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HomeMy WebLinkAbout10-14-1999 Charter Minutes Charter Commission October 14, 1999 Page 1 CITY OF LINO LAKES CHARTER COMMISSION DATE : October 14, 1999 TIME STARTED : 7:05 P.M. TIME ENDED : 8:32 P.M. MEMBERS PRESENT : DeMotts, Dunn,Aldentaler,Lane,Trehus, Sullivan, Bening, Rehbine, Corson, Zastro, MEMBERS ABSENT : Bernier, Montain, Dahl, and Kenfield STAFF MEMBERS PRESENT : City Engineer,John Powell CALL TO ORDER AND ROLL CALL Acting Chair Sullivan called the regular meeting of the Lino Lakes Charter Commission to order at 7:05 p.m. on October 14, 1999. It was noted that Dahl and Montain had excused absences. CONSIDERATION OF MINUTES July 8, 1999 MOTION by Commissioner Dunn, seconded by Commissioner Trehus, to accept the presented version of the Charter Commission minutes of July 8, 1999. The motion carried unanimously. APPEARANCE - CITY ENGINEER JOHN POWELL Update on Road Reconstruction/5 Year Plan Mr. Powell distributed a memo regarding road reconstruction needs. He stated that in order to provide an estimate of the current road reconstruction needs, the City has updated the cost information from the Street Reconstruction Program report prepared at the end of 1996. This cost information was updated to reflect work completed to date and annual cost increases. The following estimates include annual increases to account for the year they are proposed to be constructed. Year Constructed Amount 2000 $ 0 (No construction) 2001 $1,040,000 Charter Commission October 14, 1999 Page 2 2002 $1,550,000 2003 $2,500,000 2004 $2,370,000 Mr. Powell referred to a map showing the next phases of road reconstruction projects. He advised that before initiating a Feasibility Study for the next reconstruction project, several issues should be considered, including but not limited to, the following: 1. Results of the Lakes Addition Street Reconstruction project. 2. A detailed update of the 1996 cost information should be prepared and projected to the year 2010. 3. Whether we should have a ballot question for multiple projects in a single year or have a separate ballot question each year. 4. Any alterations to the public information process. Commissioner Dunn stated the Lakes Addition project was very positive. Traffic was well controlled and clean up was good. There were, however, some elevation problems. The overlay portion of the project could have been handled better. Traffic control and adherence to speed limits was difficult to enforce. He suggested the boundary be larger for informing residents of the work and danger. Commissioner Bening stated that the way the project was done water should not be a problem. There used to be lower elevation spots where water came in from the lake. Acting Chair Sullivan asked if the Phase III residents want a road reconstruction project. Mr. Powell advised he has received many calls from those residents regarding City sewer and water. The challenge in that area is there are larger lots and a lot of front footage to get to the lots. The best chance of getting City sewer and water in this area is a road reconstruction project. It is planned for 2001. Commissioner Bening asked about the water flow from the lake relating to West Shadow Lake Drive. Mr. Powell advised a heavier culvert may be used. Commissioner Bening asked if there have been any discussions with the County regarding an emergency road connection on Aqua Lane. Mr. Powell advised the City will discuss that with the County. He indicated he is not optimistic about those discussions and the City cannot rely on the County for funding. Commissioner Trehus asked if there was dialog with the County when they took that road out. Mr. Powell stated the City did not have a lot of input on that issue. It was the County's decision 2 Charter Commission October 14, 1999 Page 3 to take the road out. Mr. Powell added that road reconstruction projects do depend on how the area residents feel about City sewer and water. Mr. Powell continued stating the City has developed some roads in other additions that are 28' wide. A narrower road helps reduce storm sewer needs and lowers the cost. Flexibility is needed for road projects. Acting Chair Sullivan stated the City has set aside a fund for road reconstruction and future gas franchise fees will be put in that fund. He asked if eventually the City will only have to use that fund. Mr. Powell advised that the City would like to be able to use that fund but that will be in the future. The goal is for the fund to grow. Commissioner Corson stated the costs of projects depend on the cost of oil. He asked if it makes sense to push for projects now because the costs are lower. Mr. Powell advised the costs were increasing at 3-4% four years ago. Currently, the costs are increasing at 2-3%per year. Mr. Powell asked for feedback regarding the City having a ballot question for multiple projects or single projects each year. Commissioner Dunn stated that discussion was held a couple a years ago. He suggested the minutes from that discussion be reviewed. It was determined that the Commission would review the minutes from that discussion and discuss the issue at the January 13, 2000, meeting. A report will then be given to Mr. Powell. Commissioner Dunn referred to the emergency entrance near Aqua Lane. He stated the road base was left in so a vehicle can knock down the gate and gain entrance. He stated the Lakes Addition project came very close to exceeding the Charter criteria for bids vs. cost. He asked if the City has changed its position regarding"No water, no sewer, no road". Mr. Powell stated he does not recommend a change regarding that policy. Commissioner Dunn continued stating he feels a 28' wide road is a good idea. The Council setting up a road fund is a step in the right direction. Commissioner Trehus asked about the possibility of voting on multiple projects and the projects that are approved are turned down by the residents. Mr. Powell advised the City would then move on to the next project. OLD BUSINESS ROAD RECONSTRUCTION This item was discussed with Mr. Powell. 