n�-es —Human Resources Manager Bartholomev�% 253 explained the changes staff is proposing to the policy that guides this area of expenditure 254 of City funds. Clarifying this policy is intended to provide for transparency as well as 255 providing guidance for employees. There is also a change proposed to how the City 256 approaches employee appreciation. Whereas currently employees are recognized with a 257 gift card when they reach milestones in years of services, the change would mean that 258 employees would be recognized instead for excellent service. She feels that employees 259 would prefer to be recognized for their work rather than their years and management 260 would like to have this tool. Ms. Cotton added that she doesn't see a budget impact for 6 261 the changes and she explained that the management team has loosely discussed now the 262 program would be handled. Councilmember Stoesz remarked that the section on special 163 events seems very Ioose and Ms. Cotton stated that staff would always tie the "public 264 purpose" requirement to utilizing funds for a special event. Councilmember Lyden 265 remarked that his health provider provides a discount to insurance costs when employees 266 participate u1 certain wellness and work events. 267 268 The policy changes will be. brought forward for formal council approval. 269 8. Chain of �,a_�es 1�ota�, Special �ve�t - Cit}� Adnunistrator Cotton reviewed 270 information contained in the staff report, including the Rotary's permit requests to allow a 271 special event, the activities that would be included in the special event, and the existence 272 of a state Executive Order that impacts gatherings. Kevin Fitzpatrick of the Chain of 273 Lakes Rotary was present. Ms. Cotton explained that the event information was sent to 274 state officials who have responded that it would be prohibited under the current orders. 275 The current Executive Order is in place until July 13and staff doesn't know what will 276 happen when that expires. Staff is not able to recommend approval of the request with 277 the information as it exists. 278 279 Mr. Fitzpatrick, Chain of Lakes Rotary Club, noted the charitable work of the Rotary. 280 He explained the Rotary's reason for bringing forward this request, including some 281 opinions on the safety of being outside and how age impacts the virus. He noted that the 282 Executive Order prohibiting this event is set to expire on July 13t' and it's unlikely to 283 remain in place after that. He feels that the community is Nvanting events such as this. 284 285 Mayor Rafferty rioted that he's concerned that there are signs posted in the community 286 advertising the event and that puts the cart before the horse so to speak. Unfortunately 28 7 no one can really kl10w what will happen when the current Executive Order expires. 288 Also the plans call for the use of Cite property and. would include many events that would 289 have been associated with Blue Heron Days, the city festival v,hich has been called off 290 for this year. 291 292 The council discussed the relation of current orders, legal challenges and enforcement and 293 asked about d1e Rotar,�'s plans for protection. etc. It was noted that one permission. the 294 liquor license request, comes from the state and its unkno��n how that Allould be received. 295 296 Public Safety Director suggested that there are more questions than answers at this point. 297 He noted the. precautions that are being taken by the Public Safety Department to keep 298 buildings and personnel safe and he's concerned about how to maintain safety with the 299 help of his department required for this event. He has fully supported the race and has 300 participated in the past but would not do so this year. He does not recommend moving 301 forward but the department would provide services if the council approves the event. 302 When asked if he would change his recommendation if the current order is lifted on July 303 13"'. Chief Swenson said the information he's obtained indicates it's unlikely to change 304 after the 13"". 7 CITE' COUNCIL WORK SESSION 305 306 Mr. Fitzpatrick added that he believes that regulations will be changing after July 13`h 307 308 Mayor Rafferty noted the precautions that the City is taking overall in the current 309 situation. as it is perceived. Staff is working very hard on protections. The Rotary is a 3 C} great organization and do so much good for the community and the council fully 31 l recognizes that. 312 313 Staff will continue to monitor what happens with state restrictions moving forward. 314 9. Co�anca� Ll�dates on Boards/Co�nmasslons, City Council —There were no 315 updates. 316 1(l. Review >r2egular Agenda —The agenda items were reviewed and there were no 317 changes. 318 The meeting was adjourned at 10:24 p.m. 319 32o These minutes were considered, corrected and approved at the regular Council meeting held on 321 August 25, 2020. 32 323 325 326 InYBarte,ty lerk Ro Rafferty, Mayor 327 fi!