HomeMy WebLinkAbout12-07-2015 Council Work Session Minutes CITY COUNCIL WORK SESSION December 7 , 2015
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE December 7 , 2015
5 TIME STARTED 6 : 00 p . m .
6 TIME ENDED 9 9. 30 p . m .
7 MEMBERS PRESENT Council Member Stoesz , Kusterman ,
8 Rafferty , Roeser and Mayor Reinert
9 MEMBERS ABSENT None
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12 Staff members present : City Administrator Jeff Karlson ; Community Development
13 Director Michael Grochala ; Finance Director Sarah Cotton ; Public Safety Director John
14 Swenson ; City Planner Katie Larsen ; City Engineer Diane Hankee ; Public Services
15 Director Rick DeGardner ; City Clerk Julie Bartell
16
17 1 . Franchise Ordinance for CenturyLink (Item 3A , December 14 , 2015 Council
18 Agenda) - Administrator Karlson introduced the North Metro Telecommunications
19 Commission ' s attorney, Mike Bradley, who gave a presentation regarding a cable
20 franchise application from CenturyLink . Mr . Bradley ' s PowerPoint presentation is
21 included in the council packet . He noted that the council will be considering an
22 ordinance granting a cable television franchise to CenturyLink on December 14 .
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24 The council asked about the benefits to the citizens and heard that although the new
25 services will cost about the same as for the current provider , there may be more services
26 or channels offered by CenturyLink for the same cost . The entire city will not be
27 included initially but more service area will be added as the franchise grows . There will
28 be some system infrastructure added while some is in place already . Council Member
29 Stoesz , who represents the city on the North Metro Telecommunications Board , said he is
30 supportive of the action because he feels the additional services will benefit the city and
31 there will be franchise fees as well . There will be different levels of service speed
32 offered .
33
34 2 . American Legion Parking - The American Legion has approached the city
35 regarding the possibility of expanding their parking area onto City owned property
36 adjacent to their site and the matter was discussed at the November 2 , 2015 council work
37 session . At that time the council requested that the American Legion determine what they
38 need for parking spaces , develop a parking plan , and determine how much land would be
39 needed to construct it .
40
41 A representative of the Lino Lakes American Legion post spoke to the council about the
42 Legion ' s plans . He distributed a hand drawn site plan . Community Development
43 Director Grochala discussed the need to have water run off plans that can be reviewed by
44 the watershed district .
45
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CITY COUNCIL WORK SESSION December 7 , 2015
APPROVED
46 The mayor suggested that staff meet with Legion representatives regarding their plans in
47 order to get the process into manageable steps for them . He suggested that the possible
48 lease of the land be included in discussions .
49
50 Staff will need additional information from the Legion to be able to develop options for
51 the sale or lease of the property for this purpose .
52
53 3 . Lot Combination Requirement for 6966 and 6970 Lake Drive ( Stanek
54 Properties ) - City Planner Larsen reviewed her staff report explaining the history of the
55 Stanek property . The council granted a rezoning that allows the family to keep animals
56 on the property . However there is an issue at the property still since an accessory
57 structure that was built without a permit is in violation of city regulations . This is
58 because the two lots owned by the Staneks have not yet been combined . The Staneks are
59 therefore asking the council to amend the zoning ordinance to allow accessory structures
60 without a principal structure . Staff does not support such an amendment ; an ordinance
61 amendment like that would not provide city wide benefit . The accessory building that is
62 in violation should be removed or a formal lot combination done thereby making the
63 accessory structure allowable . Ms . Larsen noted that the Staneks have removed other
64 accessory buildings but one remains .
65
66 Carol Stanek , 6966 and 6970 Lake Drive , asked the council to allow her a permit to keep
67 her accessory structure . The lot is quite large at three acres .
68
69 Options presented to Ms . Stanek were :
70 - Tear down the structure ;
71 - Combine the lots ;
72 - Move the structure and attach it to another building ;
73 - Receive a variance from the city ( strongly not recommended by staff) .
74
75 4 . Bald Eagle Lake Properties in Anoka County/Washington County —
76 Community Development Director Grochala explained that council members have
77 expressed interest in investigating what it would take to change the boundary of Anoka
78 County to include 7 or possibly 8 lots that currently straddle the Anoka
79 County/Washington County border . These lots are somewhat unique in that they front
80 Bald Eagle Blvd in Lino Lakes (Anoka County) and the rear of the property is located in
81 the City of Hugo ( Washington County) abutting Bald Eagle Lake . The Washington
82 County portions of the lot are only accessible by land through Anoka
83 County . As the staff report outlines , Mr . Grochala explained that there is a process for
84 changing county boundaries but it is quite onerous and he doesn ' t believe it is viable for
85 these few properties . Further there could be legal expenses to the city .
86
87 Council Member Roeser suggested that the city could speak with the state legislators for
88 the area about getting special legislation . He sees that the city provides all the services
89 for the properties and so should receive all the tax revenue .
90
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CITY COUNCIL WORK SESSION December 7 , 2015
APPROVED
91 5 . Web - Based Utility Payments — Finance Director Cotton explained that staff is
92 ready to implement the web - based utility billing module within the City ' s new financial
93 system and it will offer 24 / 7 account access including payment of payment of utility bills
94 on - line using ACH , Debit , or Credit . Before that service can be put in place however a
95 decision needs to be made regarding utilization of a Visa Utility Rate Fee structure or a
96 Convenience Fee model . She explained the aspects of each .
97
98 Council Member Roeser talked about how much it actually costs the city to receive
99 payments in check form .
