HomeMy WebLinkAbout04-03-2023 Council Work Session Minutes CITY COUNCIL WORK SESSION
LINO LAKES CITY COUNCIL
2 WORK SESSION
3 MINUTES
4
5 DATE : April 3, 2023
6 TIME STARTED : 6:00 p.m.
7 TIME ENDED : 8:44 p.m.
8 MEMBERS PRESENT : Councilmembers Stoesz, Lyden, Ruhland, Cavegn,
9 Mayor Rafferty
10 MEMBERS ABSENT : None.
11 Staff members present: City Administrator Sarah Cotton; Finance Director Hannah Lynch;
12 Community Development Director Michael Grochala; Rookery Building Maintenance Mike
13 Rowe; City Planner Katie Larsen; Environmental Coordinator Andrew Nelson; Public Services
14 Director Rick DeGardner; City Clerk Jolleen Chaika; Deputy Director of Fire Dan L'Allier;
15 Public Works Superintendent Justin Williams.
16
17 1. Sale of Grass #1
18 Deputy Director of Fire L'Allier gave a summary of the written staff report noting this is in
19 regards to a 1994 Chevy S 10 received in 2015 or 2016. The truck has served the City well, has
20 low miles, and has lasted 30 years. He noted with the addition of the Utility Task Vehicle (UTV)
21 received through donation, there is not a lot of need for the Chevy S 10 truck. He suggested
22 leaving the equipment on the truck and selling to another municipality or fire department.
23
24 Administrator Cotton clarified that, statutorily, the City must sell the truck at public auction
25 rather than private sale. The Councilmembers discussed the value of the truck in 2015 versus the
26 value today and the logistics of stripping the equipment off the truck or leaving the equipment
27 as-is. Mayor Rafferty is open to the idea of selling the vehicle but would like to start at a higher
28 range of$15,000 or so and then come down from there. Council directed Public Safety to move
29 forward with the sale of Grass #1 with a starting sale price of$15,000.
30
31 2. Watermark PUD Concept Plan-Amendment#4
32 City Planner Larsen reviewed a PowerPoint presentation, noting that Lennar is proposing
33 amendment#4 to the overall land-use plan for Watermark; that the Planning and Zoning Board
34 reviewed this proposed amendment in March and indicated support for Concept A as presented
35 in the staff report and that Lennar is generally in favor of the same. She introduced Lennar
36 representative Josh Metzer and shared that Lennar is looking at changes due to the housing
37 market demand such as different housing products and lot sizes and that there will not be
38 changes to architectural design standards or total housing units. Lennar is currently requesting
39 the City Council's feedback.
40
41 Council discussed concerns related to townhomes versus single family homes as well as a noted
42 preference for the original concept which is currently in place.
43
44 Mr. Metzer clarified for Council that the market is not supporting villas right now and that if the
45 original plan is maintained with 161 villas, there could be issues with selling the properties. Mr.
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CITY COUNCIL WORK SESSION
46 Metzer said they are putting hundreds of thousands of dollars in trying to make this change
47 because they do not think the original plan will work.
48
49 Further discussion was held on the market, various housing types versus villas, lot sizes, and
50 prices per unit, and Council's preference for elimination of the townhomes in exchange for
51 single family homes on 50-60 foot lots in place of the proposed 12-14 acres of green space in
52 Concepts A and B.
53
54 City Planner Larsen summarized the discussion noting the townhomes do not have traction,
55 however the layout of the development will look and feel the same with single-family homes.
56 There would be support to incorporate 50, 55, and 60 foot lots.
57
58 Council provided direction for Mr. Metzer and Lennar Homes to visit a plan with 50, 55, and 60
59 foot lots for single family homes.
60
61 3. Environmental Board Annual Work Plan
62 Environmental Coordinator Andy Nelson presented the Enviromental Board Annual Work Plan
63 and the list of initiatives on current environmental issues, including: Forestry, natural resources,
64 water, and solid waste management. He requested direction from Council on acceptance or
65 modification to the work plan for 2023.
66
67 Mayor Rafferty asked about the yearly program on the island. Environmental Coordinator
68 Nelson replied there are two lists and the work plan before the Council relates to current issues
69 the City is facing this year; the second list, where the island is contained, is an ongoing task list.
70
71 Councilmember Stoesz commented on the importance of the Environmental Board's role and
72 staffs role. He also asked that natural resources be highlighted as item number one in the
73 document. Environmental Coordinator Nelson noted they are planning to review the landscape
74 ordinance with the Board and he noted some of the items on the list are clearly stated in the
75 duties of the Board.
