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HomeMy WebLinkAbout02-01-2021 Council Work Session Minutes CITY COUNCIL WORK SESSION APPROVED 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE February 1 , 2021 5 TIME STARTED 6 : 00 p. m. 6 TIME ENDED 8 : 15 p . m . 7 MEMBERS PRESENT Councilmember 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 ; Deputy Director of 12 Public Safety — Fire , Dan L ' Allier; Public Services Director Rick DeGardner; 13 Environmental Coordinator Andy Nelson ; City Clerk Julie Bartell 14 15 1 . 2021 Park Board Recommendations — Pat Huelman, Chairman of the Park 16 Board, presented the Board ' s recommendations for parks and trails projects in 2021 . 17 He noted previously recommended projects that have been completed. Mr. Huelman 18 explained the Board ' s recommendation criteria - greatest needs greatest impact and best 19 distribution. Recommendations : 20 - Lino Park (preferred concept plan included in staff report, including what could be 21 done by city employees) ; 22 - Clearwater Creek Playground Equipment (geographic consideration) . 23 24 The also fully supports moving ahead with plans for "Tower Park" projects (hard court 25 facilities) . 26 27 Mayor Rafferty noted that there is one City tennis court and one City pickleball court in 28 the whole of the city. While there are some facilities through the schools that is all for 29 the City . 30 31 Councilmember Stoesz noted that Lino Park is also used for Recycle Day. Staff replied 32 that work will be done to make sure that coexistence can continue . 33 34 Councilmember Lyden thanked Mr. Huelman for his long service on the Park Board. 35 36 Public Service Director DeGardner provided information on utilities , including water, to 37 the Lino Park. 38 39 Councilmember Lyden asked if funding provided for " Tower Park" was exclusive to 40 development of the hard courts and Mr. DeGardner noted that funds for the courts relate 41 to a council fund designation in 2018 . Councilmember Lyden suggested that he is 42 reviewing the use of funds for the courts versus neighborhood park facilities . 43 1 CITY COUNCIL WORK SESSION APPROVED 44 Councilmember Ruhland asked if there is a check list for the Lino Park project; Mr. 45 DeGardner suggested that the list is currently a rough draft but will be finalized in coming 46 weeks . Staff is estimating project cost total at $250 , 000 . Councilmember Ruhland asked 47 how much the park building is proposed to cost and Mr. DeGardner said it ' s still under 48 discussion as to what type of shelter will be added . Councilmember Ruhland remarked 49 that the current shelter seems to be a good structure and he wonders if it could be saved . 50 51 Councilmember Cavegn asked if there are plans to extend the off road trail in the area of 52 Lino Park and Mr . DeGardner explained that would probably have to happen in 53 conjunction with an Anoka County road project on Lake Drive because trail development 54 is expensive . Councilmember Cavegn explained the danger that is posed for people 55 trying to get to the park using the shoulder of the road. 56 57 Councilmember Lyden asked for an update on dog park discussions . Mr. Huelman said 58 the Park Board has been informed that there ' s interest in that type of facility. Mr. 59 DeGardner suggested that the discussion would probably be appropriate as part of a 60 strategic planning session . 61 62 Mayor Rafferty said he ' s pleased about the attention to the Clearwater Creek area 63 considering its location. He also noted that he ' s watching the types of parks being 64 developed in other cities currently. They are larger and multi -use and he ' s interested in 65 that discussion. 66 67 Public Services Director DeGardner explained how staff is drilling down on the details ; 68 tonight he ' s hoping to get a preliminary approval to proceed with planning. 69 70 Councilmember Cavegn noted that staff plans to utilize the services of Landscape 71 Structures — aren ' t they an expensive option? Mr. DeGardner said staff has worked with 72 them in the past and he feels the quality is there for the price ; also they are included in the 73 State level contract. 74 75 Councilmember Stoesz noted that there is currently a sign at Lino Park for Lions 76 International ; perhaps that is a funding source . 77 78 Councilmember Ruhland asked, what are the major reasons that Clearwater Creek Park 79 was selected? Mr. Huelmann noted high use, wear and tear on the equipment and 80 geographic location . Councilmember Ruhland asked what park would be the next 81 priority? Mr. DeGardner noted parks that were built earlier and plans for work on some 82 of those . 83 84 Councilmember Lyden said he supports the plans for the park facilities but he ' s 85 concerned about 1 ) having water (fountains) in the parks and 2) hard court plans for 86 "Tower Park" . 87 88 The council concurred in supporting the recommendations and planning at this time . 2 CITY COUNCIL WORK SESSION APPROVED 89 90 2 . YMCA Update — Community Development Director Grochala noted that the City 91 is 28 days out from taking possession of the property . The attorney representing the City 92 is working on documents relating to transfer of the property ownership to the City. As far 93 as the facilities study that is underway, conversations are moving ahead including with 94 the council and school district. He ' s hoping for a preliminary report within the next 95 couple weeks . There is a tour tentatively set up for next Monday to see the facility 96 (Councilmember Ruhland is not available) . The council changed the tour date to 97 Tuesday, February 9t' . 