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Home My WebLink About11-06-2023 Council Work Session Minutes LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: November 6, 2023 TIME STARTED: 6:00 PM TIME ENDED: 8:25 PM MEMBERS PRESENT: Councilmembers Lyden, Stoesz, Ruhland, Cavegn, Mayor Rafferty Staff members present: city Administrator Sarah Cotton; Human Resources and Communications Manager Meg Sawyer; Public Safety Director John Swenson; Community Development Director Michael Grochala; City Planner Katie Larsen. 1. Kavan Christmas Tree Farm (1415 Ash Street) CUP for Agritourism City Planner Katie Larsen presented a request for a Conditional Use Permit (CUP) for Agritourism to operate a Christmas Tree Farm at 1415 Ash Street. The full application will be presented for full Council consideration at the next regular meeting. Present with Planner Larsen was the applicant, Steve Kavan. Planner Larsen reviewed the application,the relevant Zoning Ordinances, and confirmed that the Planning and Zoning Board reviewed the application on October 11, 2023 at which time a public hearing was held. During the public hearing, a resident from 1443 Ash Street spoke and provided general support for the project but stated some concerns for traffic impacts, signage, and property taxes. The Planning and Zoning Board unanimously recommended approval of the CUP with recommended changes as provided in Planner Larsen's staff report. Council held discussion on the application, including signage and traffic flow. Councilmember Stoesz inquired of potential adjustments to time and date. Planner Larsen advised if time adjustments are needed in the future, the proposed resolution for this CUP authorizes staff to make those changes at an administrative level rather than brining back the full CUP for formal amendment by Council. Councilmember Cavegn inquired about DNR regulations related to pre-cut Christmas trees which the applicant proposes to sell on site in addition to cut-your-own trees. Mr. Kavan responded to inform Council that precut trees are indeed regulated by the DNR to prevent the spread of any invasive pests; he envisions all trees brought in from areas in Minnesota and Wisconsin but if trees are brought in from other states such as North Carolina, the DNR will conduct testing and will destroy any trees with pests. Councilmember Lyden expressed excitement for the project and encouraged the applicant to think big in regard to other uses including an event venue. Mayor Rafferty inquired as to insurance requirements. Mr. Kavan confirmed he will have a liability policy. 2. 2024-2028 Financial Plan Finance Director Hannah Lynch provided a brief overview of the 2024-2028 Finance Plan which was prepared in accordance with the City Charter. She provided information on changes to the tax rate over the next several years. She noted that staff is seeking Council acceptance of the plan on December 11, 2023 as a guiding document for the City. Mayor Rafferty commented on the increase to the street reconstruction program; he asked if there was a specific reason for the increase. Director Lynch noted that the payment management funding increase is tied to the overall condition index (OCI); in an attempt to make sure that OCI stays in the same range, the proposal is to increase the payment management funding to 15%. Councilmember Stoesz inquired about previous Council discussion to accept this plan at a work session and asked if that is possible. Director Lynch clarified that the Charter requires formal adoption by resolution to accept the finance plan following a public hearing. Mayor Rafferty also commented on unmarked and marked patrol vehicles as outlined in the plan; he asked how long the push for five vehicles has been underway as he recalled only four being requested in previous years. He asked staff to provide information for that in the future. Director Lynch noted that the plan includes assumptions to help with planning. Council recessed from the Work Session at 6:40 to walk to the Public Safety Department to view the kitchen area that is proposed in the plan for remodeling. The Work Session reconvened at 6:45 PM. 3. 2024 Budget and Tax Levy Finance Director Hannah Lynch presented the final 2024 budget and tax levy that will be presented for formal approval on December 11, 2023. She noted that in order to keep the levy at 14.1% and revenues equaling expenditures, the contingency in the budget did decrease from $25,000 to $5,489; she added that there is still a base budget of $75,000 in the contingency but the changes removed the ability to increase the full contingency by $25,000. No other changes were made since preliminary approval and the tax levy remains unchanged. A staff report was also included in the packet for the work session regarding public safety but the memo was provided for informational purposes only. Mayor Rafferty suggested using the one-time public safety aid to offset capital equipment and/or personnel costs. Director Lynch cautioned against using the public safety aid for the general capital equipment levy as there are continual capital equipment needs for public safety. Using one-time dollars may put the City behind in the coming years. She also stated that there are no certificates of indebtedness outstanding. Councilmember Cavegn stated that he would only be in favor of using those aid dollars for one-time cost expenses, not capital. Councilmember Ruhland concurred with Councilmember Cavegn. General discussion was held on the incoming public safety aid funds. Catherine Decker, 614 Pine Street, asked of some transfers noted on the budget. Director Lynch advised she would look into the questions. Christopher Stowe, 425 Pine, inquired of the water treatment values and costs noted in the budget. He wanted to know where the differing numbers were coming from and also if houses to be served by the plant would be the only ones taxed. 4. Public Safety Quarterly Update Public Safety Director John Swenson provided a review of third quarter public safety statistics. Discussion was held on the possibility of introduction of a mental health professional to address an increase in calls which are not necessarily a public safety matter but a mental health matter. Director Swenson advised that one consideration which may be brought before Council would be a shared contract position with Centennial Lakes and Spring Lake Park police departments via a vendor, Canvas Health. Director Swenson also mentioned planning and preparedness for a large-scale emergency event. He suggested that the City work to better prepare staff and elected officials for a future emergency. He proposed further conversations about emergency planning as well as future training. Director Swenson also provided an update on staffing in police and fire. 5. Part-Time Fire Compensation Plan Human Resources and Communications Manager Meg Sawyer advised that staff is proposing an adjustment to the part-time fire compensation plan based on direction from Council at the October work session to review similarly situated cities and to reevaluate the position description with the assistance of the City's compensation consultant. The results of the reevaluation of the position has resulted in a staff recommendation to regrade the position to grade 130 of the Lino Lakes compensation plan; the position is currently graded at 110. She added that a$53,340 budget impact will be seen in 2024 if Council would choose to adopt staff's recommendation to adjust the grade from 110 to 130. A formal request to adopt the change will be presented at the next regular meeting. Discussion was held on the change in grade and pay equity. Finance Director Hannah Lynch also asked that Council provide direction for budget reductions to balance the 2024 budget as the tax levy for 2024 cannot be further increased. Councilmember Cavegn asked that staff bring suggestions for budget adjustments. Staff was directed to bring back recommendations at the next meeting. 6. 2024 Fee Schedule Finance Director Hannah Lynch reviewed the 2024 fee schedule which was presented for the first reading at the last regular council meeting. A question came in from Councilmember Stoesz after that meeting in regard to the proposed Water Utility Base Fee increase from $15/Quarter/REU to $20/Quarter/REU. Director Lynch provided an explanation and background on the proposed increase and advised that staff continues to recommend approval of the 2024 Fee Schedule, including the proposed water utility base fee. Councilmember Stoesz stated that his concern is with the ramp up of fees: should the fees be increased before the residents are enjoying a new water treatment plant? Director Lynch advised that an increase in the base fees are needed as a reliable revenue source to help toward the water treatment plant. She also responded to a question from Councilmember Cavegn to confirm that a stop at$25/quarter is in place which will be seen in 2025. 7 I Itilit Met Q ding C ip t and Customer Portal L stin Willia 8. Council Updates on Boards/Commissions 9. Adjourn The work session concluded at 8:25 PM. These minutes were considered and approved at the regular Council Meeting on November 27, 2023. �• -•4 C C-Gw. Jolleen Chaika, City Clerk Rob R e y, Mayor