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HomeMy WebLinkAbout12-07-2020 Council Work Session MinutesCITY COUNCIL WORK SESSION 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE : December 7, 2020 5 TIME STARTED : 6:00 p.m. 6 TIME ENDED : 9:55 p.m. 7 MEMBERS PRESENT : Council Member Stoesz, Lyden, Ruhland, 8 Cavegn and Mayor Rafferty 9 MEMBERS ABSENT :None 10 Staff members present: City Administrator Sarah Cotton; Community Development 11 Director Michael Grochala; Director of Public Safety John Swenson; Public Services 12 Director Rick DeGardner (by phone); City Planner Katie Larsen; Director Finance 13 Hannah Lynch; City Engineer Diane Hankee; Environmental Coordinator Andy Nelson; 14 City Clerk Julie Bartell 15 16 1. Zoning Ordinance Text Amendment Regarding Metal Roofs —City Planner 17 Larsen reviewed a PowerPoint presentation that included information on: 18 - Background (situation that brought up the question), City regulations; 19 - Neighboring communities (how they regulate metal roofs); 20 - Planning & Zoning Board voted to support text amendment (4-3 vote); 21 - Staff concerns;; 22 - Seeking council direction 23 - First reading of ordinance allowing text amendment is on next council agenda 24 pending council action. 25 26 Mayor Rafferty noted information provided on what other cities allow. He also noted 27 that the packet included additional information in the form of You Tube videos. One 28 type is referred to as an "egg panel" because it's been associated with rural. areas. He is 29 not in favor of changing the guidelines as they currently exist.. 30 31 Councilmember Lyden said he is reviewing information carefully and thinking that 32 standing seam may be appropriate in R-1 areas but exterior fasteners could be allowed in 33 rural. 34 35 Councilmember Stoesz said he's spoken with roofing contractors and bung 36 professionals and no one he spoke with supported outside fasteners. He is particularly 37 concerned about the screws and how the color will hold up over time. 38 39 Councilmember Ruhland said he reached out to a roofing contractor also; he is starting to 40 understand that residential isn't appropriate. 41 42 Since the subject and an action has come forward from the Planning and Zoning Board, it 43 would be appropriate for formal council consideration. 44 fl CITY COUNCIL WORK SESSION APPROVED 45 zo Emerald Ash Borer Injection Program — Environmental Coordinator Nelson 46 first updated the council on the Tree City Initiative. It's a program that gives recognition 47 for efforts in the area of trees. He is working to bring that back to the City after a couple 48 years of not participating. 49 50 Mr. Nelson then reviewed his written report on the possibility of starting an injection 51 program to deal with Emerald Ash Borer (EAB) infestation in the City. He updated the 52 council on the current situation for trees on public property and the goal of 100 injections 53 per year. Staff also responds to residents on their questions about trees on private 54 property; sometimes providing a path to treatment. There is an existing program that 55 could be helpful to residents; he reviewed the benefits and noted that many other cities 56 are already participating in the program. City staff would remain the primary remover of 57 trees; the program relates to treatment only. Without the program, the cost to residents 58 would be higher. 59 60 Councilmember Lyden confirmed that there are boulevard trees being removed; overall 61 he wonders what purpose injection will serve. Mr. Nelson said the removals are always 62 tied to replacement and the cost related to it. Councilmember Lyden said he feels that if 63 there is a diseased tree it should be removed. 64 65 Mayor Rafferty asked for more information on costs. Mr. Nelson said he will prepare 66 additional information on cost analysis. Mr. Nelson noted that there is also a possibility 67 of grant funding to reduce the City's cost. 68 69 Environmental Coordinator Nelson explained that the City's park staff is very involved 70 and very helpful in keeping outside costs low. The program itself is free to set up 71 (postcard, etc). 72 73 Councilmember Ruhland asked if there is a standard for tree replacement perhaps at a 74 lower cost. Mr. Nelson said that can be investigated; he offered additional information 75 on the downside of planting a smaller diameter tree. 76 77 Councilmember Stoesz asked if there could be two vendors for the program, in order to 78 have some selection and perhaps price competition. Mr. Nelson noted that residents 79 wouldn't be required to choose the company in the program and further the company 80 selected by the City for the pathway information will have to meet certain criteria. 81 82 Mayor Rafferty said he likes the concept brought forward by Mr. Nelson. It meets a level. 83 of specification (by having a vendor to recommend) and provides a route for residents 84 who are interested. This will not come forward as a requirement to residents but 85 provides options. 86 87 Councilmember Cavegn remarked that if this is a no cost program that will work to 88 provide information to residents, he doesn't see any problem moving forward. 89 2 CITY COUNCIL WORK SESSION APPROVED 90 Mayor Rafferty remarked that taking down only what can be replaced is well thought out. 91 92 Councilmember Ruhland asked if there is a time line for replacement of trees that are 93 removed and Mr. Nelson said there is a tree planting effort each year. 94 95 The council concurred to move forward with the program as staff has explained it. 96 97 Community Development Director Grochala noted that this would provide a unit price to 98 the City in case we wish to move with an injection program, and at the same time end up 99 providing an opportunity for the residents. 