3 Charter Commission October 14, 1999 Page 4 FIVE-YEAR CAPITAL IMPROVEMENT PLAN Acting Chair Sullivan noted that Commissioners received a draft of the Five-Year Capital Improvement Plan from the City Administrator at the last meeting. At that time a motion was made to form a committee to make sure the draft meet all Charter requirements. He stated that procedure did not get done. MOTION by Acting Chair Sullivan, seconded by Commissioner Rehbine, to form a committee to review the draft of the Five-Year Capital Improvement Plan to make sure it meets all the Charter requirements. The committee will report to the Charter at the January 13, 2000, meeting. Acting Chair Sullivan volunteered to review the draft plan. MOTION carried unanimously. CHARTER LANGUAGE, CHAPTER 8 Acting Chair Sullivan stated the Commission voted at the last meeting to continue with the third draft. The Commission authorized $500 to work on the project. So far, the cost has been $540. Mr. Addicks has committed to completing the project for$500. Acting Chair Sullivan stated the Commission must determine if a third draft should be sent to Mr. Addicks or the draft should be used as reference material. MOTION by Commissioner Dunn, seconded by Commissioner Corson, to distribute the package to Commissioners one more time. If no comments are received, the draft can be approved by a motion at the January 13, 2000, meeting. Commissioner Bening noted there may be several new members at the next meeting. Commissioner Corson asked if the group has one month to comment. Commissioner Trehus stated he does not like the idea of the draft passing by default. He suggested the draft be reviewed as a group. Commissioner Dunn stated this is the last opportunity to change anything. The draft should either be submitted as is or changes should be made. MOTION carried unanimously. 4 Charter Commission October 14, 1999 Page 5 COMMUNICATION UPDATE ON CIVIC CENTER OPEN HOUSE & BOOTH ACTIVITY Acting Chair Sullivan stated the Civic Center open house was held on September 18, 1999. He stated he ran a Charter booth and distributed information relating to the Charter. Acting Chair Sullivan continued stating Ms. Turner has developed a letter to be included in residents welcome packet. She has asked for feedback regarding the letter. It was determined the Commission would review and discuss the letter at the January 13, 2000, meeting. MOTION by Commissioner Dunn, seconded by Commissioner Bening,to table this issue until the January 13, 2000, meeting, when all members will review and comment on the letter. Motion carried unanimously. NEW BUSINESS WARD SYSTEM Acting Chair Sullivan noted a committee was formed at the last meeting to gather information on this issue. Commissioner Dun stated that data gathering has begun. He added that he felt resistance to the Ward System at the last meeting, and therefore, did not want to put a lot of time into the project. He stated he believes the Ward System is a good idea and needs to be dealt with in the near future. There are many cities that are smaller than Lino Lakes that have a Ward System in place. Commissioner Dunn continued stating there are five people that need to be appointed to the Commission. Discussions regarding the effectiveness of a Council Member on the Commission have been held. He noted that by law the Commission could have four more Council Members on board. He stated he is having second thoughts about Council Members being on the Commission. He stated there may not be a point to having a Commission if there are five Council Members involved. Commissioner Bening stated he is on the Ward System committee and would like to continue working on the project. He stated a formal report can be given at the January 13, 2000, meeting. Commissioner Dunn stated he will continue working on the project. It was determined that work will continue on the Ward System and a report will be given at the January 13, 2000, meeting. 5 Charter Commission October 14, 1999 Page 6 Commissioner Aldentaler suggested the cost of converting to a Ward System should be investigated. Commissioner Bening noted that some cities have a Ward System and "at large system". Most often the Mayor is"at large". Precincts and wards must be balanced. TERMS Acting Chair Sullivan stated the following five members are completing their terms: Commissioner Bening - Commissioner Bening has reapplied for the Commission Commissioner Bernier - Commissioner Bernier has not reapplied for the Commission. Commissioner Corson- Commissioner Corson has not yet reapplied for the Commission. Commissioner DeMotts - Commissioner DeMotts has reapplied for the Commission. Commissioner Dunn - Commissioner Dunn has not yet reapplied for the Commission. It was noted that the deadline to reapply is Friday, October 15, 1999. CLERK-TREASURER Acting Chair Sullivan referred to the Charter, page 14, section 6.04, regarding the Clerk- Treasurer position within the City. The Council indicated the Charter incorrect regarding this position. Ms. Anderson and Ms. Gaustad are in the Clerk's position. The Finance person would be the treasurer. That position is not currently filled. He stated the Commission should work with the Council to make an amendment to correct the Charter. Acting Chair Sullivan stated he will make a motion at the January 13, 2000, meeting to make that correction in the Charter. It must then be approved by Council. Commissioner Trehus stated the change should be incorporated into the other changes that may be made to the Charter. Commissioner Bening noted that Commissioner Kenfield has been delayed in correcting the typo's in the Charter. When the City Hall moved, Ms. Anderson was unable to locate the disk that contains the Charter. He stated he has scanned a copy of the Charter and it has been given to Ms. Gaustad. APPOINTMENTS TO CHARTER This item has already been discussed. 6 Charter Commission October 14, 1999 Page 7 OTHER Acting Chair Sullivan stated Mr. Montain has spoken to Ms. Rosemary Storeberg about information she has regarding the Charter. She has indicated she would like to give the Commission this information when a lock is put on the file cabinet. MOTION by Acting Chair Sullivan, seconded by Commissioner Dunn, to authorize Commissioner DeMotts to spend up to $25 to repair or replace the lock on the Charter Commission's file cabinet. Commissioner Lane stated if there is lots of material another cabinet may be needed. MOTION carried unanimously. The Commission had no other issues to discuss. SET JANUARY,2000 MEETING AGENDA Five-Year Plan Five-Year Capital Plan Chapter 8 Rewrite Report of Ward System Review of Welcome Letter Packet Clerk-Treasurer Response of Multiple/Single Projects on Ballot ADJOURN MOTION by Commissioner Corson, seconded by Commissioner Zastro, to adjourn the meeting at 8:32 p.m. Motion carried unanimously. Respectfully submitted, Kim Points TimeSaver Off Site Secretarial, Inc. 7