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Home My WebLink About06-26-2023 City Council Packet WS – Item 1 WORK SESSION STAFF REPORT Work Session Item 1 Date: June 26, 2023 To: City Council From: John Swenson, Public Safety Director Re: Temporary Addition of Part-Time Community Service Officer Background The Public Safety Department is authorized to have three (3) part-time Community Service Officers (CSO) as approved in the 2023 budget. Due to unique staffing challenges, staff is requesting that we temporarily increase our CSO staffing to four (4) part-time CSOs through October 7, 2023. This increase to 4 CSOs will ensure that we have experienced CSOs on staff to train our newest CSO, which we anticipate seeking Council approval to hire at the July 10th Council Meeting. There will not be additional funding requested for this temporary increase to 4 CSOs. Staff proposes that available funds in 2023 Police Personnel budget be used for temporary CSO addition. Staff is seeking Council direction. Attachments None CITY COUNCIL AGENDA Monday, June 26, 2023 *********** 6:30 p.m. (Scheduled to be broadcast on Channel 16) City Council: Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland and Stoesz City Administrator: Sarah Cotton COUNCIL WORK SESSION, 6:00 P.M. Community Room (not televised) WS opened at 6:01 PM 1. Consider Temporary Addition Part-Time CSO, John Swenson 2. Review Regular Agenda CITY COUNCIL MEETING, 6:30 P.M.  Call to Order and Roll Call: The Regular Meeting was called to order at 6:30 PM. Councilmembers Lyden, Stoesz, Cavegn and Mayor Rafferty present. Councilmember Ruhland absent.  Pledge of Allegiance  Open Mike / Public Comment (in person or received in writing prior to meeting) Public Comment at 6:33 PM. Mr. Tim Henderson provided comments to Council on his appreciation for the work of Council in getting the Rookery up and functioning. 1) Motion To: Close Public Comment Public Comment was closed at 6:36 PM.  Setting the Agenda: Addition or deletion of agenda items: No changes or additions. SPECIAL PRESENTATION Legislative Update, Senator Heather Gustafson RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Stoesz AYES: All ABSENT: Ruhland Council Agenda -2- June 26, 2023 RESULT: CARRIED [4 TO 0] MOVER: Stoesz SECONDER: Lyden AYES: Lyden, Stoesz, Cavegn, Rafferty ABSENT: Ruhland SPECIAL PRESENTATION American Legion Post 566, Presentation of Awards: - Lino Lakes Police Officer of the Year: Samantha Bergeron - Lino Lakes Firefighter of the Year: Luke Evens 1. CONSENT AGENDA A) Consider Approval of Expenditures for June 26, 2023 (Check No. 118783 through 118875) in the Amount of $323,814.13 B) Consider Approval of June 5, 2023 Council Work Session Minutes C) Consider Approval of June 12, 2023 Council Work Session Minutes D) Consider Approval of June 12, 2023 Council Meeting Minutes i) Motion To: Approve Consent Agenda Items 1(A) -(D) as presented 2. FINANCE DEPARTMENT REPORT No report 3. ADMINISTRATION DEPARTMENT REPORT A) Consider 2nd Reading of Ordinance No. 03-23, Adjusting the Salaries of the Mayor and Councilmembers, Sarah Cotton i) Motion To: Dispense of Full Reading of Ordinance 03-23. ii) Motion To: Approve Ordinance 03-23 RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All ABSENT: Ruhland Council Agenda -3- June 26, 2023 RESULT: CARRIED [4 TO 0] MOVER: Cavegn SECONDER: Stoesz AYES: All in favor. ABSENT: Ruhland *Council may vote to dispense with the full reading of the ordinance *Roll call vote is required for adoption of the ordinance B) Consider Appointment for Part-Time Firefighter, Meg Sawyer i) Motion To: Approve appointment of Eric Curtis as Part-Time Firefighter 4. PUBLIC SAFETY DEPARTMENT REPORT A) Consider Acceptance of Donated Gift Cards, John Swenson i) Motion To: Approve Acceptance of Gift Cards 5. PUBLIC SERVICES DEPARTMENT REPORT No report 6. COMMUNITY DEVELOPMENT REPORT A) Public Hearing. Consideration of Resolution No. 23-58, Adopting Five Year Street Reconstruction Plan and Authorizing Issue of Bonds, Michael Grochala. Public Hearing was opened at 7:02 PM: No comments received. i) Motion To: Close Public Hearing RESULT: CARRIED [4 to 0] MOVER: Lyden SECONDER: Stoesz AYES: All ABSENT: Ruhland RESULT: CARRIED [4 to 0] MOVER: Lyden SECONDER: Stoesz AYES: All ABSENT: Ruhland Council Agenda -4- June 26, 2023 Public Hearing closed at 7:03 PM. ii) Motion To: Approve Resolution 23-58 B) Consider Resolution 23-59, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid 2023, Lake Drive Trunk Water Main Improvements, Diane Hankee i) Motion to: Approve Resolution 23-59 7. UNFINISHED BUSINESS None 8. NEW BUSINESS A) Closed Session: Preliminary Consideration of Allegations Against an Employee Pursuant to Minn. Stat. §13D.05, Subd. 2D Council shall close the meeting when an allegation of misconduct against an employee is brought forward. i) Motion To: Close Meeting Meeting closed at 7:07 PM. B) Open Session: Possible Action Related to Closed Session RESULT: CARRIED [4 to 0] MOVER: Stoesz SECONDER: Cavegn AYES: All ABSENT: Ruhland RESULT: CARRIED [4 to 0] MOVER: Cavegn SECONDER: Stoesz AYES: All ABSENT: Ruhland RESULT: CARRIED [4 to 0] MOVER: Lyden SECONDER: Stoesz AYES: all ABSENT: Ruhland Council Agenda -5- June 26, 2023 i) Motion To: Reopen Meeting Meeting reopened at 9:43 PM. City Administrator Sarah Cotton recommended discharge of Employee A based on the findings of the investigation, effective June 26, 2023. i) Motion To: Approve Discharge of Employee A City Administrator Sarah Cotton recommended discharge of Employee B based on the findings of the investigation, effective June 26, 2023. i) Motion To: Approve Discharge of Employee B Adjournment i) Motion To: Adjourn The meeting