100 101 3. Solid Waste Hauler Licensing — Environmental Coordinator Nelson reviewed 102 his written report. Historically the council has discussed the possibility of reducing the 103 number of licenses available in the City but through attrition. He has provided data in his 104 report on the number of trucks using city streets and options to address that if it is a 105 concern. Staff is seeking direction on licensing going forward. 106 107 Mayor Rafferty noted that there appears to be some difficulties in repealing licenses. 108 109 Community Development Director Grochala explained that the City Code sets up the 110 system of attrition to four licenses and that is where it stands now. To go lower, the City 111 Code would have to be amended. 112 113 Councilmember Ruhland received an explanation of the license fee structure. He asked if 114 staff is having difficulty getting reports from any haulers. Mr. Nelson explained the 115 process and the City's need for information. He is supportive of maintaining the free 116 market after having some experience with a hauler. 117 118 Mayor Rafferty said there is a valid thought about the use of streets but he is very open to 119 the free market. 120 121 Councilmember Cavegn said he supports the free market but is interested in the 122 possibility of reducing numbers, noting that the trucks are very heavy and very hard on 123 streets. He noted that the City of Farmington operates its own solid waste service and 124 perhaps that should be investigated because that seems like a good long term goal. 125 126 Councilmember Stoesz said he supports continuing with a free market system. 127 128 Councilmember Lyden noted his past council experience and finding that people are 129 passionate about their haulers; he can see reducing by attrition from four to three. 130 131 Mayor Rafferty asked if the ordinance would have to be modified. Mr. Grochala said 132 that would be expected. 133 134 Councilmember Stoesz recommended that an update to ordinance should include an 3 CITY COUNCIL WORK SESSION APPROVED 135 explanation that the City isn't attempting to get rid of any current hauler. 136 137 Councilmember Ruhland asked the City Engineer if the plans to add additional inches to 138 the streets being redone will help and Ms. Hankee said it should. 139 140 Councilmember Stoesz asked if there is interest in the City putting together standards for 141 Christmas tree pick up and Mr. Nelson said he believes there are some standards (a 142 timeline) in place. 143 144 The council concurred that an ordinance amendment would be considered that would 145 provide for the single attrition option. Mr. Grochala said staff will work on the details 146 and bring something forward. 147 148 4. Liquor License Fee Refund Review — City Clerk Bartell reported that bars and 149 restaurants in the City are currently under a State mandate that does not allow them to be 150 open to sell on -sale intoxicating beverages. Since the City issues on -sale licenses and 151 previously offered a partial license refund for a previous mandate, staff is seeking council 152 direction on offering the same for the current situation. The council asked for additional 153 information on the establishments that are impacted and the refund amounts. 154 155 The council will consider a refund plan at the next regular meeting. 156 157 5. Hard Court Development at Birch Street/Centerville Road — Public Services 158 Director DeGardner reviewed his written report outlining a proposal to develop hard 159 court facilities. Staff is looking for council direction on proceeding with the plans. 160 161 Councilmember Stoesz asked if the proposal includes lighting and Mr. DeGardner said 162 the facilities would be unlit. Councilmember Stoesz asked about moving closer to the 163 fire station so they could also use parking if necessary; Mr. DeGardner advised that they 164 have recommended what they feel is the best location for parking. 165 166 Councilmember Lyden asked about including some water facilities and Mr. DeGardner 167 said he will investigate. 168 169 Councilmember Cavegn asked about creation of a safe crosswalk area for nearby 170 residents (Nadeau Acres in particular). Mr. DeGardner said those residents could safely 171 cross at the closest four way stopped intersection. Community Development Director 172 Grochala said there is a trail planned for Birch Street in the future and there is a trail from 173 Nadeau Acres to Birch Street. 174 175 Councilmember Ruhland asked about land that is owned by the City in the area and what 176 facilities it will accommodate. Mr. DeGardner said, at this point, this would be the 177 extent of development but the City could of course develop additional facilities in the 178 future. 179 t� CITY COUNCIL WORK SESSION APPROVED 180 Mayor Rafferty said he is in favor of moving forward. Councilmember Lyden said he 181 favors the idea also and noted that while he is concerned about the safe access for 182 children, he sees the facilities will mostly not be for children. Councilmember Stoesz 183 suggested that the main park entrance should be pushed up the road (entrance more from 184 the east side so people coming up Birch understand to keep going); can that be done with 185 signage? Mr. DeGardner promised to keep that in mind as staff looks at signage. 