HomeMy WebLinkAbout12-06-2021 Council Work Session Minutes CITY COUNCIL WORK SESSION
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : December 6,2021
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 7:55 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 Cotton; Finance Director Hannah
11 Lynch; Human Resources and Communications Manager Meg Sawyer; Community
12 Development Director Michael Grochala; Public Services Director Rick DeGardner; City
13 Planner Katie Larsen; Director of Public Safety John Swenson; City Clerk Julie Bartell
14 1. Civil Legal Services—Administrator Cotton reviewed her written staff report.
15 The City's current legal services contract has been in place for three and a half years.
16 The service provider has proposed an increase to hourly rates for the coming three years.
17 Staff is recommending reengaging the current provider.
18 The council concurred that they will consider the new contract at the next council
19 meeting.
20
21 2. Take 5 Express Car Wash & Oil Change PUD Concept Plan—City Planner
22 Larson reviewed a PowerPoint presentation that included information on the following:
23
24 - Information on land use application for car wash facility at 601 Apollo Drive;
25 - Existing site conditions;
26 - Council ability to allow a different use;
27 - Concept plan view and elements;
28 - Exterior view(preliminary);
29 - EDAC comments; do not support changing the land use due to location;
30 - Planning&Zoning; overall the board was supportive of a car wash in the City but
31 not necessarily at this location; the board vote was three for and three against;
32 - Staff comments; what would lie ahead for the project to continue;
33 - Seeking council input.
34
35 Mayor Rafferty noted that he has touched base with the Planning and Zoning Board. He
36 also likes a car wash but not at this location; basically not this product at this location.
37
38 Councilmember Ruhland said he feels similar. He doesn't feel this is a good spot,
39 especially with the rooftop restaurant developing nearby.
40
41 Councilmember Cavegn concurred; this is the main corner of the City and this wouldn't
42 be the use he'd like to see.
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43
44 Councilmember Stoesz remarked that he also doesn't see this type of development
45 working out at this site.
46
47 Councilmember Lyden said he wants more at this location.
48
49 Mayor Rafferty suggested that there are other areas within the City that he thinks would
50 be more appropriate.
51
52 Jerod Hanaman with Driven Brands, Inc. representing applicant Boing US HOLD CO.
53 Inc. addressed the council. He lives in the metro region. He noted brands they develop
54 and that this is a newer business they are rolling out. They do work to make the
55 architecture work in the area. He realizes this lot was planned to be a bank but there has
56 been no interest in bank development. For the developer,they don't see another area of
57 the City that would work. They are willing to work on the site plan if that would make it
58 more attractive. Mayor Rafferty noted the mostly Texas location of the developments
59 done by this company. Mr. Hanaman concurred that developments are mostly in the
60 south but the company has plans moving ahead in this region also.
61
62 Councilmember Lyden asked about a location behind Casey's General Store on Lake
63 Drive. Staff suggested the area south of Sheet Metal Workers Credit Union also as an
64 alternative location.
65
66 Councilmember Stoesz remarked that Kohl's parking lot seems to be oversized and he
67 wonders if that is an area of possible change. Planner Larsen said if Kohl's were to come
68 forward,that could be discussed.
69
70 Mayor Rafferty remarked that the council has concurred that it doesn't appear to be the
71 right site Mr. Hanaman said he will check further but he doesn't believe there is
72 another site in this City that would work for them.
73
74 3. Economic Development Strategic Plan—Community Development Director
75 Grochala noted that staff is working with the Economic Development Advisory
76 Committee (EDAC)on a five year economic development plan. He reviewed the
77 elements recommended in the plan:
78
79 - Develop balance of Woods Edge property;
80 - Business expansion/retention;
81 - Workforce development; County plays a big role so the City will work with them
82 on setting up a mini-plan;
83 - Identify redevelopment areas and make strategic acquisitions;
84 - Continue development of 35E/Main Street corridor; still working with adjacent
85 communities on tech corridor concept;
86 - updating and expanding City marketing materials.
87
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88 Councilmember Lyden asked if staff is also thinking about water treatment facility land
89 needs and Mr. Grochala concurred that is on the radar. Councilmember Lyden asked if
90 the City tracks vacancies and Mr. Grochala said there is some tracking, especially in the
91 industrial area.
92
93 Councilmember Stoesz asked about use of highway signs to bring people into the City, as
94 is done by an adjacent City. Mr. Grochala remarked that the process is handled by
95 MnDOT and comes with some requirements;the City doesn't control the signs so
96 businesses must seek those signs themselves.
