HomeMy WebLinkAbout11-02-2020 Council Work Session MinutesCITY COUNCIL WORK SESSION
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1 CITY OF LINO LAKES
2 MINUTES
4 DATE : November 2, 2020
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 8:35 p.m.
7 MEMBERS PRESENT : Council Member Stoesz, Lyden, Ruhland,
8 Cavegn and Mayor Rafferty
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10 Staff members present: City Administrator Sarah Cotton; Finance Director Hannah
11 Lynch; Public Services Director Rick DeGardner; Community Development Director
12 Michael Grochala; Director of Public Safety John Swenson; City Planner Katie Larsen
13
The council meeting
was held online
on the Zoom Meeting
platform
and as allowed by
14
Minnesota Statutes 13D.021,
15 Introduction of new Finance Director, Hannah Lynch.
16 1. 2040 Comprehensive Plan —Community Development Director Grochala
17 reviewed the City's history on consideration of the comprehensive plan update, going
18 back more than one year. He introduced the City's consultant on the plan update, Kendra
19 Lindahl of Landform.
20
21 Ms. Lindahl reviewed a presentation that included information on the following:
22 - May 2017 began the process of reviewing the comp plan;
23 - robust community involvement process included;
24 - review of cover page, maps;
25 - edits through Metropolitan Council review process were very minor (]owing forecast
26 for population housing and employment);
27 - plan is scheduled for council adoption next week (4/5 vote required);
28 - plan implementation will begin after (zoning changes).
29
30 Questions from the council:
31 - What would happen if population were to rise above expectations; Staff explained
32 that the 2040 number remains the same so there is no expected impact on the small
33 change;
34 - The world can change (COVID 19 for instance) and should something like an
35 epidemic be reflected in a plan; also what is the percentage change for land use; Staff
36 responded that, from a COVID standpoint, the plan itself is generally resilient and can
37 handle changes and on the question of land use change, a map was noted that indicates
38 changes (fig 3-3); staff also provided an overview of zoning classifications and land use
39 designations noting that the comp plan deals with land use.
40 Mayor Rafferty noted the hard work of staff, the Planning and Zoning Board and other
41 advisory groups, the consultant and he offered appreciation.
CITY COUNCIL WORK SESSION
APPROVED
42
43 Councilmember Stoesz asked that the cover be updated with a photo of the new water
44 tower.
45
46 The mayor asked councilmembers to contact staff with any additional questions and to
47 expect council consideration at the next council meeting.
48 2. Zoning Ordinance Text Amendment Regarding Metal no —City Planner
49 Larsen reviewed a PowerPoint presentation including information on the following:
50 - Planning and Zoning Board directed staff to prepare a zoning amendment regarding
51 metal roofs;
52 . Current zoning ordinance allows for standing seam metal roofs only (visual of
53 standing seam versus hidden fastener was shown);
54 . Review of what neighboring communities allow (some don't allow metal roofs, some
55 allow similar to Lino Lakes; Blaine allows standing seam with restrictions);
56 - Staff report includes video links to attempt to show the difference between hidden
57 and standing;
58 . A public hearing yielded no public comments; the Planning and Zoning Board did
59 have a discussion and on a close vote approved the proposed amendment;
60 - Review of proposed amendment language;
61 .Ordinance is proposed for first reading at the next council meeting.
62 Councilmember Cavegn asked about those Planning and Zoning Board members who
63 were opposed; what was the reasoning. Ms. Larsen suggested it appeared to be mainly
64 aesthetics.
65 Councilmember Ruhland noted that he would not be present on November 91h and asked
66 that the ordinance be delayed. Planner Larsen said staff would not object to a delay.
67 Councilmember Ruhland wonders about the possibility of adding language that deals with
68 how visible the property is. City Planner Larsen said restrictions can always be added to
69 an ordinance but it's inevitable that restrictions may not stay appropriate for all
70 circumstances that come forward.