186 187 The council concurred with the staff proposal and will see the matter on the next council 188 agenda. 189 190 6. Discuss Potential Dog Park — Public Services Director DeGardner reviewed his 191 written report. The topic of a dog park was previously discussed (2014) and he's 192 provided background from that time. The requirements of developing a dog park were 193 reviewed and he noted some additional information that should be considered. If the 194 council remains interested, he recommends the subject be sent to the Park Board for their 195 review. Mr. DeGardner noted two dog parks currently operating in the vicinity of Birch 196 Street. 197 198 Mayor Rafferty noted the facilities that are currently available. He's found the facilities 199 good, varied and easy to use. There is a fee involved at those parks. Perhaps it makes W sense to look to Anoka County. 201 202 Councilmember Cavegn said he likes the idea of a dog park but not at this location. He'd 203 like to see an area less served than this one and perhaps near an industrial area. 204 205 Councilmember Ruhland remarked that he'd like to see something from the County as 206 well; he hears there is another large dog park within two miles and that seems like good 207 service. 208 209 Mayor Rafferty suggested taking it to the next level with the County. 210 211 Councilmember Lyden said he recognizes the recreation needs of the City. Whether it is 212 done by Anoka County or the City, he is highly supportive of a dog park facility. He 213 noted benefits to residents and not just dogs. Would the council like to seethe matter 214 sent to the Park Board just for their discussion and Mayor Rafferty said he'd prefer to first 215 have the discussion with the County. 216 217 7. Cleaning Services —Public Services Director DeGardner reviewed his written 218 report updating the council on the contract for cleaning services. Based on poor 219 performance of the current provider, he is providing information on contracting with the 220 largest cleaning service in the area. He is proposing a six month contract to gauge 221 service. If the council approves, he will place the matter on the next council agenda. 222 223 Councilmember Cavegn said he is open to a change; he asked why the City moved from 224 JamKing in the past? Administrator Cotton said it was performance related and there 5 CITY COUNCIL WORK SESSION APPROVED 225 have been similar concerns with the current provider; she doesn't feel the City is getting 226 what it is paying for. In response to a question about an increase in cost, Mr. Cotton said 227 the new contractor would be spending more time; they will be expected to perform in the 228 six months allowed and if not, staff will be reporting back. Mr. DeGardner said, if this 229 doesn't work out, staff will also look at options for in house cleaning. 230 231 Councilmember Stoesz noted that he likes the code system that Marsden uses to show 232 where their people are and doing the work. Mr. DeGardner said they have displayed a 233 high level of professionalism. 234 235 Councilmember Lyden said he will support the staff request but asked some questions 236 about the timing of removing trash. 237 238 Councilmember Stoesz asked that the contract include language to recognize that they 239 don't have to work on holidays? Mr. DeGardner said holidays are taken into account 240 when the contract is developed. 241 242 8. Annual Advisory Board Appointments — City Clerk Bartell reviewed the staff 243 report. The advisory board openings and applicants were overviewed. Staff is seeking 244 direction on an interview process. 245 246 The council will interview applicants where for the Environmental, Planning and Zoning 247 Board and new applicants. The interviews will be scheduled for a Zoom meeting in 248 January and additional applications will be accepted in the meantime. 249 250 9. Council Updates on Boards/Commissions, City Council — There were no 251 updates. 252 253 Review Regular Agenda of December 14, 2020- 254 255 Budget Discussion - Finance Director Lynch reviewed the items that will be coming 256 forward for the council's consideration of adopting the 2021 budget. 257 258 Mayor Rafferty remarked that the budget discussion (preliminary) in September included 259 an estimate on county valuations. He'd like an update from those preliminary 260 discussions. For instance, a part time communications position was not included. Also 261 regarding police officer positions, the council approved one officer position to start in 262 September of 2021; what was approved for the investigative assistant position starting in 263 May 2021. 264 265 Councilmember Lyden said he may be guilty of looking at the bottom line, but he doesn't 266 need that detail right now because he is very comfortable with where the bottom line 267 comes out. In the future perhaps a better system in place to review the details. 268 269 Director Swenson recalled that the police officer situation was discussed at length and the CITY COUNCIL WORK SESSION APPROVED 270 investigative position was added in lieu of an officer; there was no direction from the 271 council to remove the position from the budget and the position has been included in 272 every budget presented since then. Councilmember Stoesz remarked that the real impact 273 for the position will be seen fully in 2022. The council concurred that the position is 274 included. 275 276 It was clarified that the purchase of a gator boat was moved forward in the capital 277 program. 