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HomeMy WebLinkAbout05-05-25 - Council WS MInutesLino Lakes City Council Work Session Minutes DATE: May 5, 2025 TIME STARTED: 6:36 P.M. TIME ENDED: 10:05 P.M. LOCATION: Community Room MEMBERS PRESENT: Mayor Rafferty Councilmembers Cavegn, Lyden, Stoesz and Ruhland MEMBERS ABSENT: None Staff Members Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti, Community Development Director Michael Grochala, City Planner Katie Larsen, City Engineer Diane Hankee, Environmental Coordinator Tom Hoffman, Interim Public Safety Director Curt Boehme and Interim Fire Chief Dan L'Allier. 1. Call to Order and Roll Call Mayor Rafferty called the meetingto order at 6:36 p.m. 2. .Setting the Agenda: Addition or Deletion of Agenda Items Mayor Rafferty requested to add an item to the end of the agenda regarding updating the titles of the Interim Public Safety Director and Interim Fire Chief. The agenda was adopted as amended. 3. Board of Appeal / Open Book Meeting Options Anoka County Assessor Alex Guggenberger reported that there are two options for the City related to property assessments. Lino Lakes currently holds a Local Board of Appeal and Equalization meeting, and the alternative is an Open Book meeting. The Open Book meeting has the advantage of additional time to accept appeals. He stated that currently the Open Book meetings are being held at the Anoka County Government building, however, satellite locations such as city hall could be established as more cities move to an Open Book format. He stated that a resolution to move to an Open Book meeting is the procedural step to change formats. He stated that the City could return to holding a Local Board of Appeal and Equalization meeting in the future by adopting an amending resolution. The Council was generally in favor of moving to an Open Book format. Councilmember Ruhland stated that he appreciated the additional time allowed for appeals under the Open Book format but preferred the Local Board of Appeal and Equalization meeting as it provided the Council with more local control over the appeal decision. This item will be brought forward to a regular meeting for formal consideration. Page 1 of 8 4. Natures Refuge North PUD Preliminary Plan/ Preliminary Plat The Community Development Director stated that the applicant, M/I Homes of Minneapolis/St. Paul, LLC, has submitted an application for Rezoning to Planned Unit Development (PUD), PUD Preliminary Plan (PPP), and Preliminary Plat (PP) approvals. The project proposes to create 93 lots on 60 acres located north of Natures Refuge and is called Natures Refuge North. He noted that the applicant has been working with the City on this project for the past two and a half years. The Community Development Director stated that the Planning and Zoning Board held a public hearing on April 9, 2025, and recommended approval with several conditions. The Community Development Director stated that this evening the Council is requested to review their plan and provide direction regarding: 1. Building Design flexibility a. Garage setback requirements / option for a decorative garage door 2. Connection to Andall Street a. Outlot B Platted for future roadway The Community Development Director stated that the builder was present and available to answer any question about the project. He stated that this item is scheduled for formal action at the May 12, 2025, City Council meeting. Council Consensus To allow for building design flexibility by allowing for the garage construction extending in front of the house, without the requirement for a porch. With a limit on the percentage of homes constructed with this exemption to the code requirements. To construct a road connecting to Andall Street to improve public safety access. With limits on construction traffic and holding on the final access/construction until the time of occupancy within the new subdivision. The Community Development Director stated that this project would be brought to the May 12th meeting for formal action. 5. Wilkinson Waters PUD Preliminary Plan/Preliminary Plat The, City Planner provided a PowerPoint presentation overviewing the Wilkinson Waters project. She stated that the applicant, Wilkinson Waters LLC, is proposing a master planned development located on North Oaks Company Inc. property south of County Road J/Ash Street/CSAH 32, west of Centerville Road/CSAH 21 and north of Wilkinson Lake Boulevard. The development contains four parcels totaling approximately 76 gross acres and consists of a mix of 340-unit residential housing types and commercial development. It was noted that they first approached the City about this project in 2015. Page 2 of 8 The City Planner stated that the Comprehensive Plan Amendment requires notice to affected jurisdictions. They have 60 days to review and comment. The 60-day deadline is May 17, 2025, so the City Council meeting date for consideration is May 27, 2025. The Planning and Zoning Board held a public hearing on April 9, 2025. Unfortunately, the notice was not mailed to all property owners within 600 ft of the development boundary so a second hearing will be held on May 14th. The City Planner introduced the developer, contractor, engineer, architect, and senior building manager who were present this evening to answer any questions about the proposed project. The City Planner reviewed the site design and amendments to the project that have been made through the planning process. She stated that there are four main questions for the Council this evening, one is the height of the proposed senior building at 55', the other is a request for an exception to the requirement to wrap the side of the four- plex's with decorative brick, the third is a question of requiring a horizontal variation in the design at the first level for the apartment, and the four is the set -back between the apartment building and four-plex. The Council