100
101 When asked by the council which structure she would recommend , Ms . Cotton said the
102 Visa Utility Rate Fee would be less work and would provide more incentive for
103 customers to join the process . The council concurred with Ms . Cotton ' s
104 recommendation . Council Member Stoesz mentioned that he may have a conflict of
105 interest because he works for a financial institution ; he is supportive of the concept for
106 the enhanced service it provides to the residents . Mayor Reinert suggested that staff keep
107 the council updated on feedback as the system is implemented .
108
109 6 . Joint Powers Agreement with Anoka County for Highway 12 ( 109 ' Av
110 NE/Apollo Drive) and County Road 53 ( Sunset Av) Intersection Improvements —
111 City Engineer Hankee noted that the council recently received an overview of this project
112 from Anoka County engineers . The proposed layout of the project is included in the staff
113 report . The next step is to consider entering a joint powers agreement with the county .
114 The City ' s financial responsibility for the project is for lighting , bituminous walks and
115 storm water for a total amount of $ 80 , 000 proposed to be funded through the City ' s
116 Municipal State Aid (MSA) account and the surface water management fund .
117
118 The council will consider approval of a joint powers agreement at the next council
119 meeting .
120
121 7 . Cans for Park Program — Community Development Director Grochala reviewed
122 the history of the program set up to collect aluminum cans at fire stations and use the
123 proceeds to support a park development . He noted proceeds received to date .
124
125 Staff was requested to continue the program and include promotion of it in the city
126 newsletter .
127
128 8 . Consideration of Station No . 2 as a Polling Location — Administrator Karlson
129 noted that staff has received comments from council members about the possibility of
130 using the new fire station as a polling place . He noted that inclusion of a community
131 room was eliminated from plans when the project was approved . The station was
132 planned and built to be a secured facility . The facility also has limited parking available .
133 If it were to be open to the public for voting , security would have to be included .
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CITY COUNCIL WORK SESSION December 7 , 2015
APPROVED
135 Mayor Reinert expressed his interest in seeing a polling location that better serves the
136 southeastern corner of the city . City Clerk Bartell explained that staff is planning a
137 comprehensive polling place review and precinct increase in the next couple years . As
138 part of that process , it is important to look at the city as a whole , consider where growth
139 may occur , and manage polling places accordingly . Mayor Reinert suggested that
140 Eaglebrook Church would be a good new location . Also the mayor noted that a smaller
141 precinct could be set up where parking is limited . The conversation should include
142 safety concerns when school facilities are involved . The council will look forward to
143 hearing from staff with more information ; the matter should be included on the Monthly
144 Progress Report .
145
146 9 . Laserfiche View Modifications - Administrator Karlson noted that Council
147 Member Stoesz requested a modification to the Laserfiche Web view page to indicate , for
148 transparency , when files have been changed ( a file stamp ) . City Clerk Bartell explained
149 that the city ' s Laserfiche use is tied to a partnership with Metro iNet and other cities that
150 are using Laserfiche through that network . A change in the banner would impact all the
151 cities using the public web link .
152
153 Administrator Karlson attends an administrators ' group for Metro iNet and so he will
154 bring up the matter and attempt to reach an agreement for some change . That way any
155 costs could be shared also .
156
157 Mayor Reinert asked that the issue be added to the Monthly Program Report so the
158 council can stay on top of it .
159
160 10 . Final 2016 Budget Review — Finance Director Cotton provided updated budget
161 information . She reviewed recent decisions that will reduce the transfer from the Closed
162 Bond Fund ( CBF ) . She reviewed the Office Equipment Fund and planned expenses and
163 noted staff s recommendation to continue the annual appropriation of $ 25 , 000 per year
164 but to take a onetime $ 100 , 000 transfer from that fund for 2016 . She discussed the
165 computer tablet replacement program and Administrator Karlson noted his discussion
166 with Metro iNet that indicates that many cities are moving toward Microsoft Office Pro
167 as the preferred unit . The mayor suggested that people should have a choice according
168 to their needs and preference . Council Member Stoesz suggested allowing Samsung
169 products as a cheaper option . The tablet devaluation rate of $ 200 biannually will remain
170 in place .
171
172 The Finance Director reviewed the city ' s enterprise and recreation funds . Public
173 Services Director DeGardner indicated that he will provide a full review of the City ' s
174 recreation programs to the council .
175
176 The council also reviewed the Capital Equipment Replacement Program . The review
177 included an explanation by staff of plans for replacement of police vehicles . Less
178 replacement equates to more repair costs . The mayor suggested that the council should
179 consider financing the purchase of the vehicles since borrowing costs are so low .
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CITY COUNCIL WORK SESSION December 7 , 2015
APPROVED
180 Council Member Rafferty asked for additional information about the police fleet and staff
181 indicated they will provide more information at a future work session . Mayor Reinert
182 noted that the council should have more review of the capital program with more in depth
183 information ; he recommends that members share their questions with staff and then the
184 council will have more discussion in the future .
185
186 Ho Schedule Administrator ' s Annual Review - The council called for a special
187 closed session for this purpose on December 14 , 2015 , following the regular council
188 meeting that evening .
189
190 120 Advisory Board Appointments - City Clerk Bartell outlined the current status of
191 appointments . The council will hold interviews after the first of the year so that new
192 council members can be a part of that process .
193
194 13 . Council Updates on Boards /Commissions — Council Member Stoesz noted the
195 new franchise agreement being considered with CenturyLink ; that process originated with
196 the North Metro Telecommunications Board and he is supportive and pleased that it is
197 coming to fruition .
198
199 14 . Monthly Progress Report — no report .
200
201 150 Review Regular Agenda of December 14 , 2015 — The regular council agenda
202 was reviewed and there were no changes .
203
204 The meeting was adjourned at 9 : 30 p . m .
205
206 These minutes were considered , corrected and approved at the regular Council meeting held on
207 December 28 , 2015 .
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212 Julianne B rtell , City CIA Jeff einert , Mayor
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