HomeMy WebLinkAbout02-06-2023 Council Work Session Minutes CITY COUNCIL WORK SESSION
APPROVED
LINO LAKES CITY COUNCIL
2 WORK SESSION
3 MINUTES
4
5 DATE : February 6,2023
6 TIME STARTED : 6:00 p.m.
7 TIME ENDED : 9:18 p.m.
8 MEMBERS PRESENT : Councilmembers Stoesz,Lyden, Ruhland, Cavegn,
9 Mayor Rafferty
1 o MEMBERS ABSENT
11 Staff members present: City Administrator Sarah Cotton; Finance Director/City Clerk Hannah
12 Lynch; Community Development Director Michael Grochala; Human Resources and
13 Communications Manager Meg Sawyer; Environmental Coordinator Andrew Nelson; Director
14 of Public Safety John Swenson; Public Services Director Rick DeGardner
15 1. Advisory Board Interview
16 The Advisory Board Interview was cancelled.
17 2. Review Regular Agenda
18 Item 1 — Draft 2023-2027 Financial Plan—Finance Director/City Clerk Lynch gave a
19 summary of her written staff report noting the City has not had a 5-year financial plan since
20 2012. The plan is a guiding document for decision-making and will be updated on an annual
21 basis; many surrounding communities have a capital plan similar to this document. She shared
22 about pages 11 and 12 noting key highlights over the next five years include an increased tax
23 levy and tax rate. Ms. Lynch clarified the main contributors to the tax rate increase in the plan is
24 due to 2024-2025 street reconstruction, fire apparatus, and capital equipment replacement. She
25 explained that by accepting the plan the Council isn't agreeing to purchase or fund all
26 components of the plan, it is just a guide to work through. Ms. Lynch walked the City Council
27 through a presentation noting projects and funding for 2024-2027 are not authorized until the
28 annual budget for those years comes before the City Council; however, everything in 2023 was
29 approved on December 12, 2022. The Councilmembers discussed tax base (including
30 commerical and residential growth assumptions), tax rates, tax increment financing (TIF),
31 County/State aid on projects, and potentially watermarking the document so the public
32 understands that it is not a final adopted budget for 2024-2028. Ms. Lynch shared about next
33 steps to accept the plan, solidify it, and roll it forward for 2024-2028.
34 Councilmember Lyden would like to sit down as a City Council to prioritize and talk about
35 priorities and how they align with the City's five-year plan.
36 Mayor Rafferty would like to prioritize discussion on the air handling situation at City Hall and
37 the Public Works facility design. Ms. Lynch noted these two items could be discussed at a future
38 work session.
39 Ms. Cotton explained the City Council will see an updated version of this plan as the City works
40 through the 2024 budget process.
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CITY COUNCIL WORK SESSION
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41 Mayor Rafferty noted they could move forward at one of the next City Council meetings with
42 accepting the plan. Ms. Cotton explained the City will need to hold a public hearing prior to the
43 Council considering acceptance of the plan.
44
45 Item 2—Organics Enclosure—Environmental Coordinator Nelson gave a summary of his
46 written staff report noting the City has 475 households participating in the organics program and
47 the carts they are currently using need to be expanded by using dumpsters. A grant was received
48 for an enclosure in 2022 with an extension for construction in the spring of 2023. He shared
49 about potential locations, setbacks, and concerns from residents, as well as the proposed location
50 at Sunrise Park.
51
52 Joe Hill, 6933 Sunrise Drive, stated the enclosure should be set away from the soccer and
53 baseball fields, swing sets, and hockey rink and stated this is not a spot for the organics
54 enclosure.
55
56 A member of the public (Sunrise Drive)expressed concern about property value, attracting
57 animals, the smell,traffic, and that it will be an eyesore in the park.
58
59 Mr. Nelson explained it is a small, 4-yard dumpster, would be sealed with weather-stripping, and
60 serviced weekly. The closest house is over 350 feet away and the City has been working to find a
61 location that is far enough away from houses yet still accessible so people use it.