was adjourned at 9:47 PM. RESULT: CARRIED [4 to 1] MOVER: Stoesz SECONDER: Lyden AYES: Stoesz, Lyden, Ruhland, Rafferty NAYS: Cavegn RESULT: CARRIED [4 to 1] MOVER: Stoesz SECONDER: Ruhland AYES: Stoesz, Ruhland, Lyden, Rafferty NAYS: Cavegn RESULT: CARRIED [5 to 0] MOVER: Stoesz SECONDER: Cavegn AYES: All ABSENT: Ruhland RESULT: CARRIED [5 to 0] MOVER: Stoesz SECONDER: Cavegn AYES: All Council Agenda -6- June 26, 2023 Following adjournment of the regular meeting, the City Council will reconvene for a closed meeting for the purpose of completing the City Administrator’s performance evaluation. Community Calendar – A Look Ahead June 26, 2023 through July 10, 2023 Wednesday, June 28 6:30 pm, Council Chambers Environmental Board Tuesday, July 4 CITY HALL CLOSED Independence Day Holiday Thursday, July 6 8:00 am, Community Room EDAC Monday, July 10 6:00 pm, Community Room Council Work Session Monday, July 10 6:30 pm, Council Chambers City Council Meeting + Expenditures June 26, 2023 Check #118783 to #118875 $323,814.13 Electronic Funds Transfer MN Statute 471.38 Subd. 3 Council Meeting June 26, 2023 Transfer In/(Out) 6/2/2023 H.S.A. Employer Contribution (5,749.85) 6/9/2023 Payroll #12 (194,267.98) 6/9/2023 Payroll #12 Federal Deposit (54,231.50) 6/9/2023 Payroll #12 PERA (55,149.27) 6/9/2023 Payroll #12 State (12,163.16) 6/9/2023 Payroll #12 Child Support (923.22) 6/9/2023 Payroll #12 H.S.A. Bank Pretax (2,491.58) 6/9/2023 Payroll #12 TASC Pretax (1,154.45) 6/9/2023 Payroll #12 Mission Sq 457 Def. Comp #301596 (3,045.00) 6/9/2023 Payroll #12 Missin Sq Roth IRA #706155 (700.00) 6/9/2023 Payroll #12 MSRS HCSP #98946-01 (5,169.54) 6/9/2023 Payroll #12 MSRS Def. Comp #98945-01 (3,126.00) 6/9/2023 Payroll #12 MSRS Roth IRA #98945-01 (705.00) 6/15/2023 Building Permit Surcharge (2,436.46) 6/16/2023 Anoka County Tax Settlement 4,393,484.38 6/20/2023 Sales & Use Tax (5,091.00) 6/21/2023 Transfer to FRB Money Market (4,000,000.00) LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: June 5, 2023 TIME STARTED: 6:00 PM TIME ENDED: 8:17 PM MEMBERS PRESENT: Councilmembers Stoesz, Lyden, Ruhland, Mayor Rafferty LATE ARRIVAL: Councilmember Cavegn (6:05 PM) Staff members present: City Administrator Sarah Cotton; Community Development Director Michael Grochala; Director of Public Services Rick DeGardner; Finance Director Hannah Lynch; City Planner Katie Larsen; City Clerk Jolleen Chaika. 1. 2022 Annual Audit Report Finance Director Hannah Lynch introduced Andy Hering, Auditor with Redpath and Company, who presented an overview of the 2022 Comprehensive Audit. Mr. Hering highlighted the audit process and results of the audit. Mr. Hering noted one legal compliance finding: prompt payment of bills. One bill of a sample set of bills was paid 45 days after receipt of invoice; state statute requires payment within 35 days of receipt. He also noted the following results: - Opinion on the Fair Presentation of the Financial Statements: Unmodified audit opinion - Report on Internal Controls Over Financial Reporting: No findings - Report on Federal Compliance: No findings - Communication with those Charged with Governance: standard communications from auditor to governing body. Council discussed the legal compliance finding; Councilmember Ruhland inquired of the limited sample period of 15 days and Mr. Hering explained that while their organization does institute data mining for some information, there are internal controls in places at the City which make the sample more reasonable for audit purposes. Finance Director Lynch also noted for Council that direction has been given to leadership staff about timely processing of invoices. Council further discussed the findings of the audit and complimented finance staff for their hard work. 2. Milestones Addition Preliminary Plat and Lil’ Explorers Childcare Center Conditional Use Permit City Planner Katie Larsen presented on the preliminary plat and Conditional Use Permit (CUP) applications submitted by MEP Lino Lakes related to a new commercial daycare to be located at Apollo Drive and Lilac Avenue. Councilmember Stoesz inquired if there is adequate space in the proposed parking lot for school buses to navigate. Planner Larsen advised that there are no anticipated concerns about school buses as the lot was designed to support fire trucks. Councilmember Cavegn asked of soil issues due to the neighboring gas station and the holding ponds proposed next to the daycare and any safety concerns. Planner Larsen advised that the applicant has done its due diligence and no soil contamination was found; further, that the holding ponds will not have any standing water; rather the ponds will be infiltration areas. She also noted that the proposed outdoor proposed play areas are fully fenced. She does not have any concerns related to safety of the children at the daycare due to soil or the holding ponds. Planner Larsen will bring these applications forward for Council approval at the June 12 regular meeting. 3. 