97
98 Councilmember Cavegn asked if the goals come with any definition of success. What is
99 success and how do we get there? Director Grochala said a work plan would follow the
100 council's approval of the work plan. Staff would work each goal with appropriate steps.
101 He noted accomplishments since the last plan was adopted(2014).
102
103 Councilmember Stoesz suggested adding language supporting the sale of land that is no
104 longer needed. Mr. Grochala explained that there are really only two pieces of land at
105 this time owned by the City and he doesn't believe they should be sold.
106
107 Councilmember Ruhland asked about opportunities for the tech corridor? Mr. Grochala
108 remarked that there is a website sponsored by the multi jurisdictional group that leads the
109 tech corridor effort; there is energy in the data center community and they are working
110 toward that. There have been a lot of looks on the corridor and it is an attractive site so
111 he feels it's just a matter of time. Mayor Rafferty suggested that the lack of municipal
112 utilities and roadway is an issue so he wonders how staff is working on that; Mr.
113 Grochala explained the current process for a route; there are some pieces in progress and
114 others moving forward.
115
116 The council concurred that they would consider the plan at the next council meeting.
117
118 4. Personnel Policy 8.10-Professional Appearance Policy Update—Human
119 Resources and Communications Manager Sawyer reviewed her written report. Staff is
120 recommending that the City's Personnel Policy be amended by deleting the current
121 language relative to "Professional Appearance"and inserting a"Dress for Your Day"
122 dress code. Staff suggests this will be a positive change for employees and improve
123 morale. Staff seeks council direction and approval.
124
125 Councilmember Lyden said he spent some time with staff on his questions about this
126 change and is satisfied at this time.
127
128 City Administrator Cotton gave some examples of what would be allowed and what
129 wouldn't; staff feels that a policy update is warranted.
130
131 The council concurred on the policy change. Formal council action will follow.
132
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133 5. Flexible Work Arrangement Policy—Human Resources and Communications
134 Manager Sawyer read her written report. Staff is presenting a proposed policy for a
135 flexible work arrangement for the reasons presented.
136
137 Councilmember Lyden noted the no appeal element of the criteria decision; employees
138 understand that? Ms. Sawyer said the process allows for ample discussion but once the
139 decision is made,that would be final;Administrator Cotton added that there would be
140 sound reasoning behind decisions and she will work with employees on flexibility.
141
142 Mayor Rafferty asked if flexibility includes working from home and Ms. Sawyer said yes.
143 Mayor Rafferty noted that many positions in the City wouldn't qualify so that is a
144 consideration for him. Ms. Sawyer explained that positions are accepted with clear
145 understanding of working conditions; she added that management is ready to do what is
146 necessary to implement a process. Ms. Cotton added that she had questions about the
147 policy but staff has done the background and she supports implementation. Ms. Cotton
148 added that, in her experience, if an employee has performance issues they would probably
149 occur in the office as well as out of the office. Ms. Cotton added that the policy would
150 limit employees to two days per week working out of the office; the goals is to continue
151 accessibility to City staff on a consistent and high level.
152
153 Mayor Rafferty said he understands that the world has changed somewhat but he is still
154 concerned about impacts on lines of communication.
155
156 Councilmember Ruhland said he can see both sides, especially from his own work
157 experience. The checks and balances are an important element.
158
159 Councilmember Stoesz said he well understands a flexible work situation; he is an
160 example and will support the plan.
161
162 Councilmember Cavegn said he sees it's a part of the workplace today and he works in an
163 environment where it has been successful.
164
165 Administrator Cotton added that the ability to retain and recruit is a concern for her; she
166 sees flexibility is important to employees,prospective and active. Also the size of this
167 organization was a concern but staff is committed to making sure there is no loss of
168 service to our customers.
169
170 Councilmember Stoesz said he is also recommending a policy that guides City services to
171 meet customers where they are at.
172
173 A majority of the council concurred with the policy.
174
175 6. Annual Advisory Board Appointments—Administrator Cotton reviewed the
176 written report presenting information on upcoming openings. She added that Planning
177 and Zoning Board Member Reinert has submitted his resignation,thereby creating
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178 another vacancy on that board. The Environmental Board appointments were handled
179 recently and the council agreed they would be reaffirming those appointments also.
180
181 Councilmember Ruhland said he would be okay reappointing incumbents and
182 interviewing only new applicants.
183
184 Councilmember Lyden and Cavegn concurred.
185
186 The council will set up an interview process—including the Park Board applicant.
187
188 The council will be available on December 13th and December 20th beginning at 5:00
189 p.m. Staff will check with applicants on their availability.
