HomeMy WebLinkAbout07-06-2021 Council Work Session Minutes CITY COUNCIL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : July 6, 2021
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 10:40 p.m.
7 MEMBERS PRESENT : Councilmember Stoesz,Lyden,Ruhland,
8 and Mayor Rafferty
9 MEMBERS ABSENT : Councilmember Cavegn
10
11 Staff members present: City Administrator Sarah Cotton; Finance Director Hannah
12 Lynch; Community Development Director Michael Grochala; Public Services Director
13 Rick DeGardner; Director of Public Safety John Swenson; City Clerk Julie Bartell
14
15 1. MS4 Annual Report—Community Development Director Grochala reviewed a
16 PowerPoint presentation(included in on-line packet). The presentation highlighted:
17
18 -Reason the permit is required;
19 - Control measures;
20 - Public Education and Participation measures;
21 - Illicit discharge detection and elimination efforts;
22 - Construction site and post construction management activities;
23 - Good housekeeping for municipal operations;
24 - Contracted services;
25 - In the process of updating the MS4 Permit(ordinance, staff training and updates).
26
27 Councilmember Lyden asked for the top ranking practices that impair/challenge the
28 City's water. Director Grochala noted fertilizer and street runoff(impervious surface).
29 Mr. Grochala added that the impaired waters in the City are identified and plans in place;
30 he noted ditch maintenance activities.
31
32 2. Stormwater Utility Report—Community Development Director Grochala
33 introduced Bob Barth(WSB) who reviewed a PowerPoint presentation that included
34 information on the following:
35
36 - Stormwater utility—history and fees; no sign that need is going away;
37 - Eligible expenses—list reviewed;
38 -Projected budget expenses;
39 - Methodology—impervious surface, appeal process
40 - Proposed fee (funds would be used for maintenance and not development) (City is
41 spending about$350,000 per year from general funds);
42 - Review of properties that would be automatically exempted;
43 -Appeal process; program for discovering impervious surfaces for properties
44
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45 Council comments—suggestion to exempt cemeteries; concurrence to go forward; will be
46 discussed again.
47 Community Development Director Grochala noted that a public hearing is required and
48 he asked how that should be publicized. Staff will arrange for a hearing probably early in
49 August. The council discussed adding information to a city newsletter and a utility bill
50 flyer. Staff directed to go forward with communicating the utility and share information
51 with the council.
52
53 3. ARPA Fiscal Recovery Funds—Finance Director Lynch reviewed her written
54 report. Staff is looking for an initial discussion on the fiscal recovery funds element.
55 The council has acted to accept the funds and staff submitted a request to the state for the
56 funding. That process is still underway. The estimated funding for the City is $2.3
57 million. There will be eligible uses: respond to public health emergency,pay for
58 essential workers, provision of government services (reduction in revenue), and make
59 investment in water, sewer and broadband. Staff is looking how needs for the recreation
60 facility project could be eligible for funding. The staff report includes the FAQ's
61 provided by the Treasury Department and they expand on eligible uses. The deadline is
62 December 31, 2024 for contracting for use of funds. An annual report to the U.S.
63 Treasury is required. An audit requirement is linked to amount utilized in a year's period.
64
65 Councilmember Lyden asked if a water treatment plant would be an eligible expense and
66 Ms. Lynch said yes.
67
68 Mayor Rafferty noted that there are still areas in the city that are not served by broadband
69 and that is a real need; a collaboration with the county(because they are receiving funds
70 also) is possible.
71
72 Councilmember Stoesz asked if North Metro TV would be eligible for funding (as they
73 were for the previous payments)? Ms. Lynch suggested that former uses are normally
74 included but the list of eligible uses has pretty much just expanded; she thinks that North
75 Metro TV mainly utilized funds for PPE and that wouldn't be as much a need at this
76 point.
77
78 Mayor Rafferty suggested getting designs ready for possible uses so the City will have
79 plans ready and could then understand the full picture of financing projects.
80
81 Councilmember Stoesz asked if staff is aware of how Anoka County will be expending
82 their funds, noting that the recreation center will serve county residents.
83
84 Councilmember Ruhland asked if there will be programming again for business
85 assistance. Ms. Lynch remarked that planning is moving much slower for these funds
86 because more time is allowed for use so she's not aware yet of how other jurisdictions are
87 planning their use.
88
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89 4. City Recreation and Aquatic Center- Community Development Director
90 Grochala reviewed his written report. He noted the three options studied by the
91 feasibility report for moving forward. The biggest issue related to the facility(with City
92 involvement) is the short and long term financial impact. There would be a financial
93 deficit in starting up a facility. There are opportunities through funding noted earlier:
94 money in the Closed Bond Fund and upcoming debt service (zero impact). Generally it
95 will take six months to open the facility and certainly there is a better time to open
96 of the year is best). He recommends that the City make the best decisions for
(beginning
97 the right reasons. If that is not to move forward, then the discussion is disposition of the
98 building. He noted key questions in report.