2024 Capital Budget Request Community Development Director Michael Grochala provided Council information on the City’s opportunity to submit a funding request for inclusion in Governor Walz’s 2024 budget. Based on the recent focus of funding distribution, he suggested to Council bringing forward a request to develop an inclusionary playground in the city; if the City’s request is granted, the city would be required to provide a 50% local match. Director Grochala noted that the deadline for Capital Budget Request submissions is June 16, 2023 so time is of the essence if Council wishes to bring this request forward. Council discussed the match obligation of the city and where those funds could come from. Director Grochala said that has not yet been determined and can be discussed over the coming months; options may include park dedication funds, an interfund loan, or levy. It was also discussed that an application/request for this funding can be withdrawn in the future if it is determined that the local match may be problematic. Councilmember Ruhland inquired of using an existing park in need of updating rather than establishing a new park location. Director Grochala proposed singling out existing city land to create a destination, including land at Tower Park or Country Estates Park. Councilmember Lyden expressed excitement about the possibility of getting the plans underway for an inclusive park. He suggested that perhaps land at or near the Rookery is considered as well. Mayor Rafferty said he is not in favor of that plan but is supportive of moving forward with a request so that the planning can begin. Councilmember Cavegn asked how long the City would have to use the funds if received and what would happen if the funding request was granted but local match funds were not available. Director Grochala explained that he believes a period of four (4) years is allowed for use of the funds if granted to the City. He also said that in order for the funding request to be granted, the City would need to prove that the match funds are available. Councilmember Cavegn also asked of annual park funding and whether match funds for an inclusionary park would impact the funding for other parks. Finance Director Lynch stated that any match funds for an inclusionary park would be in addition to the $90,000 allocated annual for park maintenance. Councilmember Stoesz asked of partnering with Anoka County for a funding request. Director Grochala opined that a municipal request would be better received. Public Service Director Rick DeGardner provided comments on potential costs. Council concurred in moving forward with submission of a Capital Budget Request in the amount of $1.5 million to fund an inclusionary park. Director Grochala will bring forward a resolution of support for Council consideration at the June 12, 2023 regular meeting. 4. Water Appropriation Permit Update Community Development Director Michael Grochala updated Council on the status of the pending civil case regarding the groundwater management of White Bear Lake and the Prairie du Chien-Jordan Aquifer. He provided background on the permit and noted that three of the four permit amendment requirements are being appealed by the City and other cities. Director Grochala also mentioned recent state legislation passed in May which requires establishment of a workgroup of stakeholders, including the City, to assist in plan development of a comprehensive plan to ensure access to sufficient drinking water to communities in the White Bear Lake area. Reduction of water use for irrigation was discussed by Council as it continues to be a major concern. Director Grochala noted that the appeal outcome could result in a full irrigation ban; currently the City is not bound to any irrigation bans due to the appeal status. Council discussed issues related to irrigation bans, including use the current water restrictions in place, and noted that clarification needs to be made with regard to the restriction times so that information put out by the City is consistent with code. Staff provided updates on enforcement efforts and Public Services Director Rick DeGardner noted that while door hangers and informational warnings have been issued the past several years, the City will now be issuing citations. 5. Council Compensation City Administrator Sarah Cotton proposed to Council an ordinance amendment to update Council compensation to be consistent with staff rate increases, to be effective in 2024. Mayor Rafferty provided brief background information on previous Council positions related to compensation which brought forward a plan to make these compensation requests The Council Work Session concluded at 8:17 PM. These minutes were considered and approved at the regular Council Meeting on June 26, 2023. Jolleen Chaika, City Clerk Rob Rafferty, Mayor LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: June 12, 2023 TIME STARTED: 6:01 PM TIME ENDED: 6:27 PM MEMBERS PRESENT: Councilmembers Stoesz, Lyden, Cavegn, Mayor Rafferty MEMBERS ABSENT: Councilmember Ruhland Staff members present: City Administrator Sarah Cotton; Finance Director Hannah Lynch; Human Resources Director Meg Sawyer; Community Development Director Michael Grochala; Public Safety Director John Swenson; City Planner Katie Larsen, City Clerk Jolleen Chaika. 1. Review Regular Agenda Mayor Rafferty reviewed the regular meeting agenda and staff members provided brief summaries of agenda items. Staff and Council held a brief discussion of the upcoming Blue Heron Days and of future event planning. The Council Work Session ended at 6:27 PM. These minutes were considered and approved at the regular Council Meeting on June 12, 2023. Jolleen Chaika, City Clerk Rob Rafferty, Mayor COUNCIL MINUTES LINO LAKES CITY COUNCIL REGULAR MEETING MINUTES DATE: June 12, 2023 TIME STARTED: 6:31 PM TIME ENDED: 7:01 PM MEMBERS PRESENT: Councilmembers Stoesz, Lyden, Cavegn, Mayor Rafferty MEMBERS ABSENT: Councilmember Ruhland Staff members present: City Administrator Sarah Cotton; Finance Director Hannah Lynch; Human Resources Director Meg Sawyer; Community Development Director Michael Grochala; Director of Public Safety John Swenson; City Planner Katie Larsen; City Clerk Jolleen Chaika. PUBLIC COMMENT Public Comment was opened at 6:32 PM. Mr. Christopher Stowe, 426 Pine Street, advised Council that he received a letter in the mail from the City Attorney requiring