62
63 Councilmember Lyden inquired as to where other communities place organics enclosures.
64 Mr. Nelson shared information showing enclosures at Wargo Nature Center, another
65 communities Public Works site, and parks.
66
67 Councilmember Ruhland asked if the City has received complaints of smell from the organics.
68 Mr.Nelson replied in the negative,they have not received complaints and animals such as
69 raccoons have not been able to get into the enclosures.
70
71 Councilmember Lyden appreciates the public coming to share their thoughts and also wonders if
72 there is something fundamentally wrong with the City putting garbage in the parks. Maybe it is
73 something the City wouldn't want to do.
74
75 Mayor Rafferty asked if the City Council feels the program is appropriate and noted it is
76 disappointing to see garbage cans lined up.
77
78 Jeff Johnson, 6965 Sunrise Drive, asked why the enclosure is proposed near a recreational area
79 and why the enclosure couldn't be put near City Hall or the maintenance garage.
80
81 Barb Schmitt, 6949 Sunrise Drive, asked why it can't be near a service building.
82
83 Mayor Rafferty asked Mr. Nelson if there are better sites,perhaps one near public works rather
84 than a park setting near homes. Mr. Nelson replied the City has four sites stationed around the
85 City and some are more remote. The west side of town has the heaviest growth and the most use
86 for the organics site and the City found that Sunrise Park fit the ticket. Mayor Rafferty noted if
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87 one is already in the car delivering the organics to a site, they could drive it to another area such
88 as City Hall. If the City has roughly 7,600 homes with only 500 of those utilizing the program,
89 perhaps there is a better site. Community Development Director Grochala explained that the City
90 evaluated other locations at City Hall and that it would be front-facing and still need garbage
91 access which would not work in the parking lot. Regarding the Rookery they did not want to
92 impact any future expansion at that site. Mr. Grochala said the site at Marshan Park is closer to
93 existing homes and playgrounds than they would be at Sunrise Park. The City believes fencing it
94 off and screening is consistent with Code requirements to keep it secluded around the corner of
95 the building with the playground across the parking lot (a couple hundred feet away).
96
97 Ms. Schmitt asked if they can include an organics enclosure in the planning of a new public
98 works facility. Mr. Grochala anticipated that if/when they build a public works facility they
99 would have an organics enclosure location there.
100
101 Councilmember Lyden is not for putting these in the parks. He suggested having one location for
102 people to bring their organics to, such as the oil-dumping site from years past.
103
104 Councilmember Cavegn inquired as to what the growth, in terms of participation, in the program
105 has been. Mr. Nelson noted that the City is not currently meeting the SCORE grant tonnage
106 target for organics, so this is the greatest opportunity for improvement in the City.
107
108 Councilmember Stoesz asked if there is opportunity for a public/private partnership with a
109 business in the area who might host the organics enclosure.
110
111 Councilmember Ruhland agreed and suggested reaching out to some businesses within the City.
112
113 Lori Houle, 6957 Sunrise Drive, asked why they can't have the organics enclosure at a
114 composting site. Mr. Nelson explained it is a matter of what materials one can bring to those
115 compost sites (yard waste), as some cannot process food materials such as dairy, bones, and
116 meat.
117
118 Mr. Grochala clarified if City Council does not want this program, the City can scrap the
119 program and reject the grant. He noted it sounds like Sunrise Park is ruled out. Staff can look at
120 other options and if they do not have anything in the next couple of weeks they will return the
121 grant.
122
123 Item 3 —No Mow May—Environmental Coordinator Nelson gave a summary of his written
124 report and explained by not mowing one's lawn in May it may provide benefit to pollinator
125 species. If there is support from the City Council, they would direct staff not to enforce the grass
126 and weed Ordinance for the month of May.
