HomeMy WebLinkAbout08-09-2021 Council Minutes (3)CITY COUNCIL SPECIAL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE August 9, 2021
5 TIME STARTED 8*20 p.m.
6 TIME ENDED 11000 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 Cottons Finance Director Hannah
11 Lynch; Community Development Director Michael Grochala; Director of Public Safety
12 John Swenson; Public Services Director Rick DeGardner
13
14 1. 2022 Draft Budget & Tax Levy — Finance Director Lynch provided a general
15 overview. The first two pages of the budget book provide summary and comparison
16 information to the 2021 budget. As the council makes decisions on the budget, these
17 summaries can change. She noted that with the current numbers, the tax rate would rise
18 from 40.10 to 42.06. Changes were made at the last meeting to the Capital Equipment
19 Replacement Fund (a reduction and a transfer from reserves — total funding of $250,000);
20 the single axle dump truck purchase is shown in the budget but not funded currently.
21 Regarding the fleet, staff is providing some comparison data for the Ford Explorer and
22 the Chevy Tahoe as requested by the council. The proposed budget also moves $295,000
23 into the storm water utility fund with its own budget, assuming passage of the storm
24 water utility fee. She also noted the adjustments proposed at the department level. Ms.
25 Lynch pointed out the Enterprise Funds (water and sewer), including some increases
26 based on proposed rate changes (2.5% increase). Also provided are comparisons to tax
27 rates in other cities of comparable size, etc. The council discussed the impact on cities of
28 Local Government Aid (LGA) and Fiscal Disparities. The valuation numbers from
29 Anoka County should be clear in late August/early September. The council reviewed the
30 personnel changes proposed. In regard to American Rescue Act funds, staff indicated
31 that it would be best to assume that those funds are not available to augment the budget
32 unless staff has specified so.
33
34 Questions from the council:
35
36 - City marketing — the mayor asked if that item is related to the duties of the new
37 communications position; Administrator Cotton explained the line item represents
38 a contribution to the Lino Lakes Ambassador's program, employee appreciation
39 and recognition, plaques and awards, and food for special meeting situations;
40 - Subscriptions — Councilmember Cavegn asked about the jump in the budget and
41 Ms. Cotton explained that has to do with her assuming the position of
42 Administrator and her involvement in more organizations as well as presuming
43 the communications person will want to be involved in some organizations;
CITY COUNCIL SPECIAL WORK SESSION
APPROVED
44 - Advertising, Printing and Publishing — Ms. Cotton pointed out that staff has found
45 that advertising on social media has been the most effective tool in recruiting for
46 positions and moving toward that effort is reflected in the proposed budget;
47 - Contracted Services — Councilmember Stoesz remarked that the total of
48 contracted services throughout the budget totals $684,000 and he wonders if those
49 contracts are reviewed/renegotiated regularly; Ms. Cotton reviewed a few
50 contracts to explain how they vary in how they can be renegotiated or if it's
51 appropriate; she considers it staff s responsibility to stay on top of the contracts
52 they manage and make sure the City continues to get the best for the money;
53 - Elections — when the mayor questioned the reduction, Ms. Lynch explained that
54 the base budget is 2020 and in 2022 there will be two fewer elections;
55 - Cable TV — Ms. Cotton noted the service of a video tech is now provided through
56 NorthMetro TV rather than as a City function;
57 - Charter Commission — the council was informed that the budget has been
58 developed based on staffs best estimate of the levy (state law authorizes a
59 percentage); the commission's costs have been low the last few years and the
60 remaining budget returns to the general fund surplus;
61 - Finance Department — credit card fees for the new credit card system are included
62 but as an estimate because staff doesn't know how much that new service will be
63 utilized;
64 - County Assessor Contract — cost has been reduced based on county staff
65 innovations in the assessment process; Councilmember Stoesz remarked that the
66 City may reach a point where it isn't cost efficient to outsource the services and
67 he hopes staff will monitor for that;
68 - Criminal Attorney — the contract is five years (at a static cost); new contract brings
69 an increase but the fees are set again for five years;
70 - WSB Retainer — Mr. Grochala noted that some funding will be coming from the
71 storm water utility; there will be additional billings for specific work;
72 - Anoka County Aerial Photography — Mr. Grochala explained that new flyover
73 photos are created every couple years by the county; there is a charge to
74 developers (per property) devoted to this cost;
75 - Police Services — The mayor would like to remove the line item for Alexandra
76 House (he supports their work but feels it is a service not appropriate for city
77 funding); Director Swenson noted that Alexandra House would like to come
78 before the council to speak on the services they provide (he noted that other
79 Anoka County cities are providing funding to them) (later in the meeting a
80 majority of councilmembers requested to hear from Alexandra House);
81 - Small Tools — the specifications provided for replacement computers would be for
82 new units; staff indicated that the units are about four years old so replacement is
83 recommended; Councilmember Cavegn noted his experience indicates that
84 computers do not need to be replaced after just four years; Councilmember Stoesz
85 remarked that a lease agreement is another option;
86 - Zoom Fees — Administrator Cotton is keeping an eye on user fees; the Public
87 Safety division continues to utilize Zoom for some functions;
CITY COUNCIL SPECIAL WORK SESSION
APPROVED
88 - Fire Department — the mayor noted the proactive approach of moving to part time
89 duty crews and suggested that the City start with a two position base rather than
90 four; Director Swenson explained OSHA regulations that require a certain level of