him to provide a response to some issues but the letter was received after the response date. He provided a copy of the letter to Council. Mr. Stowe advised that when he purchased his home in Lino Lakes at the old horse track, neighbors began complaining and the City became involved. He went through the process of obtaining a Conditional Use Permit (CUP) and was told by Katie Larsen that there was no enforcement on animal units and that the max number of animals he could house was 25, though there were 35 stalls in the barn where over 50 horses used to be housed by the prior owner. He said the city adopted an animal use chart after he was already living on the property and housing his horses there. He said he jumped through hoops to get his CUP, that the city changed it multiple times and wanted to add additional conditions after it was already issued. He voiced frustration with the letter he received which asked him to consent to an inspection by May 26, a week after he received the letter. He said he has been upfront and forthcoming with the City and he doesn’t understand why has happened. He stated his CUP does not include any annual inspections and he also questioned if another horse facility was being subject to annual inspections. He wanted to know if others were grandfathered in to the animal unit chart and if he is being harassed. Mayor Rafferty agreed that the letter appears to have a typo. He further stated that Community Development Director Michael Grochala would be in touch with Mr. Stowe; Director Grochala confirmed that the letter from the City Attorney did contain a typo and that a new letter is being submitted to Mr. Stowe. Mayor Rafferty reiterated that staff, specifically Director Grochala, will go through the status with him and will answer questions and concerns. Mr. Stowe also wanted to receive information about the complaints that the city has received. Mayor Rafferty said that those questions can be handled by Director Grochala as well. No further public comment was received. COUNCIL MINUTES 1) Motion to: Close Public Comment at 6:41 PM. SETTING THE AGENDA The agenda was approved as presented with no additions or changes. 1. CONSENT AGENDA A. Consider Approval of Expenditures for June 12, 2023 (Check No. 118657 through 118782) in the Amount of $1,360,237.05 B. Consider Approval of May 22, 2023 Local Board of Appeal and Equalization Minutes C. Consider Approval of May 22, 2023 Work Session Minutes D. Consider Approval of May 22, 2023 Council Meeting Minutes E. Consider Approval of Resolution 23-48, Renewal of Liquor Licenses F. Consider Approval of Resolution 23-49, Renewal of Tobacco Licenses G. Consider Approval of Resolution 23-50, Renewal of Massage Enterprise and Therapist Licenses H. Consider Approval of Resolution 23-51, Renewal of Cannabinoid Licenses I. Consider Approval of Resolution 23-52, New On-Sale/Sunday Sale Liquor License for Lyngblomsten at Lino Lakes J. Consider Approval of Not Waiving Monetary Limits on Municipal Tort Liability Established by Minnesota Statute 466.04 K. Consider Approval of Resolution 23-55, Approving Capital Budget Request, Lino Lakes Inclusionary Playground L. Consider Approval of the Hiring of Part-Time Staff for The Rookery Activity Center M. Consider Approval of Resolution 23-56, Special Event Permit for Eagle Brook Church N. Consider Approval of Resolution 23-57, Establishing Juneteenth as a Recognized City Holiday RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland COUNCIL MINUTES i) Motion to: Approve the Consent Agenda Items 1A – 1N as presented 2. FINANCE DEPARTMENT REPORT A) Consider Acceptance of the 2022 Annual Audit Report Finance Director Hannah Lynch presented on 2022 Annual Audit Report and reviewed that the Auditor from Redpath and Company presented at the last work session and noted that the City’s financial position as of December, 2022 was found to be presenting fairly. She highlighted that the City had received the Certificate of Achievement for Excellence in Financial Reporting in 2021 and that the City anticipates receiving the same award for 2022. Councilmember Lyden asked Director Lynch to provide a brief overview of the health of the financial situation and fund balance. Director Lynch confirmed that there is a healthy fund balance. Mayor Rafferty commended finance staff for the hard work put in to achieve a successful audit. i) Motion to: Approve 2022 Annual Audit Report 3. ADMINISTRATION DEPARTMENT REPORT A) Consider First Reading of Ordinance No. 03-23, Adjusting the Salaries of the Mayor and Councilmembers City Administrator Sarah Cotton presented an ordinance amendment to adjust Council salaries, effective January 1, 2024; it was noted that the increase is consistent with city employee 2023-2024 increases. RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Stoesz SECONDER: Lyden AYES: All in favor ABSENT: Ruhland COUNCIL MINUTES i) Motion to: Approve First Reading of Ordinance Number 03-23 B) Consider Appointment of Streets Maintenance Worker Human Resources and Communication Manager Meg Sawyer presented a recommendation to approve appointment of Michael Laske as streets maintenance worker. i) Motion to: Approve the Appointment of Michael Laske to the Streets Maintenance Worker position C) Consider Appointment of Utilities Maintenance Worker, Meg Sawyer Human Resources and Communication Manager Meg Sawyer presented a recommendation to approve appointment of Michael Lockman as utilties maintenance worker. i) Motion to: Approve the Appointment of Michael Lockman to the Utilities Worker Position D) Consider Appointment of Part-Time Fire Fighter, Meg Sawyer Human Resources and Communication Manager Meg Sawyer presented a recommendation to approve appointment of Gabrielle Streater as a part time firefighter. RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland COUNCIL MINUTES i) Motion to: Approve the Appointment of Gabrielle Streater to the Part-Time Firefighter Position 3. PUBLIC SAFETY DEPARMENT REPORT No report was presented. 