76
77 Council stated acceptance of the report as presented.
78
79 4. Rookery Ductwork Cleaning
80 Mike Rowe, Rookery Building Maintenance Director, gave an overview of the written Staff
81 report and noted the Rookery was constructed in 2007 and based on information reviewed and
82 comments from the bids accepted,the ductwork has never been cleaned. He noted two quotes
83 were obtained and proposed engaging KMS Air Duct Cleaning to clean all ductwork, exhaust
84 fans, and exhaust ductwork at the Rookery for$15,211.75. He noted this cleaning should be
85 done every two to four years and shared about routine filter changing and ongoing maintenance
86 in the building.
87
88 Mayor Rafferty commented the health and wellbeing of everyone is important; Council agreed to
89 move forward with the cleaning of the ductwork.
90
91 5. Balancing Air Handlers in the Civic Complex
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CITY COUNCIL WORK SESSION
92 Public Works Superintendent Justin Williams gave a summary of the written staff report noting
93 the Civic Complex and modifications over the years have caused air handlers to be out of
94 balance. He requested Council approval of the quote from NAC in the amount of$21,950.00 to
95 balance the four air handlers at the Civic Complex. The funding source is the Building and
96 Facilities Fund; Administrator Cotton provided background on the fund and noted the primary
97 source of revenue is from cell towers on the City's water towers; the City collects a lease
98 payment, which goes into the fund to improve buildings over the years.
99
100 Superintendent Williams responded to a question from Councilmember Stoesz about quotes and
101 clarified that NAC has the market on this work so no additional quotes were obtained.
102
103 Council approved the quote from NAC.
104
105
106 6. 2023 Public Works Truck Purchase
107 Public Works Superintendent Justin Williams reviewed his written staff report and noted that the
108 adopted 2022 budget included $65,000 to purchase a Ford F-350 with dump box for the Parks
109 Department maintenance position that was created; due to cost increases, the purchase of this
11 o truck was set aside. He stated the adopted 2023 budget included $87,000 to replace Unit#214
111 and Public Works has proposed using a portion of the unspent 2022 allocated funds to offset the
112 2023 purchase which is currently projected at $94,958.
113
114 Mayor Rafferty inquired of the forgone work truck for the parks position. Superintendent
115 Williams stated with the significant, unanticipated cost issues, the City can forgo the truck
116 purchase for the foreseeable future as it is the responsible thing to do.
117
118 Superintendent Williams responded to an inquiry from Councilmember Ruhland regarding using
119 the aforementioned S 10 from Public Safety. Superintendent Williams noted that he does not
120 think that sized truck would be very useful in the fleet as they could not put a substantial plow on
121 it.
122
123 Council and Administrator Cotton voiced appreciation for Superintendent Williams' work in
124 reviewing the fleet integrity and determining what is really needed for the fleet to meet public
125 needs. Administrator Cotton stated Superintendent Williams is being very conservative in his
126 fiscal approach in funding this equipment while getting creative to meet the City's needs.
127
128 Council expressed support for the purchase of the 2023 fleet truck with funds from 2022 to cover
129 any offset costs.
130
131 7. Public Works Building Design Process
132 Community Development Director Michael Grochala reviewed his staff report noting the
133 existing Public Works building was built in 1971 and over the past 10 years, the City has been
134 evaluating the construction of a new building. The five-year financial plan, included the
135 possibility of constructing the building in 2026 with$350,000 allocated from the Building and
136 Facilities fund for design expenses in 2023. He requested City Council direction regarding the
137 preferred process for selection of an architectural services for design.
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CITY COUNCIL WORK SESSION
138
139 Mayor Rafferty asked Finance Director Hannah Lynch to share how the building and design
140 process fall in line with the five-year plan. Finance Director Lynch discussed multiple funding
141 sources assumed in the five-year plan for the Public Works facility which would ensure the cash
142 flow supports the debt service on this facility. Mayor Rafferty noted everything the City is trying
143 to do is to protect their interest rate. Finance Director. Finance Director Lynch confirmed.
144
145 Further discussion was held on the site of a new Public Works building.
146
147 Councilmember Stoesz spoke about the water/sewer issue at the current location and asked if the
148 architect will help in site selection. Mr. Grochala did not anticipate any new site selection as the
149 previous round focused back on utilizing the existing Public Works site and extending
150 sewer/water or outside facilities.
151
152 Councilmember Ruhland asked if there is opportunity for County leasing of space for storage of
153 plows or extra equipment. Director Grochala noted it is something the City can explore and
154 incorporate into the design process.
155
156 Councilmember Lyden inquired of the anticipated price point. Finance Director Lynch stated that
157 many assumptions were built in to the five-year plan and explained the cost is anticipated at
158 approximately $11,200,000 between multiple funding sources; she further noted that would have
159 no tax impact though if costs come in higher the City may need to explore what tax levy would
160 need to support this debt service.
