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HomeMy WebLinkAbout12-04-2023 Council Work Session Minutes LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: December 4, 2023 TIME STARTED: 6:00 PM TIME ENDED: 10:40 PM MEMBERS PRESENT: Councilmembers Lyden, Stoesz, Ruhland, Cavegn, Mayor Rafferty Staff members present: City Administrator Sarah Cotton; Finance Director Hannah Lynch; Human Resources and Communications Manager Meg Sawyer; Public Safety Director John Swenson; Community Development Director Michael Grochala; City Planner Katie Larsen; Public Works Superintendent Justin Williams; City Clerk Jolleen Chaika. 1. Lyngblomsten PUD Amendment#2-North Lot Line Fence and Pickleball Court City Planner Katie Larsen presented for discussion a second amendment for the Lyngblomsten Planned Unit Development (PUD) to allow for removal of fence along the north line of the property and the addition of a pickleball court. She reviewed the PUD history; the pending application, including review at the Environmental Board and Planning and Zoning Board. A formal request to approve the PUD amendment will be brought forth at the December 11, 2023 Council Meeting with Resolution 23-126 to be presented for consideration. Planner Larsen detailed the public hearing which was held at the Planning and Zoning Board on November 8, 2023 and reviewed comments received from neighboring properties. Mr. Judd Felton of Grand Real Estate Advisors was on hand to speak on behalf of the application. He responded to questions of Council regarding pickleball and any potential noise concerns; he also highlighted the benefits of pickleball which is a sport that can be enjoyed at varying levels of athleticism. Mr. Christopher Stowe, 426 Pine Street, commented that the undeveloped lot shows no forethought or planning and that he also wants to know who is paying for stormwater runoff. He added that a community garden makes more sense. Council held discussion on the requested amendment and came to the consensus that omission of the fence is reasonable given that the neighboring properties were generally favorable to that request. 2. Natures Refuge North PUD Concept Plan City Planner Katie Larsen presented to Council for discussion a Planned Unit Development (PUD) Concept Plan submitted by Mil Homes for a proposed 108 lot single family subdivision to be called Natures Refuge North. She emphasized tonight's presentation was merely a high-level review as it is a concept plan and added the concept plan has been reviewed by the Environmental Board and the Planning and Zoning Board as well as staff; the applicants are seeking general feedback on the concept at this point. She further advised that if there is forward movement in the application, the recommendation from the Planning and Zoning Board is that the developer hold a neighborhood meeting. Planner Larsen provided an overview of the application, a history of the Natures Refuge project back to 2006; and also highlighted traditional versus conservation developments. She went over the PUD flexibilities being requested by the applicant. Members of the audience provided comments: Mr. Scott Featherstone, 631 Andall Street, said would like to see the backside of the homes because that will be the view he will be looking at. He commented on City Ordinance 08-22, amending Chapter 1007 and opined that the first reading of that ordinance added a requirement a developer hold a neighborhood meeting prior to submission of a concept plan. Ms. Carol Featherstone, 631 Andall Street, thanked Mayor Rafferty for going to her property to hear their concerns. She stated she is unhappy about the proposed development and new road, though she added that they knew when they bought their property there was a potential to have a connection. She believes the development should have less homes than as proposed and that the developer would still make money. She added she would prefer no connection from Andall Street and that if the connection is developed she would like it to be limited to a bike and emergency vehicle only street. Mr. Wade Hallstrom, 615 Andall Street,said he has lived at his home for 28 years. He understands the land will be developedbut is concerned about safety because of the people who come to his neighborhood to walk and bike; it is currently quiet and safe but there will be much more(vehicle) traffic. Mr. Dane Olson, 630 Andall Street, stated the new road will be in his front yard. He likes the current peace and quiet and that the addition of a street will connect their little quiet area to the giant complex. He would like it to be an emergency vehicle only street. Mr. Phillip Hallstrom, 620 Andall Street, advised he grew up across the street from where he now lives and that when he was house shopping, he was fortunate to buy a house in the same neighborhood. He is concerned about safety as a lot of people walk their pets in his neighborhood; he doesn't mind the idea of a trail or bike connection but dislikes the idea of increase in traffic with a full connection. Mr. Christopher Stowe,426 Pine Street,said that when the neighbors moved into the Arena Acres development (on Andall Street) in the 80's they were told the houses(as presented in the concept plan) would be executive sites. He suggested that should be the plan. He also suggested the development should be called Nature's Slaughter, not Nature's Refuge (North). Ms. Catherine Decker, 614 Pine Street, commented that no one respects communal property so she suggested rather than communal/open space, put the nature on the people's property and let them be stewards of that. She wants to know if(the city) is just after the money. Lou Jungbauer, 679 Andall Street, said he was around when Mayor Rafferty and Councilmember Lyden first ran for office and believes both are out there out there fighting for the average person —he wants them to do that now. He said he moved from South Minneapolis to Lino Lakes for the lifestyle offered here. He now believes a developer wants to change that (lifestyle). Ms. Sharon Crickmer, 583 Andall Street, stated it has been difficult for her to see the impact on the wild life since development started. She is thankful for Council looking at the (concept) plan. She applauds the 25-foot buffer. Mr. John Jungbauer, 679 Andall Street, said he likes to listen to all sides and what struck him is that there were plots that weren't in the plan. He added that the possibility of the developer working with the schools is nice, but possibilities are not guarantees. He believes the traffic will be terrible. Ms. Catherine Decker addressed Council again and inquired if the requirement of a neighborhood meeting is still in place; if so, was that not abided by? Lou Jungbauer addressed Council again to commend the work of the Council, adding that Lino Lakes is ranked high up in livability and other standards. Council held discussion on the PUD flexibilities and concerns with 50-foot lots and narrow side setbacks. Council consensus was to see an update concept plan with a focus on 80-foot lots, ensuring a buffer to Andall Street, and increased spacing with regard to side setbacks. Council was also unanimously in favor of a neighborhood meeting should the project continue to move forward. 3. 440 Park Court Concept Plan City Planner Katie Larsen presented revised concept plan for a multi-tenant industrial and indoor storage facility at 440 Park Court. The applicant, Lariat Companies, presented a concept plan to Council in August and has revised that plan based on feedback and direction received from Council. Planner Larsen reviewed the updated plan, including a history of the property, zoning considerations, and recommendations received from the Environmental Board and Planning and Zoning Board as well as staff recommendations. Council commented that the exterior of the building needs more dimension or additional relief to break up the perception of a wall of concrete.The consensus was also that the smooth surface CMU looked outdated and the preference was for the split-face CMU for the exterior block. Wayde Johnson with AmCon Construction was present and spoke with Council on other similar projects in the metro area by this same property owner. He also offered insight as to American Disabilities Act (ADA) compliance. He advised that Council's feedback will be incorporated into updated plans. 4. Land Use, Java Companies Purchase Agreement Community Development Director Michael Grochala presented with Mark Crowe of Java Companies. Director Grochala provided background on the sale of a parcel at Lake Drive and 77th Street to Java Companies, including conditions that were included in the sale; a notable condition was that north of a new street which will be installed, no automotive repair, car wash, or motor fuel stations would be allowed.Java has proposed a site plan for a daycare, a quick lube oil change location, a coffee drive-thru, and a car wash. As the purchase agreement sits, the proposed uses would violate the purchase agreement. Director Grochala sought Council input as to the proposed uses and inquired of Council's interest in modifying the purchase agreement terms to allow for striking of the auto repair restriction. Mr. Crowe advised Council of the company's vision for the development and advised that Java does not believe the oil change location to fit the definition of an auto repair business;therefore, they believe they are working within the terms of the purchase agreement. Council held discussion on converting the zoning for the parcel from Neighborhood Business (NB) to General Business (GB). Discussion was also held on the proposed car wash as Councilmembers noted that a previous application for a car wash was denied by Council, though some members have received feedback from residents about the need for a car wash in the City. The consensus of Council was that rezoning would be supported, a car wash was generally supported in the proposed area, but that Council does not support the oil change use at this time. Ms. Catherine Decker, 614 Pine Street, said that she agreed with Councilmember Cavegn's position that it is odd to odd to approve a car wash when one was just declined. She said the only difference she can see is that Mr. Ruhland will be voting. She wants to know why he recused himself from the vote on this property? Councilmember Ruhland replied that his involvement in this was connecting parties involved in the sale of the land and that he was not compensated. He recused himself to eliminate any appearance of a conflict of interest or impropriety. Mr. Christopher Stowe, 426 Pine Street, added comments about his confusion as he believes the property sale was not "put on the open market." 5. Utility Meter Reading Equipment and Customer Portal Public Works Superintendent Justin Williams presented for discussion implementation of a tower base station and antenna to allow for remote utility meter readings as well as a customer portal. If approved,the implementation of this would allow for 1200 MXU radios to be read on an hourly basis, with the MXU communicating back to the base station every 4 hours. The customer portal would allow residents with a utility account to see their water use on a monthly basis via an app. The estimated cost for the project would be $149,278 with annual fees at approximately$27,871 (with no more than 3% increase each year). Superintendent Williams sought Council direction to proceed with the project. Council held discussion on the project, noting concerns about what the software would truly monitor. Councilmember Cavegn stated he would like to see verbiage included in the contract that the software would not be used to monitor resident's lawn sprinkling. He also inquired if this change would result in additional costs to residents to which Superintendent Williams advised that there would be no additional costs to residents. Council advised they are in favor of moving forward with the purchase with the requested verbiage suggested by Councilmember Cavegn included in the contract. 