98 99 Mr. Grochala said the YMCA is offering some of the equipment in the building for sale 10o or continue a lease arrangement. Staff is proposing passing on the equipment lease since loi it ' s a monthly cost. The equipment for sale is being considered by staff. The consultant 102 is looking at the equipment to make a recommendation as well . He noted that the 103 YMCA sign is coming down very soon. The council would like the opportunity to see 104 the equipment. 105 106 Councilmember Stoesz asked if there is an alarm system on the building . Mr. Grochala 107 said there ' s a fire alarm system . Transfer of the facilities is already including education 108 on facility maintenance. 109 no The mayor asked about utility costs and staff estimated the cost at about $ 5 , 000 a month . 111 Councilmember Ruhland asked if there are costs involved in winterizing the facility and 112 the council remarked that it is already so ; the mechanical systems have been kept well . 113 114 3 . Smart Irrigation Controller Program — Environmental Coordinator Nelson 115 reported. Mr. Nelson noted that irrigation is a big use of water in the City and and water 116 waste can be up to fifty percent. He explained the proposal to institute a controller 117 program (as outlined in the staff report) . He noted that the Environmental Board did 118 recommend proceeding with the program . When asked by the mayor about the funding 119 and turn around sale of equipment to residents , Mr. Nelson explained that the proposal is 120 based on programs already in place in other cities , including the possibility of grant 121 funding those cities have received . 122 123 Community Development Director Grochala added that the ultimate goal is to reduce 124 infrastructure needs down the line , something that could be a huge economic savings . He 125 also noted that it' s based on equipment that the City has already used for City property. 126 Currently staff is proposing that this be funded through the City with the possibility of 127 grant funding down the line . 128 129 Councilmember Cavegn asked if the conversion is an easy transition that people will be IN able to handle . Mr. Nelson explained that experience in other cities has brought forward 131 information on what equipment works the best for residents so that should be helpful . 132 Councilmember Cavegn asked how staff would handle a citizen requesting to be removed 133 from the program and Mr. Nelson explained that the equipment is controlled by the owner 3 CITY COUNCIL WORK SESSION APPROVED 134 so they can make the settings as they chose and wouldn ' t need to remove the equipment 135 for a change in preferences . 136 137 Councilmember Ruhland asked how long the City of Hugo has had the program and Mr. 138 Nelson said it' s been two years (they' ve sold approximately 100 units and have 150 left) . 139 Councilmember Ruhland also asked what' s to stop a person from buying the units at this 140 discount and selling them for a profit; Mr. Nelson said the program allows for the City to 141 check and ensure equipment is being used. 142 143 Councilmember Stoesz expressed concern that the City may be competing with private 144 retailers who would be selling this equipment. 145 146 Councilmember Lyden remarked that he has questions about the program . He sees it 147 differently than as used for City property . 148 149 City Administrator Cotton remarked that, from a utility billing perspective, she has seen 15o bills that indicate people have programs that run the same amount of water year after 151 year, never taking into consideration the type of control offered by this program 152 equipment that would save water and costs . 153 154 Mr. Nelson noted that the number one water usage in the city is irrigation and 155 communicating to the residents on the matter can be very effective . This program would 156 be an additional tool . He noted that if every household in the City were hooked up, the 157 water savings could be 20 percent across the board . Although technology changes , this 158 is the best equipment available now . 159 160 Councilmember Cavegn said he ' s in support of the program and he ' s aware that the 161 technology has been around for a while and is tested . He likes the long term benefits . 162 163 Councilmember Ruhland said he agrees with much of what Councilmember Cavegn has 164 said; he is in favor of the program . 165 166 Councilmember Stoesz remarked that infrastructure requires internet connection and that 167 could be an issue for some people . He is opposed to the program ; he will probably be 168 purchasing a system on his own and thinks that communication is the best way to handle 169 conservation . 170 171 Mayor Rafferty remarked that he understands remarks heard on both sides of the matter. 172 But he knows that water conservation is an important issue to the City. If this starts to 173 spread the word, all the better. There is subsidy of the City involved so there will be 174 scrutiny but you still have to solve problems . 175 176 Councilmember Lyden asked if the City could provide the equipment paid through utility 177 billing. 178 4 CITY COUNCIL WORK SESSION APPROVED 179 If directed, staff would expect to provide information on the program through the next 180 newsletter with availability probably in April . 181 182 Community Development Director Grochala suggested that staff could work to address 183 questions and report back at the next work session. The council concurred . 