99
100 Councilmember Ruhland said he's ready to go for it and he would prefer the hybrid
101 model.
102
103 Councilmember Lyden called for a discussion of cost and financing.
104
105 Administrator Cotton said she feels the City could use ARPA funds for start-up costs
106 because it is a COVID related closure. She added that to achieve the assumptions in the
107 feasibility report, there has to be strong commitment and the right talent to make it work.
108 The gap for ongoing operations would have to be covered with either closed bond funds
109 or debt savings or moving some administrative costs through recognition of City staff
110 work.
111
112 Councilmember Ruhland added that he'd like to ensure that the City could switch to City
113 managed rather than hybrid if that is what is needed to control the facility down the line.
114
115 Councilmember Stoesz said he prefers the total city managed facility but understands the
116 reason to look at a hybrid. He supports Councilmember Ruhland's suggestion to keep the
117 option of moving toward a city managed facility at a certain point. Also he'd like to
118 have conversation early about what the director position would look like.
119
120 Mayor Rafferty recalled the history of the YMCA in the facility and the City's
121 investment. The City has received the facility back and there are higher costs in running
122 it. He noted possible programming and city needs. If the mission is to be fiscally
123 sustainable—what is the benefit if not? The mission should be to create an enhanced
124 benefit to Lino Lakes. He's behind it but not sold on the idea of hybrid because he feels
125 there is information lacking. He's all behind some type of model but isn't there yet-
126 more information is needed. More blanks need to be filled in. The council should hear
127 from more residents also.
128
129 Councilmember Lyden suggested that the City won't have to go it alone with a hybrid
130 model. People will come for programming and with the hybrid model you'll be bringing
131 in people with expertise on how to run their programs.
132
133 Councilmember Lyden said he concurs that getting more of the public's input is a good
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134 idea.
135
136 Councilmember Stoesz said the options should probably be expanded so that a better
137 story is created so people could really understand the three options; the ISG report is not
138 great for public understanding.
139
140 Councilmember Ruhland said he supports public outreach but he also sees that the City
141 received back from the YMCA a building that has built in value so there is room to work
142 with that. What this would provide to the community for the funding that would go into
143 it, he asks, how is it a bad idea.
144
145 Administrator Cotton explained that, with a hybrid option,the first step would be to
146 engage in conversations with potential partners.
147
148 Mayor Rafferty said he recognizes the importance of investing in the community but
149 evaluation is needed.
150
151 Community Development Director Grochala noted that looking at potential partners gives
152 you the opportunity to evaluate further how this would move forward.
153
154 Councilmember Stoesz noted that the City invested in the National Sports Center(Blaine)
155 in the fashion of a hybrid operation.
156
157 Mayor Rafferty discussed that in moving forward,the City would be looking at key times
158 when it will see if revenue projections are correct.
159
160 Councilmember Lyden said he feels good about telling staff to move full speed ahead on
161 a hybrid option.
162
163 Councilmember Ruhland said he hears staff asking for permission to have discussion;
164 he's leaning to the hybrid option and supports moving to those discussions.
165
166 Public Services Director DeGardner asked how the council would gauge success looking
167 at this project three years into the future. Councilmember Lyden said, for him, it's about
168 giving something back to the people and it's not just about money. Councilmember
169 Stoesz said he would see this as a value that comes with some cost (like a public park)
170 and profits would go back to improving the facility; he doesn't see it as a profit maker for
171 the City; he also suggests that the City think deeply before allowing development of land
172 adjacent because that's where expansion would occur. Councilmember Ruhland said flat
173 (income) would be a goal for him but he'd also want to see capital improvements planned
174 for.
175
176 Administrator Cotton noted that community engagement is a common goal she is hearing;
177 she asked for more direction in that area. Community Development Director Grochala
178 suggested that the public will want to know if the facility will be up and running and
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179 would leave the details of bringing that forward to the City. Administrator Cotton noted
180 that all comments she's heard to date have been positive (for reopening).
181
182 Councilmember Stoesz pondered the possibility of other cities contributing in order to
183 provide their residents lower membership rates.
184
185 The council discussed moving forward. Staff suggested that it may make sense to move
186 faster with hiring the head position and that salary may qualify for ARPA funds. Mayor
187 Rafferty suggested that staff gather more information. Other members of the council that
188 were present indicated their desire to move forward. The council discussed receiving
189 additional public comment.
