HomeMy WebLinkAbout03-04-2013 Council Work Session MinutesCITY COUNCIL WORK SESSION March 4, 2013
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : March 4, 2013
5 TIME STARTED : 5:30 p.m.
6 TIME ENDED : 9:10 p.m.
7 MEMBERS PRESENT : Council Member Stoesz, O'Donnell,
8 Rafferty, Roeser and Mayor Reinert
9 MEMBERS ABSENT : None
10
11
12 Staff members present: City Administrator Jeff Karlson; Community Development
13 Director Michael Grochala, Public Safety Director John Swenson; Public Services
14 Director Rick DeGardner; Finance Director Al Rolek; City Engineer Jason Wedel;
15 Utilities Supervisor Tim Hillesheim; City Clerk Julie Bartell
16
17 1. Bret Weiss, President, WSB & Associates, Inc. —Mr. Weiss gave a PowerPoint
18 presentation on WSB activities in 2013. He highlighted a number of new and traditional
19 services offered by the organization including: municipal resources, speaker services,
20 planning, economic development, leadership, social media, IT, landscape architecture,
21 water resources, structural services, environmental planning, transportation, pavement
22 management and inflow and infiltration services. Mr. Weiss stated that his organization
23 is proud to provide engineering services to the City and he hopes the city will be open to
24 contacting them on any questions that arise. The mayor thanked Mr. Weiss for the
25 information, indicated that he is happy with the services that have been provided to the
26 city and recognized city engineer Jason Wedel. Council Member Roeser said he likes the
27 idea of WSB assisting the city in seeking grants, such as state Legacy funding. WSB
28 representative Brian Bourassa noted the "lunch and learn" series that WSB has produced,
29 including one on grant funding.
30
31 2. Utility Rate Discussion (continued from February 4 work session) - Public
32 Services Director DeGardner noted that the council previously received a utility rate
33 report and asked staff to come back with additional information to assist with their
34 discussion of rates. He reviewed his report that includes a follow up report from
35 Springsted with comparison information, a spreadsheet directly comparing the cities of
36 Blaine and Lino Lakes, and funding analyses for chemicals, utilities, and water /sewer
37 operations.
38
39 Utilities Supervisor Hillesheim reviewed the funding analysis information. In the water
40 fund, the highest expenditure is for chemicals (the water supply is fairly hard).
41 Polyphosphate (C -5) is by far the biggest expense. Some of the use of chemicals is
42 driven by customer complaint (look of water). He noted that the city of Blaine (at the
43 lowest position in comparisons) has three treatment facilities and that lowers the need for
44 chemicals. Mr. DeGardner pointed out that each city has a different situation for such
45 things as resources and needs.
1
CITY COUNCIL WORK SESSION March 4, 2013
APPROVED
46 The council discussed the possibility of lessening use of C5 during the summer months
47 when the water usage is the highest (due to irrigation) and it is needed the least. The
48 mayor suggested that it may be time for a discussion of treatment options. Mr.
49 Hillesheim estimated the cost of a treatment facility at $1.2 - $1.3 million with the
50 lifespan of a facility varying according to different elements. Mr. DeGardner advised that
51 staff would work with the city engineer for an up to date estimate. Council Member
52 Roeser confirmed that a new facility would not require new personnel and also asked
53 about the possibility of using a different aquifer.
54
55 Mayor Reinert asked that staff return for additional discussion at the next work session.
56
57 3. Blue Heron Days (discussion continued from February 4 work session) -
58 Administrator Karison explained that, after looking at options for assisting with the city
59 festival after Economic Development Coordinator Divine retires, the Parks and
60 Recreation department seems to have a good fit. They are proposing to add the duties to
61 an assistant recreation supervisor position that is filled each summer. That position
62 would then be in place for more months and for about $3,000 more, that person would
63 provide Blue Heron Days coordination in addition to summer recreation services. There
64 is an individual who has worked in the position previously and who is qualified and
65 interested in adding the duties. This suggestion comes from Public Services Director
66 DeGardner and Recreation Supervisor Tanya Mozingo, who would back up the duties if
67 needed. Mr. Karlson added that since Ms. Divine's position is budgeted for the entire
68 year and she intends to retire in April, the cost of the services would be available in the
69 current budget. Mayor Reinert noted that it will be very helpful for this individual to
70 have the detailed log that Ms. Divine has prepared regarding her Blue Heron days
71 involvement. He sees that the Parks and Recreation Department is a good fit and the
72 council concurred with the proposal.
