HomeMy WebLinkAbout03-01-2021 Council Work Session Minutes CITY COUNCIL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE March 1 , 2021
5 TIME STARTED 6 : 00 p.m .
6 TIME ENDED 8 * 20 p.m.
7 MEMBERS PRESENT Council Member Stoesz, Lyden, Cavegn and
8 Mayor Rafferty
9 MEMBERS ABSENT Councilmember Ruhland
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; Finance Director Hannah Lynch; Human Resources Manager
13 Meg Sawyer; Environmental Coordinator Andy Nelson; City Clerk Julie Bartell ;
14
15 L Preliminary Report — Recreation and Aquatic Center Feasibility Study, Isaac
16 Sports Group — This item was postponed at the request of the Isaac Sports Group .
17
18 The council will consider Tuesday , March 16th or Thursday, March 18"i for a special
19 council session to hear the report.
20
21 2 . Springbrook Human Resources Management Module in Financial Software
22 — Human Resources Manager Sawyer read her written report requesting authority to
23 proceed with the addition of the Human Resources Management Module to the
24 Springbrook Financial System which is currently being utilized for the Finance
25 Department.
26
27 Councilmember Cavegn asked about the annual cost with increases . Finance Director
28 Lynch explained that an anticipated inflation increase was added. Mayor Rafferty noted
29 that $ 6 , 000 for the next year is an estimate .
30
31 Councilmember Stoesz asked if the council would receive any better reporting from the
32 system . Finance Director Lynch suggested that she envisions the system to be more
33 internal although reports could be produced for council use .
34
35 Councilmember Lyden asked staff to envision what could be the worst case scenario if
36 this isn ' t approved; or to report on whether this purchase would save money in any other
37 areas? Ms . Sawyer explained that this would centralize functions away from the current
38 scattered systems approach and that would bring efficiency to the City . Councilmember
39 Lyden asked if there is feedback on this system (from other users) . Finance Director
40 Lynch said staff is specifically recommending this because the City utilizes Springbrook
41 for its financial system so this is expected to be the most seamless . Councilmember
42 Lyden asked if there is any cost savings and Administrator Cotton explained that there are
43 some free systems in use ; staff feels that the Springbrook will automate processes and
44 gain efficiencies for the City.
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45
46 Councilmember Cavegn asked if staff envisions that this system will completely replace
47 those scattered systems now in use . A question was also posed about utilizing this
48 system for appointments to boards and commissions ; Ms . Cotton said that it' s been a long
49 time goal to automate that process and staff is committed to working toward that.
50 Councilmember Cavegn asked if Springbrook has been good for system support and Ms .
51 Cotton said, over time , the organization has provided better support and staff is happy
52 with the support they receive now .
53
54 Mayor Rafferty remarked that this will be a three-year subscription ; would there be an
55 auto renewal after that? Ms . Cotton said she believes there is a 60 day notice
56 requirement. Mayor Rafferty asked if that is a common term and Ms . Cotton said yes .
57 Mayor Rafferty asked for additional information on the source of funding for this
58 improvement (office equipment funding) . Ms . Cotton explained that for the past several
59 years , that fund in budget has included appropriation for office computers , phones ,
60 hardware , etc . There is funding available in that fund. Regular yearly expenditures are
61 such things as computers , printers, etc .
62
63 Mayor Rafferty noted the annual cost the City pays for Metro INET as well as the
64 Springbrook suite and he received additional information on how costs are anticipated to
65 rise for those services .
66
67 Mayor Rafferty suggested that the council will be anxious to hear as implementation goes
68 forward. The council concurred to go forward with the system .
69
70 3 . Easy CIP Software — Finance Director Lynch reported. The City currently has
71 three capital improvement planning documents as noted in the staff report . Each of those
72 documents are handled manually through Microsoft Excel and the product that is
73 produced could be improved . Ms . Lynch noted this software program that staff feels will
74 improve the process and she then provided a demonstration of some of the features and
75 uses of the program .
76
77 When Mayor Rafferty asked if the program would provide information on when
78 equipment is put into service, Administrator Cotton explained that the City has the
79 Cartegraph system that tracks that data. This program would provide financial
8o background information that could be useful to the council in its budgeting process .
81
82 Councilmember Stoesz noted that much of what he is seeing can be done in Microsoft so
83 he ' d like more information on the value added . Ms . Lynch said she can see the value,
84 noting the ability to create dashboards quickly that contain accurate information; it ' s a
85 better tracking system Councilmember Stoesz suggested that the system seems
86 expensive for what would provide ; he feels that staff could be trained to produce the same
87 data within Excel .