5. PUBLIC SERVICES DEPARTMENT No report was presented. 6. COMMUNITY DEVELOPMENT REPORT A) Milestones Addition and Lil’ Explorers Childcare Center City Planner Katie Larson presented a recommendation to approve the Preliminary Plat and Conditional Use Permit (CUP) for the proposed Milestones Addition and new commercial daycare at that location. She noted that the plat is consistent with ordinance and planning; that the CUP meets performance standards, set backs, and other requirements. Planner Larson advised that a traffic study is pending; any recommendations from the study will be included in the CUP. Councilmember Lyden asked of garbage enclosure and its location, noting that he feels it is unfortunate that the garbage truck needs to go past the entire building to get to the enclosure area. Planner Larsen said there are no requirements stating it needs to be in another area and that the designed called for that location.. Councilmember Stoesz asked of the day care center hours. Andrea Barnes, representative from Lil’ Explorers Day Care was present and advised that, to begin, the operational hours will be from 6:30 AM – 6:00 PM. Councilmember Lyden raised his concerns with the garbage enclosure location with Ms. Barnes. She stated at other locations, the gabage enclosure is usually located in a similar area to allow for staff to get in and out quickly without dragging trash bags over the floors throughout the facility; and further that no issues have been raised in the other facilities. i) Motion to: Approve Resolution 23-53, Approving Preliminary Plat RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Lyden SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland COUNCIL MINUTES ii. Motion to: Approve Resolution 23-54, Conditional Use Permit for Commercial Day Care Facility B) Consider Second Reading of Ordinance No. 02-23, Amending City Code Chapter 405 Regarding Bulk Deicing Material Storage Community Development Director Michael Grochala presented the second reading of an ordinance amendment proposal to include a provision related to bulk deicing material storage and the reason for the proposed amendment. i) Motion to: Approve Second Reading of Ordinance 02-23 Amending City Code Chapter 405 7. UNFINISHED BUSINESS There was no unfinished business. 8. NEW BUSINESS There was no new business. 9. COMMUNITY EVENTS Mayor Rafferty reviewed the upcoming Community Calendar. ADJOURN 1) Motion to: Adjourn RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Lyden AYES: Cavegn, Lyden, Stoesz, Rafferty ABSENT: Ruhland RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Lyden AYES: Cavegn, Lyden, Stoesz, Rafferty RESULT: CARRIED [UNANIMOUS] MOVER: Cavegn SECONDER: Stoesz AYES: All in favor ABSENT: Ruhland COUNCIL MINUTES Meeting Adjourned at 7:01 PM. These minutes were considered and approved at the regular Council Meeting on June 26, 2023. Jolleen Chaika, City Clerk Rob Rafferty, Mayor CITY COUNCIL AGENDA ITEM 3A STAFF ORIGINATOR: Sarah Cotton, City Administrator MEETING DATE: June 26,2023 TOPIC: 2nd Reading of Ordinance No. 03-23, Adjusting Council Salaries VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to consider the 2nd Reading of Ordinance No. 03-23, Adjusting the Salaries of the Mayor and Councilmembers. BACKGROUND Pursuant to M.S. § 415.11, the compensation of the Mayor and Councilmembers shall be set by ordinance and the change in salary shall take effect after the next succeeding municipal election. During the June 5th work session, staff recommended the City Council adopt an ordinance that would increase council salaries. The Mayor and Councilmembers last received a raise on January 1, 2022. The salary of the Mayor is currently $10,650 and the salary of each Councilmember is $8,952. Per City Code Chapter 203, the Council will consider whether a salary adjustment is warranted every two years. Staff is recommending a 6.1% increase in the salary of the Mayor and Councilmembers. The salary of the Mayor would increase to $11,298 and the salary of each Councilmember would increase to $9,497. This increase is consistent with the total wage adjustment for City employees from 2022-2023. The proposed ordinance would become effective January 1, 2024, and would continue to be reviewed every two years per City Code. RECOMMENDATION Staff is recommending approval of the 2nd Reading of Ordinance No. 03-23, Adjusting the Salaries of the Mayor and Councilmembers. ATTACHMENTS Ordinance No. 03-23 1st Reading: June 12, 2023 Publication: 2nd Reading: June 26, 2023 Effective: January 1, 2024 CITY OF LINO LAKES ORDINANCE NO. 03-23 AMENDING CHAPTER 203 OF THE LINO LAKES CITY CODE BY ADJUSTING THE SALARIES OF THE MAYOR AND COUNCILMEMBERS The City Council of Lino Lakes ordains: Section 1. That Chapter 203 of the Lino Lakes Code of Ordinances be amended to read as follows: CHAPTER 203: COUNCIL COMPENSATION § 203.01 COMPENSATION OF MAYOR AND COUNCILMEMBERS. (1) Salaries. The compensation of the Mayor and each Councilmember shall be established from time to time by City Council ordinance pursuant to M.S. § 415.11. Effective January 1, 20222024, the salary of the Mayor shall be $10,65011,298, and the salary of each Councilmember shall be $8,9529,497. Thereafter, every two years the City Council will consider whether a salary adjustment is warranted. This salary is intended to cover all meetings that may be attended by the Mayor