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HomeMy WebLinkAbout03-04-2024 Council Work Session Minutes LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: March 4, 2024 TIME STARTED: 6:00 PM TIME ENDED: 8:19 PM MEMBERS PRESENT: Councilmembers Lyden, Stoesz, Ruhland, Cavegn, Mayor Rafferty Staff members present: City Administrator Sarah Cotton; Finance Director Hannah Lynch; Public Safety Director John Swenson; Public Safety Deputy Director Kyle Leibel; Community Development Director Michael Grochala; Public Services Director Rick DeGardner; Environmental Coordinator Andy Nelson. Prior to getting underway with the Work Session agenda items, Mayor Rafferty read a letter submitted by local seniors who have requested that the City allow for additional senior events at The Rookery. The letter has been attached to these minutes. 1. Centerville Lake Aluminum Sulfate Treatment Environmental Coordinator Andy Nelson and Matt Kocian with Rice Creek Watershed District (RCWSD) presented to Council on a recently awarded grant in the amount of$954,500 which will be used for improving water quality in Centerville Lake. The majority of these funds will be used for alum treatments that will address internal phosphorous loading that has been responsible for algae blooms and other water quality issues. RCWSD is seeking funding from the grant partners (Lino Lakes, Centerville, and Anoka County) in an amount of 3%of the total project budget or approximately$35,000 per partner as a grant match; RCWSD will contribute 5% or approximately $50,000 to the project. Mr. Kocian noted these amounts are "not to exceed" amounts. Mr. Kocian provided an overview of the need for the alum treatment as well as projects that have already been implemented to enhance and improve lake quality, and the plans for implementing the alum treatment. Councilmember Cavegn commented that the Centerville Lake Association spoke to Council recently on this and stated they were raising money for an alum treatment; Kocian said that RCWSD has not approached the Lake Association for a contribution toward this project. Councilmember Cavegn recommended that RCWSD approach the Lake Association to inquire about funding contributions. Mr. Kocian noted that there has been consideration given to setting up a special taxing district as well which would support a booster treatment in 10-12 years. Councilmember Ruhland suggested that the special taxing district moves forward. Mr. Kocian noted that they board wishes to obtain monitoring data prior to making any final decisions. Councilmember Lyden asked Mr. Kocian to discuss how commited the other grant partners are to this project. Mr. Kocian said he has met with the other partners and all have expressed support for the project. The next step is a reimbursement/cost-share agreement which will be provided to the partners. He also noted a public meeting will be scheduled in early April and he will be asking the partners to help advertise and promote the meeting and project Councilmember Ruhland stressed the importance of reducing the financial burden on the resdients and redirecting the impact toward the Lake Association. He did confirm that he is in support of the project and being a grant partner. Community Development Director noted that if Council moves forward with funding for this project, the funds would come from the Surface Water Management Fund. Mayor Rafferty stated that he would like to discuss this further at a second work session before a decision is made as he has concerns about potential future requests. Councilmember Stoesz said that his concerns is priority: He would like to know what other project may be impacted if these funds are directed to this project. He would like to have full understanding of the financial impact. Christopher Stowe, 426 Pine Street, provided comments about a lake in Wisconsin. He said that the people on the lake should be paying;the tax money by residents would be paying for this. He said the money should be from Centerville and that this is a waste of his money. 2. Environmental Board Annual Goals Environmental Coordinator Andy Nelson presented the 2024 annual work plan put forward by the Environmental Board including initiatives concerning current environmental issues in the major areas of focus of the Environmental Board, including wildlife, forestry, natural resources, water, and solid waste management. 3. Utility Meter Reading Equipment Hardware and Customer Portal Community Development Director Michael Grochala brought back for discussion the purchase of utility meter reading software that was tabled on December 11, 2023. He recalled for Council the basis for the item being tabled, specifically, Council concerns related to use of the software for code enforcement particularly related to water use and lawn sprinkling. He advised that neither the data collected nor the software can be used to specifically identify a code violation, such as watering during prohibited times or prohibited days. The software cannot identify how water is being used. It can, however, serve as an indicator of above- normal water use which is an aid in detecting leaks. He proposed the following policy criteria for Council consideration: 1) Data may be used to support inquiries to ensure compliance or initiate additional review. 2) No citation may be issued directly from use of data. Any potential code enforcement violations must be independently verified by other means including but not limited to visual identification of offense in the field. Councilmember Lyden asked for details on who specifically would be the staff independently verifying violations. Director Grochala indicated it would typically be utility staff and possibly building inspectors. Public Services Director Rick DeGardner added that any verification would typically be taking place during the course of normal work staff would not be out seeking violations. Director Grochala advised that staff is continuing to evaluate some additional software and will bring something forward in late April or May. 4. Mountain Manufacturing Expansion Community Development Director Michael Grochala City presented on the proposed facility expansion of Mountain Manufacturing Technologies (400 Apollo Drive). In January, the EDA acquired a parcel adjacent to the property then conveyed the same property to facilitate the expansion project. Mountain Manufacturing is now requesting conveyance of adjacent unused parcels to the north and northeast of their property to allow for the required parking at the facility. Parcel 17-31-22-2-0013 is not buildable on its own and has a market value of $13,000. Based on the new tax based to be realized by this project, Director Grochala will be recommending transfer of the parcel at a nominal cost. Mountain Manufacturing has proposed to cover legal and administrative costs. Director Grochala advised that if Council is agreeable, he will bring this to the Economic Development Advisory Committee and following their review, will forward a request for Council's consideration in April. 