73
74 4. Off -Sale Liquor Licensing — City Clerk Bartell reported that the council has
75 previously discussed the possibility of restrictions on off -sale liquor stores. At the last
76 work session staff was directed to prepare an ordinance that restricts the location of liquor
77 stores to one -half a mile apart. An ordinance is before the council that provides for that
78 restriction as well as exempting 3.2 off -sale, combination on- sale /off -sale and brewery
79 off -sale licenses as was directed by the council.
80
81 Council Member Roeser asked about who would benefit from new restrictions and Ms.
82 Bartell responded that adding restrictions is a policy decision that some cities make. The
83 benefit to the city would based on the view of the council. Council Member Roeser
84 suggested that having more stores creates competition and that reduces prices so that
85 would be a good situation for the residents. He's uncertain that adopting these
86 restrictions would necessarily be of benefit to the customers. As well, the regulations
87 seem to be written for a group of existing stores and that isn't the right approach. Council
88 Member Roeser said he is also concerned about how the regulations could impact future
89 development and that they could perhaps dissuade a business from locating in the city if a
90 license isn't available. Mayor Reinert said he sees that the city's current policy creates a
2
CITY COUNCIL WORK SESSION March 4, 2013
APPROVED
91 certain situation and he wonders if that is a desirable situation. He has in the past
92 supported a strict free market system for these stores, but he's changed his mind after
93 becoming aware of the regulations and restrictions already in place for the stores. The
94 business owners have brought forward some good arguments — the government is so
95 restrictive that they cannot move into other areas as other businesses can in order to
96 profit. Council Member O'Donnell concurred that he is concerned with the unintended
97 impact the restrictions could have.
98
99 The mayor recommends that the item stay on the agenda for further discussion and new
100 ideas.
101
102 5. Animal Regulations — Police Chief Swenson reviewed his staff report on the city's
103 existing dog regulations. The concern about owners not cleaning up after their dogs is
104 directly related to responsibility. Since there is a leash law in place in the city, the
105 violation on picking up after dogs is usually related to allowing a dog off leash. He noted
106 some language in the animal control regulations that requires people to carry a bag
107 suitable to remove dog waste when they are walking and that the language doesn't in fact
108 require the person to use the bag. That's a small change that could be made. He also
109 pointed out that for an officer to cite someone, the officer must witness the violation. He
110 added that the Police Department will soon have a YouTube video running on all city
111 animal regulations.
112
113 Public Services Director DeGardner explained that the neighborhood where this
114 complaint originated has a history of this type of complaint. As a result his department
115 sent out a letter to area residents reminding them of the rules so there can be no excuse
116 that people aren't aware of the regulations. He added that the neighborhood will be
117 receiving a "doggie pot" this spring (for disposal of animal waste bags). Council Member
118 Rafferty suggested that this is too often is an issue that arises from a neighbor dispute and
119 it' s hard to get to that level of the problem. Council Member Roeser asked if the Police
120 Department is seeing good response to their videos since he realizes that education is an
121 important element.
122
123 The council concurred that no ordinance amendment is needed. The mayor suggested
124 that for the resident who complained, there isn't a clear fix but staff will send another
125 letter to the violator(s).
126
127 6. Charter Commission Expenditures (discussion continued from February 4 work
128 session) — Charter Commissioner Kelly Gunderson reviewed written information she had
129 provided on the cost of meeting minutes services through the Timesaver's company.
130 She noted that at the last Charter Commission meeting, Mayor Reinert addressed the
131 Commission about developing a better relationship between the two groups. Having the
132 services of a professional minute taker is one issue identified. Ms. Gunderson indicated
133 that the Commission is interested in having a secretarial service for minutes as was done
134 in the past. The Commission has generally only used those outside services for their
3
CITY COUNCIL WORK SESSION March 4, 2013
APPROVED
135 regular meetings. She has provided an estimate of $1,000 for the remainder of 2013, and
136 that would be beyond the $1,500 regular annual budget.
137
138 Mayor Reinert recalled also that the Commission received such services in the past. He'd
139 like to see the minutes done by a professional again. He envisions that the city would pay
140 for the cost of the services as they are incurred rather than having an amount added to the
141 budget. Council Member Roeser sees the benefit of having a professional involved since
142 some past minutes have been approved long after the meeting and were not posted on the
143 web for years in a few cases. He'd also like to see the draft minutes posted on the web
144 prior to the next meeting. Ms. Gunderson pointed out that having a professional service
145 would address the issue of minutes not being done quickly; there has been difficulty
146 finalizing the minutes when members ask for corrections and meetings are held only
147 every three months.