or Councilmembers except as expressly provided in this section. (2) Payment. The salaries established hereby are to be paid monthly. (3) Economic Development Authority (EDA) meetings. The City Council will be compensated for attendance at EDA meetings at the rate of $40 per meeting. § 203.02 WORKER'S COMPENSATION. Pursuant to M.S. § 176.011, Subd. 59, as it may be amended from time to time, all of the City Council members shall be covered by worker's compensation. Section 2. Effective Date. This Ordinance shall be effective January 1, 2024. Adopted by the Lino Lakes City Council this 26th day of June, 2023. BY: ____________________________ Rob Rafferty, Mayor ATTEST: ________________________ Jolleen Chaika, City Clerk CITY COUNCIL AGENDA ITEM 3B STAFF ORIGINATOR: Meg Sawyer, Human Resources and Communications Manager MEETING DATE: June 26, 2023 TOPIC: Consider Appointment of Part-Time Firefighter VOTE REQUIRED: 3/5 INTRODUCTION The City Council is being asked to approve the appointment of Eric Curtis to the Part-Time Firefighter position in the Public Safety Department. BACKGROUND Staff has completed the recruitment process, provided a conditional offer, and is recommending the approval of Eric Curtis for the part-time position. Curtis has completed Firefighter 1 & 2 as well as Hazardous Materials training and certification. The starting wage for Curtis will be $18.66 per hour which is the current starting rate for part-time firefighters. With the Council’s approval, Curtis would start in the position on July 10, 2023. RECOMMENDATION Please approve the appointment of Eric Curtis to the Part-Time Firefighter position. CITY COUNCIL AGENDA ITEM 4A STAFF ORIGINATOR: John Swenson, Public Safety Director MEETING DATE: June 26, 2023 TOPIC: Acceptance of Donated Gift Cards VOTE REQUIRED: 3/5 INTRODUCTION The Lino Lakes Public Safety Department is requesting council approval to accept gift cards as a donation from Lino Lakes’ community members. BACKGROUND Over the last several months numerous community members have dropped off gift cards and food in appreciation of our police and fire staff. The gifts cards have a monetary value of more than $5.00 and cannot be given to staff members directly. If Council accepts the donation of these gift cards, staff will use the cards in accordance with approved Public Purpose Expenditure Policy: Here is list of gift cards donated to date: Card Amount Bricks 50.00$ Bricks 50.00$ Dairy Queen 5.00$ Eagle Brook 5.00$ Eagle Brook 5.00$ Multiple Locations 100.00$ Starbucks 5.00$ Subway 5.00$ Target 20.00$ Wise Guys 50.00$ Wise Guys 200.00$ Kwik Trip 25.00$ The total value of the gifts cards is $520. RECOMMENDATION Staff recommends approval of the gifts cards as presented. ATTACHMENTS None CITY COUNCIL AGENDA ITEM 6A STAFF ORIGINATOR: Michael Grochala, Community Development Director MEETING DATE: June 26, 2023 TOPIC: Public Hearing. Consider Resolution No. 23-58, Approving Five Year Street Reconstruction Plan and Issuance of Street Reconstruction Bonds VOTE REQUIRED: 2/3 INTRODUCTION Staff is requesting City Council approval of the 2024-2028 Five Year Street Reconstruction Plan and approval regarding the issuance of Street Reconstruction Bonds. BACKGROUND The City Council initiated a Street Reconstruction program in 2014 using Street Reconstruction Bonds as the primary funding source. The initial phase of street reconstruction was undertaken in 2015. The most recent phase of reconstruction included 4th Avenue (north of Main Street) and the Joyer/Karth area roads. At this time, staff is proposing consideration of a street reconstruction plan that includes completing the next two program phases over the next five years as follows: Phase Streets Estimated Cost 2024 Pine Haven Area: 81st St, Elbe St., Danube St. and Red Maple Lane. Diane Street, Evergreen Trail (bituminous overlays) 4,550,000 2027 Lakeview (Elm to Glenview), Fairmont (Sunrise to Sunset) and Gladstone (Sunrise to Sunset) 4,550,000 City Charter requirements are not applicable, provided no special assessments are proposed for the street reconstruction improvements under the street reconstruction project. However, the plan is subject to a reverse referendum. Funding is only being considered for the 2024 project at this time. A 15 year payment schedule would result in annual average debt service of approximately $377,000 based on a $4,550,000 project. Under state law, street reconstruction bonds can be issued without election provided the following requirements are met: a) The City must prepare a 5 year street reconstruction plan b) The City must hold a public hearing c) The City Council must approve the plan by 2/3 vote d) A 30 day period must elapse during which time a petition may be submitted requesting an election. The petition must be signed by voters equal to 5% of the votes cast in the last municipal general election. e) If no petition is received, the city may issue bonds without election. The draft 2024-2028 Five Year Street Reconstruction Plan has been prepared. The public hearing has been set for the June 26, 2020 City Council meeting. This will allow for the reverse petition process and possible ballot question submittal to Anoka County, if necessary. If a petition is received, a ballot question will be prepared for consideration by the voters in the 2023 municipal election. If no petition is received, the council may authorize preparation of plans as specifications for the project. City Council consideration following the public hearing will be to approve the 5 year Street Reconstruction Plan and authorize the issuance of Street Reconstruction Bonds for the 2024 improvements. Staff would like to emphasis the following points: The 