71 Councilmember Stoesz suggested that the council could take up the matter when a
72 resident comes forward with a situation that tests the regulations. Planner Larsen
73 remarked that a resident recently contacted her about the council's progress on an
74 amendment.
75 Councilmember Cavegn suggested that he also doesn't like to think of whole
76 neighborhoods with the exposed fastener roofs but he can think of situations where it is
77 not noticeable so he also wonders about adding distinguishing language.
78 Mayor Rafferty remarked that there's a quality and standard that he feels exists in Lino
79 Lakes. He feels an exposed fastener looks fine on a structure covering a horse but not a
80 house. He isn't in favor at this time of changing the ordinance. He isn't interested in
81 reevaluating.
CITY COUNCIL WORK SESSION
APPROVED
82 Councilmember Lyden said he is more in line with Councilmembers Ruhland and
83 Cavegn. He doesn't see an issue of quality but rather of aesthetics. City Planner Larsen
84 suggested that her research indicates that there is more long term maintenance with
85 exposed fasteners.
86
Staff will
plan to
bring the ordinance amendment to the December work session with
87
additional
ideas on setbacks, etc.
88
3. Capital Equipment Plan —Finance Director Lynch first clarified that the capital
89
equipment discussed in her report is specific to governmental capital and does not include
90
water and sewer. She also pointed out that a ten year plan includes many assumptions
91
and so the plan would most likely be updated by staff and reviewed regularly by the
92
council. Also as introduction, Ms. Lynch pointed out that the plan proposes to move
93
from financing capital debt to a pay as you go program for capital purchases. The pay as
94
you go provides for future budget flexibility and avoids interest costs; it also requires long
95
term planning. She reviewed a capital outlay schedule showing all equipment by
96
department for the next ten years, including specifying a total for each department. Goals
97
such as impact to tax levies should also be considered when looking at a plan. Revisiting
98
capital outlay financing, some years indicate spending more than is being taken in and
99
others the opposite but that allows for a more steady tax rate. Ms. Lynch explained how
100
the plan could be phased in (since there is outstanding capital financing debt) by utilizing
l01
some reserve funds for 2021 purchases and then be fully in place in 2022.
102
City Administrator Cotton added that the
plan would reduce
the City's debt over time
103
which would be seen as favorable from a
ratings viewpoint.
Also it provides the
104
flexibility noted on a year to year basis.
105
Councilmember Cavegn said he's in favor of the plan and the flexibility it provides. His
106
concern is the ability to fine tune the plan. He's seeing that in many cases, replacement
107
is related to rust however he has vehicles older than those noted that have no rust; is there
I o8
a way to provide some prevention in that area. Also three vehicles are listed that are
109
driven about 16 miles a day and with under 90,000 miles currently; those vehicles could
110
be driven for several more years before replacement with a new $40,000 vehicle would
II l
seem necessary. Administrator Cotton explained that part of the problem with rusting of
112
vehicles is that the City doesn't have the ability to wash equipment to clear it of salt in the
113
winter. Public Services Director DeGardner added that the biggest issue for Public
114
Works vehicles is that they are all stored outdoors all year and 24/7; they do the best they
115
can to hose down equipment but that can fall short. Public Safety Director Swenson
116
noted that there is an issue with the Fords used by public safety as they seem to rust in the
117
same spots; they do use sprayers as possible but it doesn't get to the under carriage of the
18
vehicles. Director Swenson added that there isn't really a full service commercial car
119
wash in the City at this time. Mayor Rafferty suggested that the Holiday station at 35E
12o
and County Road 7 does have contract washing available. Councilmember Cavegn added
121
that he'd rather see a corrective measure taken to deal with rust that is present when a car
122
still has a lot of life left rather than purchasing new to replace a vehicle that isn't driven a
123
lot (2,000 — 4,000 miles per year).