127
128 Mayor Rafferty asked whether there is an actual benefit to the pollinator species.
129
130 Mr. Nelson thinks the benefit is less than what was advertised from the group out of the United
131 Kingdom; however, it would help shift the aesthetic public perception more in favor of natural
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132 landscape methods as there is an education component along with it. He shared that grants are
133 available for native gardens and tree plantings.
134
135 Councilmember Cavegn noted that many residents in Lino Lakes are fertilizing their lawns and
136 likely choking out any pollinator species.
137
138 The Environmental Board recommended considering No Mow May back in 2022.
139
140 The consensus of the Council was to not move forward with No May May at this time.
141
142 Item 4—Boulevard Tree Policy—Environmental Coordinator Nelson gave a summary of his
143 written report and shared that currently every new residential house gets a boulevard tree as part
144 of the developer agreement. The City maintains and prunes those trees, and if a tree dies the City
145 will remove the tree and restore the area to turf grass. The City has been replacing those trees as
146 they die from the forestry budget. He asked whether the City would like to continue requiring
147 boulevard tree planting.
148
149 The Councilmembers were in favor of the requirement for boulevard trees at the developer's
150 expense.
151
152 Mr. Nelson asked if the City should continue the practice of replacing boulevard trees that have
153 been removed at cost of about $500 per tree at an estimated 60 trees per year; he clarified it
154 would probably be about 30 trees per year when Emerald Ash Borer is under control.
155
156 The Councilmembers discussed and were in favor of continuing the replacement program.
157
158 Mr. Nelson asked whether a resident should have the choice to opt-out of replacement of the
159 boulevard tree associated with their property if it is removed.
160
161 Councilmember Cavegn noted if the City requires it to begin with, it is part of the aesthetic of
162 trees within the City.
163
164 The Councilmembers discussed an were not in favor of allowing residents to opt-out of a
165 replacement tree.
166
167 Councilmember Lyden stated if someone wanted a more expensive tree they may be able to pay
168 the difference. Mr. Grochala noted the City is very careful about tree selection in the boulevard
169 so they do not run into situations like Emerald Ash Borer. They want to be sure the replacement
170 is a good, hardy tree.
171
172 Councilmember Stoesz asked if someone puts a tree in that isn't the City standard, does the City
173 make the resident remove the tree? Mr. Nelson noted it is on a case-by-case basis. Mr. Grochala
174 clarified the City does have the ability to remove the tree and charge the resident for it.
175
176 Item 5—Park and Trail Improvement Fund Projects—Public Services Director DeGardner
177 gave a summary of his written report based on Park Board discussion with an updated list of
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APPROVED
178 what the Board discussed the previous week. These include playground replacement at the
179 Brandywood and Birchwood Acres Park, and repurposing the bituminous at City Hall Park for
180 two pickleball courts and possibly a half basketball court.
181
182 The Council expressed support of the Park Board's recommendations.
183
184 Councilmember Lyden asked to explore locations and costs for a dog park. Mr. DeGardner noted
185 they are typically run by the County, but if the City Council would like to look at it, they can
186 explore options. The Council would like to explore costs and potential locations.
187
188 The Councilmembers showed support for the playground replacements and the proposed
189 improvements at City Hall Park.
190
191 Item 6—Blue Heron Days —Public Services Director DeGardner asked the City Council
192 whether they have opinions, ideas, or direction for 2023 Blue Heron Days. Staff would like to
193 host activities after the parade at the Rookery Activity Center for indoor/outdoor activities and
194 encourage people to become members and utilize the Rookery.
195
196 Councilmember Lyden inquired as to what activities have gone well and not gone well in years'
197 past. Mr. DeGardner noted the touch a truck event and vendor fair have gone well. The bands
198 have not been well attended.
199
200 Councilmember Lyden suggested a K-9 demonstration.
201
202 Councilmember Stoesz spoke about the parade route being lopsided to the right-hand side and
203 asked about making the route narrower.
