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HomeMy WebLinkAbout04-01-2024 Council Work Session Minutes LINO LAKES CITY COUNCIL WORK SESSION MINUTES DATE: April 1, 2024 TIME STARTED: 6:00 PM TIME ENDED: 9:06 PM MEMBERS PRESENT: Councilmembers Lyden, Stoesz, Ruhland, Cavegn, Mayor Rafferty Staff members present: Finance Director Hannah Lynch; Public Safety Director John Swenson; Public Safety Deputy Director Kyle Leibel; Community Development Director Michael Grochala; City Engineer Diane Hankee; Environmental Coordinator Andy Nelson; City Clerk Jolleen Chaika. 1. Anoka County Lake Drive Corridor Study Community Development Director Michael Grochala introduced Jack Forslund,Anoka County Planner, and Mike Nelson, Civil Engineer with Bolten & Menk,who discussed with Council the Lake Drive (CSAH 23) Corridor Study that was undertaken to identify a future design for Lake Drive between Main Street and Kettle River Boulevard in Columbus. Mr. Nelson and Mr. Forslund highlighted the timeline and noted that the actual project itself remains five-to-ten years out and that the project is still in the planning phase. The next steps in the process include determining the design final concept, holding an openhouse, then approval of the final concept. Council held discussion with Mr. Nelson and Mr. Forslund on the project. It was confirmed that a trail is part of the plan for the design, 2. Centerville Lake Alum Treatment Environmental Coordinator Andy Nelson updated Council on the status of the pending aluminum sulfate treatment for Centerville Lake and related grant.The Rice Creek Watershed District (RCWD) is seeking contributions not to exceed $35,000 from Lino Lakes to meet the grant requirements. A copy of the draft cost-sharing agreement was included in the packet for Council's review. Matt Kocian, RCWD Lake and Stream Manager, was present to answer questions from Council. Councilmember Ruhland raised concerns about the lack of financial contribution from the Centerville Lake Association, as noted by Councilmember Cavegn at the last work session where this was discussed, and the fact that there has not been a special taxing district established to cover future expenses for booster treatments. Mr. Kocian advised that the lake association will not be contributing to the local match funds. He also stated that RCWD Board did discuss a taxing district but due to board concerns about not having a known total for a booster treatment and not knowing when a booster mat be needed, the board decided against a special taxing district. Councilmembers Ruhland and Cavegn voiced concerns about the decision. Councilmember Lyden discussed two separate issues: One being the current grant and match funds needed,the second being the plans in the future to finance any booster treatment. He expressed appreciation for the grant funds and stated he believes the City should move forward with the agreement and providing match funds since the lake is something enjoyed by so many Lino Lakes residents. He said a conversation about the future funding of booster treatments should be held apart from the present matter. Councilmember Cavegn concurred with Councilmember Lyden's position and further stated that if there is no action plan in place next time (for other contributions for booster treatments), then the City should not participate. Mayor Rafferty also concurred with the sentiment that the grant is significant and but that it is important to get something in place in the future. Mr. Kocian advised he would bring Council's concerns back to the board. Council agreed to move forward with formal consideration of the cost-sharing agreement at an upcoming meeting but required a letter to RCWD outlining the concerns discussed be included with the agreement once approved. 3. ERP Software Finance Director Hannah Lynch updated Council on the status of staff's review of replacement software for Springbrook as discussed at the February 5, 2024 Council Work Session. She reviewed the providers contacted for demos and quotes and advised of the four (4) contacted, staff only demoed two: BS&A and Civic Systems. Director Lynch advised that after consulting with other cities and demoing the software systems, staff recommends moving forward with purchasing new ERP software through BS&A. she noted that this is not the low- cost option; however,the functionality better meets the needs of the City and, further, BS&A is becoming the standard for many Minnesota cities. Director Lynch also explained in detail the costs associated with the purchase of new ERP software; she walked through the funding sources for the purchase as laid out in her staff report. Council was supportive of moving forward with purchase of the BS&A software and directed Director Lynch to bring forward the proposal at the next regular meeting. 4. Sale of Fire Appartus Public Safety Director John Swenson updated Council on the status of Tender 1 (Vehicle # 610) and Tender 2 (Vehicle #609) and Engine 5 (Vehicle# 621) following the recent purchase of Engine 1 and Engine 2. He recommended that Tenders 1 and 2 be listed for sale at the price of$70,000 each and that Engine 5 be listed for sale at the price of $225,000. He confirmed that proceeds from any approved sale would be deposited into the Captial Equipment replacement fund; further,that if sale is approved and a purchaser is identified for any of the equipment, that staff will bring forward a formal request to Council to finalize the sale. Councilmembers expressed support for the sale of the items described by Director Swenson. 5. Fire Department Analysis Discussion This item was moved ahead of Agenda Item 5 due to the temporary unavailability of Community Development Director Michael Grochala. Mayor Rafferty inquired of Council to consider if it makes sense to use the 2014 Fire Analysis Report (as provided to Council on March 11, 2024, and included in the March 25, 2024 and April 1, 2024 Council Work Session packets) as a starting point for discussion of the status of the fire and public safety. He referenced Councilmember Lyden's previous calls for collaboration and said that the believes the 2014 report provides an opportunity for collaboration. He stated he would like to come up with a model that works for the entire City and that he does not feel that the current model of cross-trained staff works, that there may be a need to move away from the Public Safety model. Mayor Rafferty inquired of Council if a new analysis is needed to determine those options. He then clarified that there were some successes with the cross-trained model but we should no longer be pursuing that model;that he believes the City needs to shift away from Public Safety to police and fire; additionally that the City should look at collaborative models with other