CITY COUNCIL WORK SESSION
APPROVED
124 Councilmember Lyden thanked staff for the amount of good information provided. He is
125 interested in having a stable tax rate for the City so if this plan does that, it is good. He
126 does share concerns mentioned about being able to tweak the plan to allow for, for
127 instance, maintenance rather than replacement. He'd consider a plan to shelter the
128 vehicles also if that helps. It makes sense to spend more on maintenance and make the
129 vehicles last longer.
13o Mayor Rafferty suggested that unmarked vehicles could be purchased in white rather than
131 black to allow them to be rotated back into the marked car system. The maintenance
132 issue is importance and it's understood that there is a facility issue.
133 Councilmember Lyden noted that the issue with Fords is the PTUs and it's a major issue;
134 why are those still the vehicles of choice? Director Swenson explained that the Ford
135 vehicles are on the state bid list and they. are less expensive than other options; it's
136 difficult to transition to a different model. Mayor Rafferty asked if the other vehicle
137 options are holding out better and staff said they will investigate. Councilmember Lyden
138 suggested that staff explore the possibility of extending the warranty on the Ford vehicles.
139 Administrator Cotton asked the council to review the Public Services capital plan.
140 Councilmember Stoesz asked if the pay as you go plan can be considered separately.
141 Director Lynch suggested that a resolution approval isn't requested but rather the pay as
142 you go would be incorporated into the budget.
143 The council discussed the bond contingency and staff explained that it's funding put aside
144 for anticipated costs.
t45 Councilmember Lyden asked staff to explain the bump in fire capital expenditures and
146 Ms. Lynch recalled the plan details that can for replacement of more expensive apparatus
147 at a certain time; years previous to that it calls for replacement of less expensive
148 equipment. The plan does spread the cost of expensive equipment over two years.
149 Councilmember Cavegn asked if the plan takes into consideration the population growth
15o expected in the City in the next ten years. Director Lynch said, as a beginning capital
151 plan, it does not take growth into consideration but she anticipates that the plan will be
152 reviewed and updated regularly in the future. Director Cotton remarked that with
153 increased population a tax capacity rate increase should occur and that would assist in
154 growth in capital needs.
155 Mayor Rafferty remarked that the council has a budget work session planned prior to final
156 budget adoption and he would expect councilmembers to continue to ask questions of
157 staff in the meantime.
158 4. 2021 Engineering Services —Community Development Director Grochala said
159 staff is looking for some guidance on going forward with engineering services for the
160 City. The council had some discussion about a review in the past year. He explained that
161 the City has utilized contract engineering services since the 1990's and most recently uses
CITY COUNCIL WORK SESSION
APPROVED
162 WSB & Associates for engineering services. He explained the level of services being
163 utilized, the cost and the source of funding. There are other options that could be
164 reviewed, one of which is to renegotiate rates with WSB. Staff is looking for council
165 discussion.
166 Mayor Rafferty said WSB has been a good partner with the City. When he joined the
167 council in 2010, he learned about what services the City contracts. Since the City is a
168 public entity, it is important to look at options at least every ten years, whether that be
i 69 RFPs or just a review. He is in favor of reviewing the services and having a process to do
170 that correctly. WSB has done an excellent job but the taxpayers are well served by
171 regular review.
172 Councilmember Stoesz asked about other cities that use in house services versus
173 contracted. He isn't necessarily in favor of the change but wants to understand fully the
174 implications. He does see the value in having a pool of expertise that large firm brings.
175 Councilmember Cavegn added that he'd like to understand better the cost of in house
176 services. Director Grochala said that more information can be provided on options;
177 services the City needs do go up and down according to development and some services
178 would always require outside expertise. Staff could provide more cost information as
179 part of an RFP process so the council has the full picture.
18o Councilmember Lyden said he supports the mayor in his comments about the need for a
181 regular review.
t82 Councilmember Stoesz asked if the pavement management plan information in place
183 belongs to the City. Director Grochala explained that any change would include the cost
184 of change but the methodology for a plan like pavement management would essentially
185 be the same. Councilmember Stoesz noted a transition summary prepared by the
186 previous WSB assigned engineer and he wonders if that is something that is valuable and
187 would be a consistent part of any transition; Mr. Grochala said that such a document is a
188 useful tool.