190
191 7. 2021 Budget Discussion—Public Safety Capital Equipment—Finance Director
192 Lynch noted that based on the council's previous discussion, staff is planning to remove
193 funding for Alexandra House from the budget. The discussion of moving a public safety
194 vehicle from police to fire was tabled by the council.
195
196 Mayor Rafferty noted his recommendation to not move Vehicle 317 to Fire,thereby
197 having Fire continue to utilize Vehicle 617. Also he prefers that the budget include
198 purchase of Explorers rather than Tahoes.
199
200 Councilmember Ruhland said he visited with four police officers at his house
201 (specifically to look at their vehicles). He saw an officer riding (training)with another
202 officer and him being a larger person did not fit well in the Ford;to him,that represents a
203 need for the larger vehicle to accommodate officers. He has also done research on the
204 vehicles and sees the Tahoe has superior carriage space and that works well for cross
205 trained officers now and fire personnel when those vehicles get handed down. Safety
206 concerns also come into play; he saw a situation where a vehicle has a spare tire removed
207 and that could have an impact in a rear end collision situation. Councilmember Ruhland
208 added that he has seen that getting out of a window in an emergency situation could be an
209 issue in the Ford also. He sees the percentage savings as very small in consideration of
210 the size of the City's budget and especially with the rationale he's presented.
211
212 Councilmember Stoesz said he thinks it's good to have a mix;there are some Tahoe
213 vehicles currently in the fleet. Councilmember Ruhland suggested that a mix isn't ideal
214 when equipment may be located in different places in different vehicles.
215 Councilmember Stoesz remarked that differences will occur no matter but he likes the
216 idea of comparing vehicles and a mix allows for that; he supports the savings.
217
218 Mayor Rafferty asked for comments on holding Vehicle 317 in the police division.
219 Councilmember Ruhland said he doesn't like the idea of moving the car with more miles
220 because there is an inherent cost to equip the vehicle for Fire. Mayor Rafferty said the
221 vehicle currently has 15,000 miles on it. Director Swenson remarked that there is a
222 chance that the vehicle wouldn't be replaced until the end of the next year(due to
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223 availability issues) so it may have more like 30,000 or 35,000 miles on it when it was
224 rotated. Mayor Rafferty remarked that there are other needs and this would provide some
225 funds; also probably ninety percent of the public safety vehicles used in the county are
226 Fords so he raises that in light of the safety questions noted.
227
228 Councilmember Lyden and Cavegn announced that they support the staff
229 recommendation and purchasing the Tahoe's.
230
231 Finance Director Lynch said staff will bring forward a budget with Alexandra House
232 removed and no other changes.
233
234 Mayor Rafferty asked if staff could provide options to provide additional parks and trails
235 funding. Administration Cotton suggested that the council could seek more of a plan
236 from the Park Board for coming years so the council could see what is to be accomplished
237 and then consider surplus funding in 2022. Public Services Director DeGardner said it's
238 a bit of a chicken and egg situation-the Park Board did put together a plan in the past
239 few years and, at some level, needs to understand the funding to make decisions about
240 what they would recommend. Councilmember Cavegn suggested a planning session of
241 the council to decide where they are interested in going. Councilmember Lyden
242 suggested the Park Board could also identify priorities without consideration of funding.
243 Administrator Cotton noted that staff time availability for additional projects must be a
244 consideration also.
245
246 Councilmember Stoesz asked if park amenities have been categorized and analyzed based
247 on people that could use them (based on location). Director DeGardner explained that the
248 planning process is based on that consideration and is based on regional and local uses.
249
250 Councilmember Lyden said he'd like the council to talk more about the Alexandra House
251 donation in an overall discussion.
252
253 Administrator Cotton remarked that there will be a point when the budget surplus is clear
254 and that could be a good time for the council to discuss use of those funds, including
255 possible parks and trails funding.
256
257 7. Council Updates on Boards/Commissions, City Council
258
259 VLAWMO—Mayor Rafferty noted a recent tour that was very informative; also work
260 that Community Development Director Grochala plans for the group.
261
262 North Metro—Councilmember Stoesz noted that the Board has had far fewer meetings in
263 the past year(COVID related) and so now has decided to meet quarterly rather than
264 monthly.
265
266 8. Adjourn
267
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268 The meeting was adjourned at 7:55 p.m.
269
270 These minutes were considered, corrected and approved at the regular Council meeting held on
271 December 27, 2021.
272
273
274 --.--"
275
276 Ju ' e Bartell, City C erk ob Rafferty, Mayor
277
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