2024 project will be subject to future council consideration and action including construction plan approval. Approval of the plan and bond authorization does not obligate the City to construct a project or issue bonds. The amount of bonds authorized under the plan represents a maximum amount. The actual amount of bonds issued will be subject to council approval once a final project cost is determined following plan design and bidding process. The plan allows for the bonding for the 2024 improvements to occur anytime during the 2024 – 2028 Five-Year Street Reconstruction Plan timeframe. No authority is being provided to authorize the 2028 improvements. Those improvements will be subject to future revision of the 5 Year Street Reconstruction Plan. RECOMMENDATION Staff is recommending approval of Resolution No. 23-58. ATTACHMENTS 1.Resolution No. 23-58 2.2024 – 2028 Five Year Street Reconstruction Plan CITY OF LINO LAKES, MINNESOTA RESOLUTION NO. 23-58 RESOLUTION ADOPTING A STREET RECONSTRUCTION PLAN AND AUTHORIZING THE ISSUANCE OF STREET RECONSTRUCTION BONDS THEREUNDER WHEREAS, the City of Lino Lakes (the “City”) is authorized under Minnesota Statutes, Section 475.58, subdivision 3b, as amended (the “Act”), to prepare a plan for street reconstruction in the City over the next five years that will be financed under the Act, including a description of the proposed work and estimated costs, and to issue general obligation bonds to finance the cost of street reconstruction activities described in the plan. WHEREAS, before the issuance of any bonds under the Act, the City is required to hold a public hearing on the plan and issuance of the bonds. WHEREAS, pursuant to the Act, the City, in consultation with its City engineer, has caused preparation of a five-year street reconstruction plan for the City (the “Plan”), which describes certain street reconstruction and bituminous overlay activities in the City for the period June 1, 2024 to June 1, 2028. The reconstruction activities described in the Plan include but are not limited to the (i) reconstruction of streets in the Pine Haven Area including 81st Street, Elbe Street, Danube Street and Red Maple Lane by required upgrades of the existing stormwater management system and curb replacement, and bituminous surfacing; and (ii) bituminous overlays for Diane Street and Evergreen Trail (collectively, the “Project”). WHEREAS, the City has determined that it is in the best interests of the City to authorize the issuance and sale of one or more series of general obligation street reconstruction bonds (the “Street Reconstruction Bonds”) pursuant to the Act in the maximum principal amount of $4,550,000, plus any premium received by the City. The purpose of the Street Reconstruction Bonds is to finance the costs of the Project as described in the Plan. WHEREAS, on the date hereof, the City Council held a public hearing on the Plan and the issuance of the Street Reconstruction Bonds, after publication in the City’s official newspaper of a notice of public hearing at least 10 days but no more than 28 days before the date of the hearing. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes as follows: Section 1. Plan Approved. 1.01. The City Council finds that the Plan will improve the City’s street and utility 2 systems, which serves the interests of the City as a whole. 1.02. The Plan is approved in the form on file in City Hall. Section 2. Street Reconstruction BondsAuthorized. 2.01. The City is authorized to issue the Street Reconstruction Bonds in a maximum principal amount of $4,550,000, plus any premium received by the City, in order to finance the Project described in the Plan. City staff, its municipal advisor, and its legal counsel are authorized to take all actions needed to call for the sale of the Street Reconstruction Bonds, subject to the contingency described in Section 3.02 hereof. 2.02. If a petition requesting a vote on the issuance of the Street Reconstruction Bonds signed by voters equal to five percent (5%) of the votes cast in the last municipal general election is filed with the City Clerk within thirty (30) days after the date of the public hearing, the City may issue the Street Reconstruction Bonds only after obtaining approval of a majority of voters voting on the question at an election. The authorization to issue the Street Reconstruction Bonds is subject to expiration of the thirty (30) day period without the City’s receipt of a qualified petition under the Act, or if a qualified petition is filed, upon the approving vote of a majority of the voters voting on the question of issuance of the Street Reconstruction Bonds. 2.03. City staff are authorized and directed to take all other actions necessary to carry out the intent of this resolution. Adopted by the City Council of the City of Lino Lakes this 26th day of June, 2023. Mayor, Rob Rafferty ATTEST: City Clerk, Jolleen Chaika 1 2024 through 2028 Five- 2 City of Lino Lakes Five- 2024 through 2028 I. expenditure of city funds for the having a (“”) - expenditu “City”) expenditures is is a part of the City’ expenditures and funding source 3 II. Th te on the III. 4 – streets st re st st during the 2024 through 2028 Five- The street t ’ ’ ’ (“T 5 6 2024 2026 2028 st Totals by year 7 CITY COUNCIL AGENDA ITEM 6B STAFF ORIGINATOR: Diane Hankee, PE City Engineer C. C. MEETING DATE: June 26, 2023 TOPIC: Consider Resolution 23-59, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid, 2023 Lake Drive Trunk Water Main Improvements VOTE REQUIRED: 3/5 INTRODUCTION Staff is requesting Council approval to authorize the ad for bid for the 2023 Lake Drive Trunk Water Main Improvements. BACKGROUND On November 28, 2022, the City