189 Councilmember Lyden asked for staffls instinct on looking at a change and Mr. Grochala
190 suggested that the outside finns that would compete are pretty much all from the same
191 pool and the costs are going to be pretty consistent; from a selfish viewpoint, while it is
192 always good to review, change does mean more work for staff and it also results in losing
193 people who have some institutional knowledge from their years of providing service to
194 the City. Mr. Grochala also explained that it's easier to ramp up and down with outside
195 engineers as needs ebb and flow and he suspects the costs would be similar but there may
196 be more hours available with in house. And he will attempt to demonstrate those things
197 with figures.
198 Councilmember Ruhland said he supports a review because it's an important practice. He
199 received an explanation from Director Grochala of what is included in the general
200 contract cost and other services that are not and how those are funded.
CITY COUNCIL WORK SESSION
APPROVED
201 Mr. Grochala, on the question of when the City would be "ready" for in house services,
202 suggested that it requires analysis and staff is prepared to provide that information to the
203 extent possible as part of any review process.
204 The council will be looking for a review process brought forward by staff at the beginning
205 of next year.
206 5. Stormwater Utility Discussion —Community Development Director Grochala
207 said during budget review the council discussed revenue possibilities. The establishment
208 of a storm water utility would cover certain storm water expenses born by the City.
209 Other cities are utilizing such a utility. Last time it was reviewed, the program was in the
210 range of $500,000 annually at a cost of about $2.50 a month to users. That amount of
211 revenue would exceed the City's current budget and could also provide capital funds for
212 equipment utilized in stormwater management activities.
213
Mayor Rafferty noted that the
City is
looking at certain projects such
as water treatment
214
options and he wonders if this
utility
could be a funding source. Mr.
Grochala explained
215
that stormwater utility revenue would be directed only to stormwater
related projects.
216 Councilmember Cavegn said he's in favor of creating the utility. This would free City
217 funding for other important uses. He sees that it is being used effectively by other cities.
218 Councilmember Lyden said he supports the idea. He wonders why this hasn't occurred
219 previously.
220 Councilmember Stoesz asked how residents who are not connected to City water would
221 be charged. Mr. Grochala said that is normally provided to those properties as an annual
222 bill.
223 The council discussed how charges are calculated per property. Mr. Grochala explained
224 the formula considered in the past. Residential properties receive the single charge,
225 vacant properties would have no charge, and commercial/industrial properties (including
226 properties such as churches, prisons) are charged based on certain calculations. A study
227 setting up the process would be required previous to actual establishment of the utility.
228 Councilmember Ruhland favors consideration of the utility.
229 Councilmember Stoesz asked how the utility costs would be communicated to those who
23o would have to budget for additional costs. Mr. Grochala said there is opportunity to
231 communicate and that would be a part of any plan.
232 The council asked staff to look for the most economical way to get needed information as
233 far as who receives the contract for the study.
234 6. Council Updates on Boards/Commissions, City Council
CITY COUNCIL WORK SESSION
APPROVED
235 Vadnais Lakes Area Water Management Organization- Mayor Rafferty noted a
236 special meeting forthcoming to discuss employee benefits.
237 NorthMetro TV — Councihnember Stoesz noted the active role that they have been
238 playing in getting election information out to the voters.
237
7.
Establish Date
for
2021 Budget Work Session —The
council
called for a special
240
work
session to discuss
the
budget on November 30, 2020
at 6:00 p.m.
241 Review Regular Agenda of November 99 2020 —The agenda was reviewed. Item 6E
242 will be removed per the council's direction.
243 The meeting was adjourned at 8:35 p.m.
244 These minutes were considered, corrected and approved at the regular Council meeting held on
245 November 23, 2020.
246
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248
247
250 N�%,Tyilianne Bartell,. Cit� Cler
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Rob Rafferty, Mayor