278 279 Items noted by the Mayor: included, but not limited to, Park Center medians, Rice Lake 280 Estates lights, trailer mounted message board, no on the street maintenance worker, 281 Wensel Farms replacement, Fiber engineering wood for playground, $5,000 for the parks, 282 Reshenau repairs, Sunset Park, Marshan boardwalk removal, recreation coordinator (no), 283 pavement management (change downward), marked patrol. 284 285 Mayor Rafferty noted the contingency amount. Administrator Cotton said the 286 contingency has not been at the current level in her time with the City; should the funds 287 be transferred for park use? There is no budgeted funds for this year going to the parks 288 and trails fund. It makes sense to think about how that will be brought up to the $90,000 289 budget in 2022. 290 291 Mayor Rafferty talked about creating a fund for parks and trails repairs, to address matters 292 that come up. Not for this year but maybe next year. 293 294 The mayor said the council has worked hard to get where it is at with the budget. He 295 suggests bringing the contingency down to $75,000 and taking the reminder to bring the 296 parks fund to $60,000 with a supplement from the closed bond fund of $22,000. 297 Administrator Cotton said the $22,000 should come from the General Fund Reserve 298 because she thinks that would work best; that would also not have an impact on the tax 299 rate. 300 301 The council expressed support for the change, funded from the General Fund Reserve. 302 Councilmember Stoesz remarked that, if the funds aren't used for the parks, the council 303 should be able to bring the funds back. The budget actions provided in the packet will 304 be amended to reflect. 305 306 Moving back to the council agenda budget approval items, Ms. Lynch explained the 307 budget amendments noting that many on the revenue side have to deal with COVID 19. 308 On the expenditure side the amendments relate mainly to personnel savings, parts and 309 supplies, and contracted service. The budget adds $315,000 to the General Fund Reserve 310 as a result of amendments (keeping the City at the 50% reserve balance). 311 312 Final reporting on the Coronavirus Relief fund is Item 2C. Ms. Lynch reported that the 313 full amount granted was used and staff is coming forward with a final report (broken out 314 by expenditure categories outlined by the state); staff is also asking the council to approve 7 CITY COUNCIL WORK SESSION APPROVED 315 a federal grants policy. The council concurred. 316 317 3A) Metro INET IT Services and Execution of Joint Powers Agreement for Services — 318 Administrator Cotton reviewed the report explaining the conversion of the service to a 319 joint powers agreement (JPA) arrangement. The agreement has been thoroughly 320 reviewed. The proposed JPA elements are outlined in the staff report and while it is 321 proposed to begin in January 2021, there are elements that will evolve. The City will be 322 the fifth largest member of the consortium and that will be reflected in voting structure. 323 Staff doesn't expect an increase in costs in 2021. 324 325 The council discussed membership on the joint powers board. Each member 326 (jurisdiction) will get a member and alternate. Councilmember Stoesz noted the 327 Laserfiche arrangement and how that could be impacted; Ms. Cotton said she doesn't see 328 any transition from Laserfiche in the near future but, if that happens, it would be a 329 decision of the board. Councilmember Stoesz said he doesn't want to hamper the City's 330 ability to move ahead with technology. 331 332 313) Keystone Classification System — Administrator Cotton reviewed the staff report. 333 With the council's direction, staff proceeded with a classification study and reported 334 results to the council. The report has been discussed with the City's labor bargaining 335 units and she has a tentative agreement. Staff is seeking approval for this system to 336 replace the current personnel classification system. Councilmember Lyden asked if any 337 employees would receive a decrease; Ms. Cotton said one employee will be redlined and 338 has been informed. 339 340 3C) through 3G) —Labor Agreements and Non Represented Employee Compensation — 341 Administrator Cotton updated the council on two outstanding tentative agreements. 342 Mayor Rafferty said he has believed it important to get the union contracts in place and 343 then look at non -represented. 344 345 5A) Marsden Contract — A change in services has been discussed by the council. 346 Councilmember Stoesz asked if staff will return to council after six months or would an 347 extension be administrative. Ms. Cotton suggested that she envisions perhaps a consent 348 item to make the council aware. MAR 350 6B) Poehling Addition, Final Plat and Development Agreement —Planner Larsen 351 explained plans to subdivide the lot. There were variances already approved. This is 352 final plat (plan) coming forward. 353 354 6C) Denying a Setback Variance for a Deck at 842 Lois Lane — City Planner Larsen 355 reported. The council had no questions. 356 357 6D) Zoning Ordinance Text Amendment Regarding Metal Roofs on Single Family 358 Dwellings — The matter was discussed in detail earlier in the work session. 359 �;a CITY COUNCIL WORK SESSION APPROVED 360 The meeting was adjourned at 9:55 p.m. 361 362 These minutes were considered, corrected and approved at the regular Council meeting held on 363 December 28, 2020. 364 365 366 367 36 ul' e Bartell, Ci Clerk 369