190
191 5. Blue Heron Days Parade Planning Discussion—Administrator Cotton said staff
192 is looking for an update on planning and direction from the council on City funding.
193
194 Councilmember Stoesz, who has been working with a group to organize the parade,
195 explained that,to this point, they have received county approval (to close the roadway)
196 and that City approval in the works. He feels that a decision by the council on City
197 involvement is appropriate now. He'd like consideration of a budget(preliminary budget
198 figures passed out). He noted coordinated events (Thursday, Saturday and possible
199 Sunday). He'd like funds to be open for all events.
200
201 The council discussed the plans submitted.
202
203 Public Services Director DeGardner noted that throwing candy is not recommended; it
204 was clarified that candy would be handed out.
205
206 Public Safety Director Swenson noted that the City has donated some staffing in the past.
207 If the event moves forward,he anticipates a minimum of$2,000 in personnel costs for his
208 department. He's somewhat nervous about that expense without any participants lined
209 up. With a goal of sixty parade entrants,there is much marketing to be done.
210
211 Councilmember Stoesz said he can turn on marketing tomorrow and could set a goal
212 period to ensure participation reaches a level that is appropriate.
213
214 Public Safety Director Swenson again discussed the personnel costs, much of which
215 would hinge on having volunteers. He noted that on the Rotary event(Sunday),there are
216 some new elements; the Public Safety Department will have recommendations but it
217 seems like a manageable event with assumptions.
218
219 Councilmember Ruhland said he has concern with the status and the time left to plan. Is
220 there a way to quickly reach out to people to pre-gauge participation.
221
222 It was noted that the expectation is application fees will be received by the City.
223 Administrator Cotton suggested, if the council directs,the application and information
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224 can be loaded to the website tomorrow. There will have to be a system established to
225 receive applications and funds. Staff could report back in a week or two on how it's
226 going.
227
228 Councilmember Stoesz suggested he can pull in the committee members and they will
229 make necessary calls.
230
231 Public Safety Director Swenson noted the road closure time and that the council must
232 consider the significant period of that closure and the residents that are blocked in.
233
234 Some parameters were recommended by the council. There should be at least thirty
235 applications in about two weeks. A $25 fee for parade entrants is acceptable. Staff will
236 report in a week. When the council considers the special event permit, there will be
237 consideration of a budget approval.
238
239 6. Critical Incident Response—Public Safety Director Swenson, Deputy Director
240 (Police) Leibel, and Deputy Director(Fire) L'Allier reported. There has been much
241 news about police involved in critical incidents. This presentation is to provide a
242 information to the council. A short visit to the PD will is included to view the VirTra
243 system. The presentation used will be included in the on-line council packet. He
244 reviewed information on:
245
246 - Definition of critical incident;
247 - Roles of Agency, BCA, Administrative Investigations, etc.;
248 - Mutual aid(needed for demonstrations, etc);
249 - Financial planning;
250 - MN POST Board (law changes are still being interpreted,professionals are working
251 through implementation):
252 - US Department of Justice;
253 - Roles regarding public information and communication(getting good information out
254 while following applicate rules/laws);
255 - Mental health for law enforcement (prevention and support);
256 - Charter form of government(sections noted of the Lino Lakes Charter that could impact
257 situations);
258 - Statutory references (use of force, use of deadly force); explanation of how services are
259 being change.;
260
261 The council visited the police department for a demonstration of VirTra.
262
263 7. Daytime Fire Response—Public Safety Director Swenson reviewed his staff
264 report. He added that Centennial Fire District has been contacted and he updated the
265 council on their plans (hiring two firefighters and contracting for some services). City
266 staff is continuing to look at what is needed to meet needs in Lino Lakes during the
267 daytime hours. The department is proposing in their 2022 budget request part time
268 positions (three per day) and one full time leader and inspector.
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269
270 Councilmember Lyden asked for the budget impact but Director Swenson said he doesn't
271 have that number yet since the positions are yet to be established so that data hasn't been
272 developed.
273
274 Mayor Rafferty noted that there are eight cross trained officers; what's preventing those
275 officers from providing services during the day. Director Swenson explained the status
276 of the cross trained officers.
277
278 Mayor Rafferty asked for a rough budget estimate and Director Swenson estimated
279 (roughly) $300,000 to $350,000.
280
281 Director Swenson noted that other jurisdictions have had difficulty finding and retaining
282 part time firefighters. It could result in asking for something different from the council
283 eventually. He recommends that the ball keep moving in order to address the situation
284 for the long term.
285
286 8. Council Updates on Boards/Commissions, City Council
287
288 The meeting was adjourned at 10:40 p.m.
289
290 These minutes were considered, corrected and approved at the regular Council meeting
291 held on July 26, 2021.
292
293
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