cities. Councilmember Lyden stated that a new analysis is what he and Councilmember Cavegn brought forward last fall and that he is in support of it. Councilmember Stoesz commented that the City has the building blocks for a police and fire department and that the 2014 report can be built on. Councilmember Cavegn added that he does not want the focus to be on only one model;that he would like to see a new analysis which also explores options 3, 4, and 5 (from the 2014 analysis). Director of Public Safety John Swenson clarified that he is hearing from Council that the next steps should be to determine how the City will deliver fire services in Lino Lakes. He suggested doing some research to find consultants who have done this work, ask them to create a proposal to bring back to Council with the core question being how can we provide the best level of fire service. Councilmember Ruhland agreed and added that he believes the city should take a broad look at all options. He added he likes the Public Safety model but that there have been issues with the cross-training aspect. He would like any future consultant to consult with current staff in Public Safety to determine if the Public Safety model remains an option. Councilmember Ruhland said the goal is how to deliver the best service. Director Swenson did clarify that there are Public Safety agencies that do not have any cross-trained staff so the two (Public Safety and cross-training) are not synonymous. He added that it is important to note that this discussion and future review of fire services will not be the last;this discussion will come back in another 10 years or so due to the growing community. Mayor Rafferty inquired of Public Safety Director John Swenson and Deputy Director of Fire Dan L'Allier if Public Safety is working on a five-year plan. Director Swenson confirmed a plan is in the works and noted that at the present time, the call load does not support moving forward to a full-time department; while that would be the most stable, dependable option; however, the work load does not support it. Director Swenson stated that if the goal is to provide the highest level of service that is efficient and effective,the question to a consultant would be:How to deliver the best level of fire service? Then a consultant could deliver a product that could guide the City in making that decision. Mayor Rafferty directed staff to come up with some ideas as to consultants to be considered by Council. 6. CSAH 49/CR J Joint Powers Agreement Amendment Community Development Director Michael Grochala updated Council on a Joint Powers Agreement (JPA) that the City entered into with Anoka County in Septemer, 2022 for the CSAH 49/CR J improvement project.At the time of the JPA,the City's estimated share of costs was $871,235.19; however, that estimated cost did not include lighting, landscaping, and a portion of right-of-way acquisition expenses. The updated City total is now approximately $956,000; however, federal funds have been obtained and applied against the City's share which drops that total down to $370,000. Additional costs of approximately $400,000 will also be added to that total bringing the total for the City to approximately $772,386.16. An amended JPA has been proposed to reflect this change and will be brought forward for Council consideration. Council directed staff to bring forward the amended JPA at the April 8, 2024 regular meeting. 7. Water Capacity and New Development City Clerk Jolleen Chaika introduced the discussion topic of water capacity and new residential development per a request by Councilmember Ruhland, with a second by Mayor Rafferty, to have the item added to this work session agenda. Councilmember Ruhland read his submitted request as included in the full agenda packet. He highlighted that he believes instituting a moratorium on residential development specific to the northwest quadrant of the City to be in the best interest of the City due to water capacity issues. Community Development Director Michael Grochala briefly addressed the concern and concurred that water capacity has been a concern due to the issues related to White Bear Lake and recent droughts. He provided a quick review of the status of the pending litigation specific to White Bear Lake and water appropriation permit. He expressed some caution related to a moratorium and stated that he has asked the City Attorney, Jay Squires, to meet with Council to address these matters in detail. Director Grochala also mentioned to Council the option of a master plan study for the area in question. He advised that Attorney Squires could further expand on all options available to the City to address concerns related to water capacity and residential development. Staff will work with Council and Attorney Squires to set a date for a special meeting. 8. Notification Requirements for Proposed Development Projects City Clerk Jolleen Chaika introduced the discussion topic of expansion of resident notifications for proposed developments per a request by Councilmember Ruhland, with a second by Mayor Rafferty, to have the item added to this work session agenda. Councilmember Ruhland read his submitted request as included in the full agenda packet. He expressed concern that the notifications sent to residents is not broad enough and that perhaps the distance should be expanded. Community Development Director Michael Grochala advised he would defer to City Attorney Jay Squires on the topic at the future special meeting. He did add state law dictates the notification requirements and he would be concerned about setting requirements outside of state law. Director Grochala proposed that perhaps the City look at posting informational signs at the site of a proposed development; the sign could provide basic information and contact details for residents. Further discussion of this topic will be held at the upcoming Special Meeting with the City Attorney. 9. Council Updates on Boards/Commissions, City Council Councilmember Stoesz provided a brief update on the North Metro TV board. 10. 77th/MarketPlace Realignment, Land Acquisition, 698 77th Street (Closed Session) i. Motion to: Go into closed session the meeting at 8:51 PM pursuant to Minn. Stat. 13D.05, Subd. 3(c)(3), to discuss offers for the purchase of real property located at 698 77th Street. RESULT: CARRIED [5-0] MOVER: Stoesz SECONDER: Ruhland AYES/Roll Call: Lyden, Stoesz, Ruhland, Cavegn, Rafferty ii. Motion to: Reopen Meeting at 9:05 PM RESULT: CARRIED [5-0] MOVER: Ruhland SECONDER: Cavegn AYES/Roll Call: Lyden, Stoesz, Ruhland, Cavegn, Rafferty 11. Adjourn The Work session concluded at 9:06 PM. These minutes were considered and approved at the regular Council Meeting on April 8, 2024. i 12-4.11-m, r Jolleen Chaika, City Clerk Rob Rafferty, Mayor