reviewed the height requirements and decorative elements of the proposed buildings. The height of the building was reviewed, and it was noted that there were several decorative elements to the roofline, that the senior building would be having activities on the first floor and a 10' ceiling was requested. It was noted that the four- plex siding faced inward towards each other and the decorative siding would not therefore be as essential. The apartment building did not have horizontal design variation but did have significant vertical design variation and had varying construction design sufficient for variety. The set -back between the apartment building and four-plex may be achieved with moving the road, however, the future senior building would be impacted. The senior building future manager stated that the additional land for the senior building would allow for less slope in the parking lot and sidewalks, which would be better for residents using a wheelchair or walker. Council Consensus It was the consensus of the Council to: - Support the 55' height exemption for the building. - Support an exemption from the design requirement to wrap the four-plex with decorative brick along the side of the buildings. - Support accepting the vertical design variation of the apartment building in consideration of the horizontal design elements presented. - Direct staff to further review the set -back requirement between the apartment building and four-plex in relation to the road design and location. The City Planner stated that this project will be brought back for formal action at the May 27th Council meeting. Page 3 of 8 6. Watershed Based Implementation Funding (WBIF) Grant The Environmental Coordinator reported that in 2022 the City Council authorized a partnership with the Rice Creek Watershed District to identify potential water quality improvements to reduce volume and sediment/nutrient loading to Rice Lake. The study evaluated potential improvements to Shenandoah Park. The City partnered with Rice Creek Watershed District to fund the final report, which was completed in December of 2022. The report included four alternatives. The Board of Water and Soil Resources (BWSR) has established the Watershed Based Implementation Funding (WBIF) Grant Program. The grant program allocates funding to each watershed area for allocation in a collaborative local process. City staff and RCWD have proposed the Shenandoah project for funding through this program. The City of Lino Lakes was selected as one of the projects moving forward as part of the grant program. The grant in the amount of $52,650 is to complete plans for a stormwater improvement project. Grants must be completed and signed no later than June 1, 2025. Grant documents should be available for final signature at the May 12, 2025, City Council meeting. Once the design is completed the City and RCWD will pursue additional construction funding through the program to complete the proposed project. 7. Birchwood Acres Pond Treatment The Environmental Coordinator stated that staff have received feedback from concerned residents regarding the aesthetic quality of storm pond RLA-010-B located in Birchwood Acres Park. This pond treats stormwater runoff from nearly 70 properties located primarily on Hawthorn Road and Lonesome Pine Trail in the Park Grove development. Communication has gone back several years to deal with concerns of vegetation, smell, and stormwater management. The main concerns include the vegetation that covers the surface of the pond and odor. The vegetation present on this pond is primarily duckweed, which provides water purification by incorporating nutrients. It is also an important food source for wildlife. The odor is primarily due to decomposition of plants and algae. The Environmental Coordinator stated that in response to residents' concerns, city staff took steps to ensure the pond was functioning properly. The city also initiated water quality sampling to check phosphorous levels in September of 2020. The phosphorus detected was at levels typical for stormwater ponds. The pond was also surveyed in July of 2021 to determine its functionality in terms of stormwater management. The survey and associated analysis found that the pond is functional and does not require additional maintenance at this time. Page 4 of 8 The Environmental Coordinator stated that the question for the Council, is given that this pond is part of the city stormwater system and any amendment to one pond may impact the overall system, is there support for allowing a pilot project by private residents to improve the aesthetic quality of the pond. Council Consensus It was the consensus of the Council to support a privately funded pilot project for stormwater pond RLA-010-B located in Birchwood Acres Park. 8. 1-35E Joint Powers Agreement The Community Development Director stated that Ramsey County is preparing to solicit bids and award a contract for the improvements for 1-35E/CR J interchange improvements. The overall project cost is estimated at $23,761,410.60. Federal funds are available for the Project and are capped at $19,000,000.00. The City's share of the proposed improvements is $318,509.60. The Community Development Director stated that staff are still reviewing responsibilities with maintenance of the interchange roundabouts and street lighting. The City will be entering into the agreement with Anoka County. Anoka County and Ramsey County will have a master agreement in place covering the overall project costs. Landscaping improvements to the Centerville/CRJ roundabout are in addition to these costs. The portion of the project will likely be bid in 2026. Council Consensus It was the consensus of the City Council to schedule a review of the JPA for May 12, 2025, pending resolution of the interchange roundabout and street lighting maintenance and electric costs. 