6. CivicPlus Update for Meeting Management City Clerk Jolleen Chaika presented for discussion a proposal to add the CivicClerk module to the current CivicPlus suite used by the City which would allow for agendas, packets, and minutes to be easily accessed on the City website; it would also allow for increased staff efficiency due to streamlining agenda and packet creation and item submissions; increased transparency as the public can clearly see all updates to agendas and packets, as well as confirmation that the City is abiding by Open Meeting Law requirements. Further, it will enhance consistency in the City as the software will be used across all boards and commissions, as well s Council: formatting of agendas and minutes will no longer vary from each meeting group. Costs for implementation came in at $7107 for the first year with annual renewal costs at $7345.80. Due to current budgetary savings due to position vacancies, no budget impact is anticipated. Council provided direction to proceed with the purchase of the software at the next regular meeting 7. Contracting for Organizational Crisis Planning & Preparedness Public Safety Director John Swenson brought forward for discussion the organization crisis planning and preparedness plan that was previously removed from the November 13, 2023 meeting agenda for further discussion. Director Swenson proposed hiring The Axtell Group to assist with planning City responses to emergencies and crises. The project proposal submitted by The Axtell Group totals $24,500 and staff has proposed using up to $25,000 of Minnesota Public Safety Aid for the contract. Director Swenson noted The Axtell Group has experience working through crises and consulting with local governments. Director Swenson noted that planning documents will be shared with staff and Council and that the biggest deliverable would be the tabletop exercises for staff and council. Council directed staff bring that forward the agreement for adoption at the next regular meeting. 8. Anoka County SWAT JPA Public Safety Director John Swenson reviewed for Council discuss a proposed Joint Powers Agreement (JPA)with the Anoka County Sheriff's Office (ACSO) which currently operates a stand- alone Special Weapons and Tactics (SWAT) Team that provides service to all of Anoka County. ACSO has not been able to staff their SWAT Team at a level that meets the Tier 1 team standards of the National Tactical Officers Association (NTOA) and the Federal Emergency Management Agency(FEMA) requirements. ACSO is in the process of creating a multi-jurisdictional SWAT team that will meet staff requirements for Tier 1 team and will serve as a collaborative regional resource; the JPA would allow for Lino Lakes Public Safety to become a member of the team along with six other agencies. Council discussed the annual costs as well as the benefits to the City. Council was generally in favor of moving forward with the JPA, but noted that they expect there to be no impact to the City's public safety services. Mr. Christopher Stowe, 426 Pine Street, stated he is against this because he's already paying the sheriff's office to kick in doors on no knock warrants. He added that if (an officer) wants to be a sheriff he should go be a sheriff otherwise just be a Lino officer. 9. Earned Safe and Sick Time Human Resources and Communications Manager Meg Sawyer and Finance Director Hannah Lynch presented to Council on the new law passed during the 2023 legislative session (Chapter 53) that will require employers to provide all employees with earned sick and safe time (ESST) beginning January 1, 2024. Earned sick and safe time is paid leave employers must provide to employees in Minnesota that can be used for: - Care of employee or family member's mental or physical illness, treatment, or preventative care; when determined by health authority that employee or family member is at risk of infecting others with a communicable disease. - Employee or family member's absence due to domestic abuse, sexual assault or stalking. - Closure of employee's workplace due to weather or public emergency or closure of a family member's school or care facility due to weather or a public emergency. Staff presented several options for implementation and proposed implementing ESST for all part- time and temporary employees through the accrual method and implementing ESST into our current Paid Time Off(PTO) leave and Sick leave policy for full time employees. By incorporating ESST into the City's current PTO and Sick leaves through the accrual method and carryover method, it would require no additional tracking or accrual needed and no additional ESST payout at time of separation. Due to lack of guidance by the state as to ESST for on-call firefighters, staff will update Council as guidance is received from lawmakers and the League of Minnesota Cities. Administrator Cotton added that local elected officials do not accrue in ESST per recent guidance by lawmakers. Council held discussion was held on potential budget impacts. Director Lynch discussed that there would be minimal impact and that there is enough flexibility in the part-time budget to navigate the first year of ESST requirements. Council concurred with staff recommendation for implementation and directed staff to bring forward a formal policy for adoption at the next regular meeting. 10. Personnel Policy Updates Human Resources and Communications Director Meg Sawyer presented suggested updates to the City's personnel policies; all updates were provided in detail in the staff report. Council approved moving the personnel policy to the next agenda. 11. 2024 Budget and Tax Levy Finance Director Hannah Lynch sought Council direction on the proposed final budget and tax levy as since the last discussion at the November Work Session, Council approved an increase in the compensation plan for part-time firefighters which has resulted in a $53,000 budget impact. Staff provided two suggested options for balancing the budget, outlined in detail in the staff report. Council discussed options and directed staff to proceed with Option 2: Decrease the interfund loan from the Sewer Fund for the purchase of the two water tenders with Public Safety Aid. Use of$229,294 in Public Safety Aid for capital equipment. This option would not result in an increase to the tax levy in future budget years. Council Updates on Boards/Commissions No updates were provided. 12. Adjourn The work session concluded at 10:40 PM. These minutes were considered and approved at the regular Council Meeting on January 8, 2024. Jolleen Chaika, City Clerk Ro f erty, Mayor