91 staffing in order to perform certain functions; the mayor challenged Director
92 Swenson to work on possibilities, taking into consideration current cross trained
93 staff. Mayor Rafferty suggested that new police officers could perhaps be
94 required to be cross trained for a minimum of five years; he suggests management
95 staff work on ideas in that area; the council received an update on how the cross
96 trained concept has worked and concerns about services going forward;
97 - Adding Computers to E11 and E12 (vehicles) — Director Swenson explained the
98 benefit of having computers added;
99 - Building Inspections — a part time building inspector would change to full time,
l00 taking on the half time duties that are currently covered by the fire inspector; the
101 average wait time for inspection has been brought down to within a week (from
102 12 working days); moving to some Zoom inspections has been a mixed bag;
103 - Woodridge Estates lighting - 15 lights and electrical line need to be replaced; staff
104 is proposing to spread the significant budget cost over four years;
105 - Salt Spreader — Director DeGardner noted that the City currently has one but it
106 would improve services to add another unit;
107 - Vehicle Washing — The mayor asked for a run down on what vehicles are washed
l08 and also how that is accomplished; Director DeGardner explained that even the
109 large vehicles are power washed in house; the mayor asked staff to investigate the
110 best process for vehicle washing going forward;
111 - Civic Grounds Maintenance — Councilmember Cavegn said he is not in favor of
112 spending additional funds to add to current landscaping around City Hall because
113 he feels it is adequate now; Director DeGardner noted that they have ongoing
114 maintenance needs, i.e. replace winter kill and pay for mulch, and that is the bulk
115 of the budget request;
116 - Parks Maintenance Position — Director DeGardner explained that the current
117 staffing level goes back to 1997 but many responsibilities and park properties
118 have been added since then; Councilmember Stoesz asked for a comparison with
119 other cities and park service workers (withdrew his request later); Administrator
120 Cotton added that there have been increased phone calls, etc. indicating that
121 additional service to the parks is needed;
122 - Lois Lane — Director DeGardner explained this is a "next phase" for improving
123 the trail; long term expectation is lengthening; Mr. DeGardner noted also that the
124 other park project included in the budget is replacement of one of the Sunrise Park
125 hockey rinks; Mayor Rafferty suggested that this could be an item held for a year
126 or so$,
127 - Resurfacing Basketball Courts — Mayor Rafferty asked about holding off for this
128 year and Mr. DeGardner said it's a need for regular maintenance issue but it
129 probably wouldn't be drastic if not done next year (to be discussed further);
130 - Park Lighting for Rinks — Mayor Rafferty asked about the status of having all self-
131 operating lighting and Director DeGardner updated the council and noted that the
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CITY COUNCIL SPECIAL WORK SESSION
APPROVED
132 Birch park lighting is currently manual so is a needed update (council directed
133 pull it off for more discussion);
134 -
135 The council discussed capital equipment; there are more expenditures listed than
136 budgeted funds:
137 - Tahoe versus Ford — Public Safety has prepared information indicating the value
138 in resale, savings in service and preference of drivers$ the resale history is based
139 on data received from an auction house; Mayor Rafferty pointed out that
140 consideration should include the higher upfront cost of the Tahoe;
141 - Vehicle Rotation — Mayor Rafferty noted a rotation for a vehicle with 10,000
142 miles (#617) and he'd like more staff research on not rotating for another year (by
143 getting repair work done); he's not concerned about rust if it isn't a safety issue;
144 - Bobcat and Ford F350 with Dump box — Mayor feels those are important
145 purchases and he'd also like to find a way to get the dump truck;
146
147 The council discussed the Enterprise Funds:
148 - Water Fund —Ms. Lynch noted that the projections assume a rate increase (four
149 percent); expenditures include a new employee (50 percent) as anticipated in rate
150 study; Councilmember Stoesz asked why the water sales are so much higher than
151 in 2019 and Ms. Cotton explained that water use is cyclical relating to rainfall,
152 temperature, prison usage and other variables; Councilmember Stoesz asked for
153 an update at some point on progress toward fixed meter reading;
154 - Unidirectional Flushing (Water Fund) — Councilmember Cavegn suggested that be
155 removed from the budget; Staff will provide additional information;
156 - Mailed Consumer Confidence Report (Water Fund)— Councilmember Cavegn
157 asked if it has to be mailed out; Director DeGardner explained that there are
158 requirements to provide information to the public and the City has chosen to mail;
159 it's possible there will be information that needs to go out regarding water
160 treatment so this funding could go for either that or a CCR and he feels both are
161 important efforts;
162 - Sewer Fund — There is a ten percent increase in street maintenance; the FTE and
163 vehicle for the new position is fifty percent charged to this fund;
164 - Storm Water (new enterprise fund) - first year for this enterprise so budget is
165 predicted.
166
167 Park Board Chair Pat Huelman announced that he is attending to let the council know that
168 the Park Board takes it role in park improvement planning very seriously and supports a
169 continuing budget for those efforts and to the Parks and Trails Fund.
170
171 2. Set Meeting Date for Next Budget Work Session — The council will meet at a
172 special budget session on August 23rd, following the regular City Council meeting.
173
174 The meeting was adjourned at 11 *00 p.m.
175
CITY COUNCIL SPECIAL WORK SESSION
APPROVED
176 These minutes were considered, corrected and approved at the regular Council meeting held on
177 September 13, 2021.
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182 Ifli)anAe Bartell, City Cl rk Rob Rafferty, Mayor
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