Council approved the preparation of the plans and specifications for the 2023 Lake Drive Trunk Water Main Improvements project. The City is installing a 12- inch diameter trunk water loop along Lake Drive (CSAH 23) from Forsham Lake Drive north to Park Court. At the meeting, Council asked staff to evaluate an open cut option. We evaluated this option. Open cutting would require removal of trees that currently provide residential screening, it would require the reconstruction of the turn lane, dewatering, impacts to the existing ponds, and it would require additional traffic control. Staff completed a cost estimate for both options and due to the above mentioned items, the open cut option was a higher cost. The project plans have been prepared for the watermain being directionally drilled. Staff has reached agreement with the property owner for a 20 foot wide easement acquisition along Lake Drive just north of Forsham Lake Drive. The estimated total project cost, including land acquisition and overhead, is $415,000.00. Funding for the project is expected to be from the Area and Unit Trunk Fund. The estimated schedule for the project: Authorize Preparation of Plans and Specifications November 28, 2022 Order Improvement, Approve Plans and Specs, Authorize Ad for Bids June 26, 2023 City Opens Bids August 8, 2023 City Council Awards Contract August 14, 2023 Construction Begins August, 2023 Final Completion November, 2023 RECOMMENDATION Staff is recommending approval of Resolution No. 23-59, Order Project, Approve the Plans and Specifications and Authorize the Ad for Bid for the 2023 Lake Drive Trunk Water Main Improvements. ATTACHMENTS 1. Resolution No. 23-59 2. Construction Plans CITY OF LINO LAKES RESOLUTION NO. 23-59 RESOLUTION ORDER PROJECT, APPROVE PLANS AND SPECIFICATIONS, AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR THE 2023 LAKE DRIVE TRUNK WATER MAIN IMPROVEMENTS PROJECT WHEREAS, the City Engineer has prepared plans and specifications for the 2023 Lake Drive Water Main Improvements project. Project plans and specifications have been presented to the City Council for approval; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lino Lakes: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in Finance and Commerce an advertisement for bids for the making of such improvement under such approved plans and specifications. The advertisement shall be published for two weeks, shall specify the work to be done, shall state that bids will be received by the Clerk, at which time they will be publicly opened at the City Hall by the City Clerk and Engineer, will then be tabulated, and will be considered by the Council at 6:30 p.m. on August 14th, 2023, in the Council chambers of the City Hall. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier’s check, bid bond or certified check payable to the Clerk for five (5) percent of the amount of such bid. Adopted by the Council of the City of Lino Lakes this 26th day of June, 2023. The motion for the adoption of the foregoing resolution was introduced by Council Member _______________and was duly seconded by Council Member ________________ and upon vote being taken thereon, the following voted in favor thereof: The following voted against same: _______________________________ Rob Rafferty, Mayor ATTEST: ________________________ Jolleen Chaika, City Clerk FORSHAM LAKE DRIVE STAGE COACH TRA IL PAR K C O U R T PARK COURT LAKE DRIVE (CSAH 23)MARSHANCOURT K:\021892-000\Cad\Plan\021892-000-C-TITL-PLAN.dwg 6/16/2023 8:54:09 AM2023 LAKE DRIVE TRUNK WATER MAIN PROJECT CITY OF LINO LAKES, MN WATER MAIN IMPROVEMENTSCONSTRUCTION PLAN FOR LOCATED ON LAKE DRIVE (CSAH 23)FROM FORSHAM LAKE DRIVE TO PARK COURT PROJECT LOCATION MAP F G EXISTING PLAN SYMBOLS PROPERTY LINES/RIGHT-OF-WAY UTILITY EASEMENT TREE LINE SIGN DECIDUOUS TREE SHRUB CONIFEROUS TREE EXISTING UTILITY SYMBOLS FIBER OPTIC LINE GAS LINE COMMUNICATIONS PEDESTAL POWER POLE ELECTRIC BOX CATCH BASIN STORM APRON CCOMMUNICATION LINE EELECTRIC POWER LINE ||WATER MAIN > >> SANITARY SEWER STORM SEWER GATE VALVE HYDRANT SANITARY SEWER MANHOLE STORM SEWER MANHOLE COUNTY:ANOKA SECT 17, TWP 31, RNG 22 PROJECT LOCATION THE SUBSURFACE UTILITY INFORMATION IN THIS PLAN IS UTILITY QUALITY LEVEL D. THIS UTILITY QUALITY LEVEL WAS DETERMINED ACCORDING TO THE GUIDELINES OF CI/ASCE 38-02, ENTITLED "STANDARD GUIDELINES FOR THE COLLECTION AND DEPICTION OF EXISTING SUBSURFACE UTILITY DATA." GOPHER ONE CALL TICKET NUMBER: 230100174 UTILITY COORDINATION MEETING HELD ON: 12/07/2022 APPROVED BYSHEET NO.DATE PLAN REVISIONS ALL APPLICABLE FEDERAL, STATE, AND LOCAL LAWS AND ORDINANCES WILL BE COMPLIED WITH IN THE CONSTRUCTION OF THIS PROJECT. THIS PLAN SET CONTAINS 12 SHEETS I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA. LICENSE NUMBER:DATE:06/15/2023 57270 VERONICA C. KUBICEK, P.E. SHEET 12 OFWSB PROJ. NO. 021892-000 BEGIN CONSTRUCTION LAKE DRIVE (CSAH 23) STA 0+00.00 END CONSTRUCTION LAKE DRIVE (CSAH 23) STA 12+50.00 1 THIS PLAN SET HAS BEEN PREPARED FOR: CITY OF LINO LAKES 600 TOWN CENTER PARKWAY LINO LAKES, MN 55014 (651) 982-2400 A CALL TO GOPHER STATE ONE (651-454-0002) IS REQUIRED A MINIMUM OF 48 HOURS PRIOR TO PERFORMING ANY EXCAVATION. EXCAVATION NOTICE SYSTEM PLAN SET INDEX GOVERNING SPECIFICATIONS UTILITY INFORMATION THE 2020 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION "STANDARD SPECIFICATIONS FOR CONSTRUCTION" SHALL GOVERN. ALL TRAFFIC CONTROL DEVICES SHALL CONFORM TO THE LATEST EDITION OF THE MINNESOTA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES, INCLUDING THE LATEST FIELD MANUAL FOR TEMPORARY TRAFFIC CONTROL ZONE LAYOUTS. E ST S N SCALE IN FEET 0 H: 200 400 HORIZONTAL DATUM: NAD83(1996) GEOID VERTICAL DATUM: NAVD88