204
205 Mayor Rafferty noted the limited funds make it difficult and asked the Council how much they
206 want to invest in the event. Mr. DeGardner noted there are residual dollars in the Blue Heron
207 fund from previous years of about $15,000 and they did not put dollars in this year's budget. He
208 agrees with the comment regarding changing the parade route and in the past they have looked at
209 alternate routes such as starting at the middle school, however the Legion has been against a
210 change to the route. Mr. DeGardner noted Staff will keep the Council updated on Blue Heron
211 Days progress and if they have any ideas or suggestions to let him know.
212
213 Item 7— Q4 and Year End Wrap Up 2022 Public Safety Update—Director of Public Safety
214 John Swenson gave a summary of his written report and statistics in the City Council packet. He
215 noted case numbers for 2022 declined slightly with average response time for emergency/non-
216 emergency was 5 minutes 56 seconds. He shared about a reduction in wait time (stacked calls) of
217 44 hours in part due to being closer to full staffing than in years past, which is a positive. He
218 walked the Council through stats on medical calls and ambulance services, fire division calls,
219 mutual aid given and received, and included a staffing update, and notable Q4 events.
220
221 Item 8—Duty Crew Staffing—Director of Public Safety John Swenson gave a summary of
222 his written Staff report noting they have learned over the last 8 months that the part-time
223 personnel needs more work than the City is giving, therefore those personnel are getting other
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224 jobs and sometimes working with three different fire agencies. Staff is proposing to increase the
225 pool of part-time firefighters from 8 to 15 which puts more people in the pool to fill shifts.
226
227 Councilmember Ruhland asked if they will have more turnover as a result of more people to fill
228 shifts and less hours available. Mr. Swenson replied they are trying to find a balance and he
229 hopes 15 is the right number. He explained more agencies such as Bloomington are starting to
230 hire full-time Staff. Councilmember Ruhland asked how many full-time employees the City
231 would need to replace those that are working part-time. Mr. Swenson noted he can do that
232 analysis and stated in terms of cost it would be significantly more.
233
234 Mayor Rafferty asked the Council about going to 15 part-time firefighters.
235
236 Councilmember Ruhland is good with it as it gives Mr. Swenson the flexibility to try to find the
237 sweet spot.
238
239 The Councilmembers agreed with the proposal to go to 15 part-time firefighters.
240
241 Item 9—Public Services Department Lead Positions—Public Services Director DeGardner
242 gave a summary of his written Staff report stating the Public Services Department is seeking City
243 Council agreement regarding two staffing positions, a Utilities Department Lead Worker and
244 Fleet Department Lead Worker. He explained the duties of both positions and shared two
245 workers identified within the department recommended for the positions, Layne Chapman and
246 Brett Olander.
247
248 Councilmember Cavegn asked who is doing the duties of Utilities Department Lead now. Ms.
249 Cotton replied the union contract outlines worker pay percentage for lead workers and Mr.
250 Chapman has been receiving that. She noted they are trying to create a permanent position in
251 which Mr. Chapman would have more of a permanent assignment to the position which helps
252 with cross-checking of timecards regarding the lead pay percentage.
253
254 Mr. Swenson noted Mr. Chapman and Mr. Olander are two of the stars in the department and
255 have proven themselves over the years. If there are any two people that should be elevated to a
256 lead position, it is these two.
257
258 Ms. Cotton noted these are the people who have stepped up more often than the City has asked
259 without receiving compensation and it would be nice to compensate them for the work they are
260 doing every day. The Councilmembers agreed with Ms. Cotton. She noted this would go into
261 effect at the beginning of the next full pay period.
262
263 Item 10—Council Updates on Boards/Commissions, City Council—Ms. Cotton noted the
264 Councilmembers each have a ballot in front of them and she would like to place an item on the
265 agenda for the Council to formally act to appoint the Advisory Board members to their terms.
266
267 The meeting was adjourned at 9:18 p.m.
268
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269 These minutes were considered, corrected and approved at the regular Council meeting held on
270 March 13, 2023.
271
272
273
274 1 ' tt i` t6L
275 Hannah Lynch, City Cler ob Rafferty, Mayor
276
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