184 185 4 . Fire Services — Public Safety Director Swenson and Public Safety Deputy 186 Director L ' Allier were present. Chief Swenson explained that police personnel had until 187 today to indicate their interest in the new position . Only one person is interested in the 188 new Police Officer / Firefighter position so staff recommends looking at other options : 189 daytime fire duty crew; contracting with an outside vendor to provide daytime fire 190 response ; collaborating with another jurisdiction for daytime fire response . Staff is 191 looking for council suggestions as well . 192 193 Mayor Rafferty asked staff to work with personnel and administrative staff on viable 194 options . There is some staff work involved. 195 196 Director Swenson said staff will continue with the options they have presented. Staff is 197 bringing this forward in order to be proactive to ensure the resources are in place long 198 term to provide this vital service . 199 200 Councilmember Lyden noted that fire service is a core responsibility . He quoted the late 201 President John F . Kennedy who suggested seeking neither a Republican nor Democrat 202 answer but rather the right answer. Responsibility for the future in this case is to be open 203 to all suggestions . He ' s open to all conversations for potential solutions . 204 205 Councilmember Ruhland asked about paid on-call — aren ' t they working from home 206 now? Director Swenson said that the number of paid on-call members responding during 207 the weekday daytime hours has been reduced in recent weeks . This is likely a result of 208 the paid on-call firefighters no longer working from home . 209 210 Councilmember Stoesz asked about the process of consideration by officers . Director 211 Swenson explained that Human Resources was involved and a form created that was 212 distributed to police personnel . Director Swenson added that police personnel are 213 concerned about the permanency of the position — the City needs to have permanency for 214 the long term stability of fire service delivery and the officers seem to prefer flexibility. 215 216 Mayor Rafferty asked about the possibility of bringing new people in under this new 217 position. Director Swenson remarked that there aren ' t a lot of candidates who would 218 meet the requirements ; he added information on how the City of Woodbury hires officers 219 with an understanding that the job could change . 220 221 Councilmember Lyden said the residents need the services and doing the same thing over 222 and over isn ' t working. Using the vendor scenario , what happens to cross trained officers 223 currently in the department? Director Swenson said they are currently paid an hourly 5 is CITY COUNCIL WORK SESSION APPROVED 224 stipend, providing services on a voluntary basis through a Memo of Understanding 225 attached to their labor contract; if the need for cross trained officers ends, then the stipend 226 would probably end also . 227 228 Mayor Rafferty suggested allowing staff to continue their approach of reviewing 229 options . The council will receive a report back. 230 231 5. Charter Commission Expenditures — Administrator Cotton reviewed her 232 written report on Charter Commission expenditures . The Commission is requesting an 233 increase in their budget based on a recent state law amendment allowing an increase in 234 charter commission expenses that are reimbursed by municipalities . If the authorized by 235 the council , the additional funds would be designated from the contingency fund in the 236 amount indicated in the report . The commission has not indicated that they have a 237 specific use but would like the funds to be available . 238 239 Councilmember Lyden noted that the amount allowed to charter commissions under state 240 law hasn ' t increased probably since the 1960 ' s . Also he asked how much has the Lino 241 Lakes Charter Commission returned because they haven ' t used funds in past years . City 242 Administrator Cotton replied that the commission has returned about $ 12 , 000 to the 243 general fund in the last six years . Councilmember Lyden noted the previous amount 244 allowed ($ 1 , 500) and how difficult it is for a charter commission to actually engage an 245 attorney at that amount. He supports the Commission ' s request. 246 247 The council confirmed that if the funds aren ' t used within the year, they would return to 248 the general fund. 249 250 When Mayor Rafferty asked, why provide the funds now and instead wait to see if they 251 need the funds? Administrator Cotton explained that the Commission has some concern 252 that they ' d had to come to the council in order to have the funds become available . 253 Mayor Rafferty said he is hesitant because the Commission can make the request when 254 necessary. 255 256 Councilmembers Cavegn, Stoesz, Ruhland and Lyden expressed support . A budget 257 amendment will be brought forward for council action . 258 259 6 . Council Updates on Boards/Commissions : 260 261 Mayor Rafferty — VLAWMO is working on employee health plans ; 262 Councilmember Stoesz — NorthMetro TV will be seeing some new membership ; 263 Councilmember Ruhland — Anoka County Law Enforcement; John Swenson is stepping 264 down as secretary; otherwise normal actions 265 266 7 . Review Regular Agenda 267 6 CITY COUNCIL WORK SESSION APPROVED 268 Administrator Cotton asked if the council would like to change its schedule to allow for a j 269 half hour work session prior to the first council meeting of the month, so all meetings will 270 begin at 6 : 00 p .m. The council concurred. The regular council agenda will no longer be 271 reviewed at the first work session of the month. 272 273 The meeting was adjourned at 8 : 15 p .m . 274 275 These minutes were considered, corrected and approved at the regular Council meeting held on 276 February 22, 2021 . 277 - 278 279 280 281 Juliann Bartell , City Clerk Rob Rafferty, Mayor 282 7