9. Special Assessment Senior Deferral Code Update The Community Development Director reported that Minnesota Statutes Chapter 435.193 allows cities to provide a hardship assessment deferral, provided standards are adopted establishing guidelines for determining the existence of hardship. City Code section 303.10 allows for the City Council to defer payment of special assessments on homestead property owned by a person that is 65 years of age or older or retired by virtue of permanent and total disability. The deferment is subject to certain income - related conditions. The Community Development Director stated that the ordinance has not been updated since 1983. He noted that the ordinance has three considerations for determining income and it's recommended that the city delete the two static factors and keeps the first factor that is annually adjusted as it relates to the low-income limits in effect at the time of the application for the metro area. Page 5 of 8 Councilmember Ruhland stated that there are county/state programs that the City could follow. The Community Development Director stated that staff would research other governmental programs and prepare an amendment as needed for the future consideration of the Council. 10. Liquor License Fees The City Clerk stated that business license renewal time is approaching, and the City has received a request from a local restaurant to split the payment of the annual license fees. It is requested that the Council provide direction regarding allowing the annual On - Sale Intoxication Liquor and Sunday Sales license fees to be paid in part at the time of application and then in full by or before December 31, 2025. This would be available to all restaurants upon request and the full license fee would be indicated on the renewal notice. Council Consensus It was the Consensus of the City Council to approve a split payment for On -Sale Intoxicating Liquor and Sunday Sales licenses with half payment due at the time of application and half payment due by or before December 31, 2025, upon request of the applicant. 11. Citygate Report — Interim Titles (Added Item) Mayor Rafferty requested that the staff holding the Interim titles for Public Safety Director, Fire Chief and Acting titles for the Sergeant title be confirmed as regular positions, removing the interim and acting titles, based on the future direction recommended by the Citygate report. Council Consensus It was the consensus of the City Council to schedule the appointment of the Police Chief, Fire Chief and Sergeants for the May 12, 2025, meeting, including the recognition ceremony for the Fire and Police Chief appointments. 12. Administration Report The Interim City Administrator provided the following updates. • The City Attorney has been researching and will have a draft prepared for the May 12th meeting of the ordinance amendments for the establishment of a police department and fire department and repeal of the ordinance establishing a public safety department. • Administration, Human Resources and Finance staff have been reviewing the Citygate study implementation costs and processes. The Council will be presented with options and associated costs at the May 14th Work Session. Page 6 of 8 • The Human Resources Department has reviewed the process for removing the Interim titles for the public safety staff. • The Human Resources and Communications Manager and Community Development Director revised the Community Development Specialist job description. This person is identified as the back-up for the Community Development staff. • The Administrative Assistant role has been reviewed as this person should become knowledgeable about all administrative operations so that they can fill in if needed due to a vacancy or absence in the administration department. • The Finance Department has been working on streamlining the "Injury on Duty" policies and procedures. • The Administration and Human Resources Departments have been working on the new recruitment and promotional process for the Police Department. The promotional process information will be made available to all staff. • The contract with the new City Administrator has been signed. The new Administrator is being notified of upcoming events and key meetings and will be attending certain meetings based on topic and availability. • The Community Development Director responded to the draft State Senate File 2229 regarding city zoning authority. • The public works facility construction manager contract is scheduled for the next Council meeting. • The contract with Citygate was extended to July 1, 2025, at no cost. This will allow the new City Administrator, the Council and staff to contact Citygate for more information about the report during the time of implementation. Councilmember Ruhland reported that there are several cities hiring Finance Directors and asked about the timing and process for hiring a Finance Director, following the conclusion of the contract for services with the Lino Lakes Interim Finance Director. The Interim City Administrator stated that the Human Resources Department has recommended that the hiring process be conducted in-house vs. hiring a firm to complete the search. The Interim Finance Director has reported that there are several qualified candidates that she would anticipate would be interested in the position. The timing of the hiring is proposed to correspond with the onboarding of the new City Administrator so that she can be part of the selection process. 13. Notices and Communications, City Council Mayor Rafferty reported that he was unable to attend the last VLAMO meeting. Page 7 of 8 Councilmember Stoesz reported that the parade route for Blue Heron Days had been updated since the last notice of the change in the route. 14. Adjournment Mayor Rafferty adjourned the meeting at 10:05 p.m. These minutes were approved at the regular Council Meeting on May 12, 2025. Roberta Colotti, CMC ob R fferty, City Clerk Mayor Page 8 of 8