5. Rookery Financial Update Finance Director Hannah Lynch provided an update on the financials related to The Rookery Activity Center as staff works on closing the books on 2023 which was the first full fiscal year for the center. She reviewed the budget documentation provided in the packet including the projected deficit. She recommended Council consider relieving the deficit via a transfer from the General Fund to the Rookery Activity Fund. City Administrator Sarah Cotton provided details on current membership levels, noting a 29% increase in memberships and a 32% increase in members and notably, an increase in membership fee revenue in the amount of $39,000 in the first two months of 2024. Administrator Cotton provided some additional statistics, including: - Monthly Membership Fee Revenue: 26% increase (02/2023 versus 02/2024) - Annual Membership Fee Revenue: 24% increase (02/2023 versus 02/2024) - Programming Revenue: 106% increase (02/2023 versus 02/2024) Administrator Cotton also highlighted staffing adjustments and staffing reevaluations that are taking place; specifically, she noted that the Activity Center Director position will likely remain vacant for the year, resulting in a savings of$120,000 and that changes in the aquatics department could realize additional savings of$20,000-$30,000 per year. Councilmember Cavegn noted concerns that many residents he interacts with still tell him they have no idea about The Rookery. Public Services Director Rick DeGardner agreed that awareness remains a challenge regardless of significant staff efforts to inform residents of the benefits of membership at The Rookery. He noted that one of the areas staff has struggled is with coordinating with the school districts to get membership information out to students and families. Director DeGardner highlighted some marketing efforts that are currently underway. Councilmember Stoesz inquired about extended the resident benefit to residents of Centerville. Administrator Cotton informally ran through current resident versus non- resident membership details and extrapolated from that the possible financial impact of extended resident member discounts outside of the City. Councilmember Ruhland inquired about future expansion and the possibility of adding pickleball courts and pickleball memberships given the popularity and bookings at places such as Smash Park; he added that it would make The Rookery as a destination as well. Director DeGardner said that he believes the membership base needs to increase first before the City moves forward with formal expansion plans. Council concurred to bringing forward a transfer request consistent with Director Lynch's recommendation. 6. Repurposing of Police Division Administrative Vehicle Public Safety Director John Swenson and Deputy Director Kyle Leibel provided some background on Public Safety administrative vehicles, noting the 2023 budget decision that Police Admin Vehicle 397 would be replaced as part of the capital replacement plan and that Vehicle 397 would be repurposed and transferred to Public Services for use by various City staff ) This Public Services Shared Vehicle would be used by custodial and maintenance, elections, environmental, and administrative staff to conduct City business. If the vehicle is available for use, it would be the expectation that staff use this vehicle instead of a personal vehicle and requesting mileage reimbursement. After further evaluation of the vehicles, it is recommended that Vehicle 301 be repurposed for use by City staff and Vehicles 397 and 398 be sold. Mayor Rafferty voiced concerns that the reimbursements paid to staff for mileage may not support the cost of maintaining one of these vehicles for staff use. Councilmember Ruhland provided an example that if staff were reimbursed for 100,000 at the Federal rate, the city would be paying out $67,000 in mileage reimbursement. City Administrator Sarah Cotton noted that at the present time, Vehicle 503 is available to staff to use but only temporarily as it is designated to the vacant utilities position; the availability of this vehicle has reduced reimbursement requests which will increase significantly if there is not a vehicle available for staff to use to conduct their daily work. Community Development Director Michael Grochala provided further examples of the ways that staff use the vehicle. Councilmember Stoesz asked what employees are required to provide when driving a city vehicle. Administrator Cotton advised that the City covers insurance but that any employee who may be asked to operate a city vehicle is required to provide proof of a valid drivers licese. City Council concurred with repurposing Vehicle 301 for staff use and selling Vehicles 397 and 398. 7. HF 4009/SF 3964"Missing Middle Housing" Bill City Administrator Sarah Cotton provided a brief update on pending legislation which may have an impact on local control related to zoning and land use preemption provisions. She noted that the bills are moving quickly through committees and gaining traction; she encouraged Councilmember and residents to reach out to the state legislators with concerns. 8. Council Updates on Boards/Commissions, City Council Mayor Rafferty provided an update on a recent Vadnais Lake Area Water Management Organization (VLAWMO) meeting and a grant opportunity that was discussed related to smart irrigation controllers. Councilmember Ruhland asked for updates on various projects; Community Development Director Grochala provided brief updates. Councilmember Stoesz suggested that several Councilmembers be designated to attend to Blue Heron Days. 9. Adjourn The Work session was concluded at 8:19 PM. These minutes were considered and approved at the regular Council Meeting on March 25, 2024. Jolleen Chaika, City Clerk ' .b Raff- ty, Mayor