88
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89 Councilmember Cavegn remarked that this seems like a project management tool and he
90 knows of some free programs . He asked what features this could bring to the City above
91 and beyond what could be gotten for free . Ms . Lynch explained that her use has shown
92 efficiency and transparency . Councilmember Cavegn asked if there is a government
93 specific element that would be helpful and he also asked about the one seat (user) that is
94 allowed .
95
96 Councilmember Lyden said it' s important that staff have the tools necessary to do their
97 job . In deciding what to purchase , it ' s important for the council to understand how a
98 program will provide data necessary or that will improve City services .
99
100 Finance Director Lynch further explained features of the program, including the ability to
101 provide information for the website .
102
103 Mayor Rafferty asked questions about the funding source and costs going forward . He
104 thinks that the data formulated through a program like this would be very useful to the
105 council as they make budget decisions ; he likes the benefit of more information and the
106 simplification it brings to staffs internal system. He is comfortable getting this kind of
107 improvements .
108
109 Councilmember Stoesz suggested that he would feel better about adding this system if the
110 council could be added as read only viewers (for free) . Finance Director Lynch
111 explained that staff could be working and updating on the program at any given time so
112 read only use is a concern for her. Mayor Rafferty said he ' d be too concerned about
113 having too much access .
114
115 Mayor Rafferty suggested that staff should investigate the suggestion of other
116 councilmembers and look at the free options available .
117
118 Councilmember Cavegn noted that Microsoft also has a project management system .
119 Ms . Lynch said she isn ' t familiar with other systems .
120
121 Community Development Director Grochala said he is familiar with the Microsoft
122 program and this product is different.
123
124 Councilmember Stoesz suggested looking to the League of Minnesota Cities for like
125 programs that other cities are using .
126
127 Finance Director Lynch said in her experience working with cities , the Excel option
128 provides information but not to the detail this program would provide . With other cities ,
129 she hasn ' t seen a lot of other options .
130
131 Administrator Cotton remarked that she feels that the City is already getting to the point
132 where it ' s outgrowing Excel . This also helps in meeting the City ' s long term planning
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133 goals and requirements (Charter) . She believes this program would take things to the
134 next level; it would be helpful in the audit process as well .
135
136 The council will receive additional information at the April work session based on
137 questions raised by the council .
138
139 4 . Smart Irrigation Controller Program — Environmental Coordinator Nelson
140 reported. Mr. Nelson noted the council ' s past discussion on this topic . He added that
141 irrigation is a very important element in conservation.
142
143 Councilmember Lyden said he has had his questions answered by staff and is comfortable
144 moving ahead with the program .
145
146 Councilmember Stoesz said his concern is the subsidy element. He asked about reducing
147 the subsidy and hitting more homes . Mr. Nelson noted that there is a price point where
148 public interest seems to drop off (more than $ 75 to $ 100) ; pricing options will continue to
149 be reviewed and updated. Councilmember Stoesz said he continues to be concerned with
150 the subsidy involved; he feels conservation can be handled well through education.
151
152 Councilmember Cavegn remarked that he supports the program . He foresees the
153 program being well received by the public and working well to create conversation in the
154 community about conservation .
155
156 Mayor Rafferty said he is concerned about "first come/first served' ' . Also he sees
157 language that infers that the impact won ' t be measured as he would anticipate . Mr .
158 Nelson explained that water savings will show up with certain calculations .
159
160 The council thanked staff for coming forward with the program .
161
162 5 . Outdoor Reader Boards — Public Services Director DeGardner reviewed his
163 written report . He has provided pictures of what some other cities are utilizing as well as
164 possible funding sources .
165
166 Mayor Rafferty said he brought this up because he feels it is can be an important element
167 of the City ' s communication efforts . He likes the idea of providing information in
168 another part of the City (such as Fire Station No . 2 on the southside) .
169
170 Councilmember Stoesz recalled the portable message sign that was included in the budget
171 and wonders if that ' s a better concept or just would be a part of the communication plan .
172 Public Services Director DeGardner confirmed that the portable sign was included in the
173 budget.
174
175 Councilmember Lyden suggested that he sees a communication plan should be a part if
176 strategic planning done by the council . He values communication to the public ; he still
177 wants to see a "welcome to Lino Lakes" sign .
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178
179 Councilmember Cavegn said he supports the discussion but he feels a communications
180 position focusing on the website and social networking would be a better approach to
181 improving the process of providing information to the public .
182
183 Mayor Rafferty said is supportive of continuing the conversation and he supports a
184 strategic planning session to discuss larger policies , including on communication . In the
185 meantime , he suggests looking at what other cities as doing . Councilmember Stoesz
186 remarked that looking at what other cities are doing on line is should be a part of that
187 process .