161
162 Mayor Rafferty stated he would like to see this project move forward but noted concerns with the
163 site. Director Grochala spoke about the evaluation of two sites,noting the City is somewhat
164 limited due to space and location.
165
166 Mayor Rafferty would like to work with land the City currently owns.
167
168 Councilmember Stoesz commented he would appreciate creative thinking and perhaps consider
169 utilization of space in the the administrative building rather than creating a new site, as that
170 would be the best use of taxpayer money.
171
172 Mayor Rafferty thinks a public works facility is a standalone facility and those that work in the
173 facility must be able to move in and out. He does not see that public work fits in at the City Hall
174 location. He noted the importance of public works telling the architects what they need rather
175 than the other way around.
176
177 Administrator Cotton explained the RFP (Request for Proposal)process noting the City could
178 put that out and receive bids from different architectural firm.
179
180 Mayor Rafferty would like to move forward with finding 3-4 architectural firms and going
181 through an interview process with those that have experience with public works. Director
182 Grochala replied Staff can come back with some firms they would like to bring in and rough out
183 the scope of services.
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CITY COUNCIL WORK SESSION
184
185 8. Housing Maintenance Assistance Program - Community Development Director Grochala
186 gave a summary of the written Staff report noting in 2004 the City received $225,000 from the
187 Metropolitan Council Local Housing Incentives Account(LHIA)to assist with development of
188 work force housing in the Legacy at Woods Edge development. The funding was provided to the
189 developer in the form of a no-interest loan for construction of the Lakewood Apartment building.
190 It was intended to be forgiven but part of their financing required it be paid back; when the
191 facility was sold in 2022 the loan was repaid in full so the City received $225,000 back. Under
192 the terms of the LHIA agreement, the City can return the money to Metropolitan Council, or use
193 the grant funds on a"revolving"basis to implement projects that would help the City meet its
194 affordable and life-cycle housing goals, which is what Staff is recommending. He stated the
195 proposal is similar to Blaine's Front Door program that aims to enhance curb appeal of a home,
196 and would be a low interest loan with funding up to 85%of project cost to a maximum of
197 $10,000. The revolving loan would continue to benefit the community.
198
199 Councilmember Lyden thinks it is a fabulous idea and asks that the interest rate is as low as
200 possible.
201
202 Councilmember Stoesz asked if it would simplify things to pick one product, such as a driveway,
203 to be an incentive. Mr. Grochala thinks a driveway is part of curb appeal and is important. He
204 noted it could be an option but does not know whether the City should only focus on one option.
205 He shared about criteria for the loan including assessed value of the home and homes that are
206 over 30 years old.
207
208 Councilmember Ruhland has 20 years of experience in working with down payment assistance
209 programs and would love to consult on this in the future. He asked if the program is only for
210 owner-occupied homes? Director Grochala replied the Economic Development Advisory
211 Committee (EDAC) was specific about owner-occupied, single-family homes.
212
213 The Council discussed EDAC's role and Councilmember Ruhland working with them on the
214 matter.
215
216 9. 2024-2028 Street Reconstruction Plan Process - Community Development Director
217 Grochala gave a summary of the written Staff Report, reviewing the City's pavement
218 management plan and noted every three years the City tries to do a street reconstruction project.
219 In order to do street reconstruction bonds the City must put a five-year plan together, hold a
220 public hearing, and it is subject to a reverse referendum project. He reviewed streets included in
221 the 2024 plan as well as the 2027 plan,
222
223 Councilmember Stoesz asked about Anoka County's plan to improve the intersection by North
224 Road and Sunset with the high school congestion. Director Grochala noted Anoka County is
225 currently doing a corridor management study and once they get those results they will probably
226 start programming for improvements along the corridor.
227
228 Mayor Rafferty noted Lakeview is problematic and noted Public Works is doing a lot to meet the
229 needs of the public over there. He appreciates Staff's efforts.
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CITY COUNCIL WORK SESSION
230
231 Director Grochala noted staff will start the process of drawing up the five-year reconstruction
232 plan.
233
234 10. Council Updates on Boards/Commissions, City Council
235
236 Administrator Cotton inquired if Council was open to a joint meeting with the Planning and
237 Zoning Board and City Council on April 12, 2023. Council agreed and will attend a joint
238 meeting on April 12, 2023 at 6:00 PM in the Community Room at City Hall.
239
240 The work session was adjourned at 8:44 p.m.
241
242 These minutes were considered, corrected and approved at the regular Council meeting held on
243 April 24, 2023.
244
245
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248 Jolleen Chaika, City Clerk Rg$4f1\-• �'�'
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249
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