188
189 6 . Review Recommended 2021 Park and Trails Fund Projects — Public Services
190 Director DeGardner explained that he is reporting back after the council ' s discussion at
191 the last work session. The Park Board had presented their recommendations at that time .
192
193 Renovating Lino Park — Preliminary plans for a play structure were shown, including
194 visions of a custom plan for park equipment; the council also viewed possibilities for
195 ornamentation (gables) , aesthetics , etc . for a park structure .
196
197 Councilmember Stoesz remarked that he is a big supporter of stone and steel because they
198 last.
199
200 Mayor Rafferty suggested that the key is to decide what to put in and ensure it is
201 something that will stand the test of time . He ' s interested in nice structures . He sees
202 that Lino Park is heavily used .
203
204 Councilmember Lyden asked what the slide structure would be made from and Mr.
205 DeGardner said it is steel . Further clarifications : engineered wood fiber is the base ; all
206 handicap accessible . A councilmember asked why a building/structure is needed.
207 Mayor Rafferty said it provides shelter in a large park, a picnic area (shade) for
208 gatherings . Councilmember Lyden said he sees water for public consumption as a
209 necessity . Director DeGardner noted that there would be an irrigation shed and they
210 could have a spigot from there ; the idea of a water fountain is less popular in park
211 facilities these days .
212
213 The council is interested in continuing to give information to staff on ideas .
214
215 Public Services Director DeGardner asked if the council is okay with the playground set
216 up , work can begin on that; discussion could continue on the structure . There is timing
217 involved in ordering playground equipment.
218
219 Councilmember Lyden noted the plastic slide ; what is the expectation on how long that
220 would last. Mr . DeGardner said poly is the standard for the slides and he feels the Little
221 Tykes system has proven to wear well .
222
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223 Clearwater Creek Park — Director DeGardner showed concept plans for park structure .
224
225 Councilmember Stoesz noted that there is a park/playground at the former YMCA
226 facility . Could that be opened up to the public or could the play structure could be used
227 at another City park. Director DeGardner said he would take a look ; more study of the
228 former YMCA facility is really needed.
229
230 Councilmember Lyden remarked that the YMCA facility is really a big discussion point
231 as far as recreation in the community .
232
233 Mayor Rafferty said this is information at this point. He is in full support of the direction
234 he has seen for the two parks .
235
236 Director DeGardner said he will bring plans for the park structures to the council for
237 approval ; the park shelter question will wait.
238
239 7. Utility Rate Overview — Finance Director Lynch noted that the purpose of her
240 report is to provide additional information to the council on utility billing as staff moves
241 forward with the utility rate study . She reviewed the information included in her written
242 report . On the question of adding a rate structure to the study, staff is providing the cost.
243
244 Councilmember Stoesz said he is still a supporter of a fixed rate option. In looking at the
245 data provided, he also has questions about how the 90 % user tier pans out. If the
246 additional rate was requested, could the cost go to both non -residential and residential
247 users ?
248
249 Councilmember Stoesz asked if an annual accumulator could be added to avoid rate
250 studies so often and larger increases could be avoided. Ms . Lynch explained that is what
251 staff expects of information coming through a study and recommendations .
252
253 Mayor Rafferty says he hears staff saying let the report come forward and then the council
254 can look at how to appropriately move forward . Administrator Cotton suggested study
255 information should be useful for a ten year period but a new study would be needed after
256 that time . When a councilmember suggested looking at increases through the annual fee
257 schedule relating to anticipated operating costs for the coming year, staff explained that
258 the biggest portion of cost for utilities is planning for future improvements .
259
260 Councilmember Cavegn asked why the previous study in 2013 included information on a
261 treatment facility (if it wasn ' t the manganese question that arose just recently) .
262 Community Development Director Grochala explained.
263
264 Councilmember Stoesz noted that natural gas providers offer budget planning for bills to
265 standardize costs throughout the year; could the City offer that at some time ? Staff said
266 that is not a software capability .
267
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NCIL WORK SESSION
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268 The council did not support including an additional rate to the study.
269
270 The council thanked staff for the extra effort to bring information to the council ; it has
271 been very helpful .
272
273 8 . Council Updates on Boards/Commissions - No report .
274
275 9 . Adjourn
276
277 The meeting was adjourned at 8 : 20 p .m.
278
279 These minutes were considered, corrected and approved at the regular Council meeting held on
280 March 22, 2021 .
281
282
283 ^
284 c
285 Juli 4e Bartell, City Jerk (/R Rafferty , Mayor
286
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