148
149 The council discussed how the services could be funded. The mayor clarified that he is
150 recommending that Timesavers services be tried for a couple of meetings, paid by the city
151 outside the $1,500 budget, and see how that works. The draft minutes should be posted
152 on the website and sent to the city council within a week of the meeting. The council
153 concurred and directed staff to determine what, if any, action is necessary to formalize the
154 arrangement with Timesavers.
155
156 8. 401 Birch Street — Mayor Reinert explained that this is a property that has been in
157 foreclosure for some time and is causing some concerns for the neighborhood. He's
158 hearing from neighbors that they'd like for the city to buy the property and convert it to a
159 park. Staff has responded that there are already parks serving the area, the property is
160 really too small for a park and also there is no funding available for a purchase. The
161 mayor said he and Council Member Rafferty added the matter to the agenda because of
162 the neighborhood concern.
163
164 Jeremy Stimson, 6621 Sioux Lane, addressed the council. He understands local politics
165 and is thankful for the council's responsiveness to this point. He pointed out that there is
166 a signal- controlled intersection within 30 feet of this property, a situation that he has not
167 been able to determine exists in any other city in the vicinity. This is a bad location for
168 any home and the property that has been created as a result is extremely undesirable. It is
169 an eyesore and is in disrepair. Mayor Reinert responded that he has been trying to think
170 of some way to address the situation but it is difficult. If the city were to act to buy this
171 property, there could be many others to deal with. It's clear that any solution to the
172 property involves money. There are a lot of homes impacted by this blight and he
173 wonders if perhaps those people would be willing to come together to purchase the
174 property. An area resident in the audience spoke up — she said that people in the area are
175 paying really high taxes so asking for more could be an issue. She added that residents
176 want to keep the neighborhood nice but things like this blighted property and a home for
177 mental step downs in the area don't help. It is a good community and she hates to see it
178 go down the toilet. Mr. Stimson added that he feels that an investment is needed to deal
179 with the property and he believes that this is a real tipping point for the neighborhood.
4
CITY COUNCIL WORK SESSION March 4, 2013
APPROVED
180 Council Member Roeser added that the city should force code compliance if the house is
181 that bad. The mayor remarked that if this is impacting a whole community, there may be
182 some grant money available to help, perhaps as seed money to assist the neighborhood in
183 dealing with it. When Council Member O'Donnell asked if the city could assess for an
184 acquisition like this, Community Development Director Grochala responded that there
185 would have to be a way to show benefit to those assessed. Mr. Stimson added that he
186 understands that the property is at a point where the owner (bank) will decide on what if
187 any improvements are necessary in order to move the property, so it is an important time
188 to move. The property has been left without improvements and that is a good indicator to
189 him that it isn't an easy fix. The mayor suggested that this may be a good point for
190 negotiations then.
191
192 The council concurred that someone should gain information on where the property is in
193 the foreclosure process. The council will continue discussion at the next work session.
194
195 7. Gap Analysis Review for 5 -Year Financial Forecast — Finance Director Rolek
196 reviewed the Five -Year General Fund Gap Analysis he had provided. He reviewed the
197 items that make up the gap, by revenue, expenditures and debt service in the total amount
198 of $845,760. The council discussed the voter approved signal project levy in the amount
199 of $181,151 that will be included on tax statements but not as a line item. Administrator
200 Karlson suggested that the council has not budgeted for certain capital expenditures as a
201 savings but that can't be continued because equipment has to be replaced at some point.
202 The mayor remarked that the council, with the help of staff, has been creative in finding
203 ways to save or increase efficiency for recent budgets; it is getting tougher to identify
204 savings. Mr. Rolek identified some options that could be forecasted differently,
205 depending on how the council wants to budget in the future. He distributed and reviewed
206 a more detailed gap analysis. The mayor remarked that it is important to have this
207 discussion in March rather than waiting until budget discussions in September. The
208 council may schedule a special session to discuss priorities.
209
210 The council will continue discussion of the forecast at the April work session. Staff will
211 prepare another forecast with different assumptions.
212
213 Review Regular Council Agenda of 3- 11 -13- The council reviewed the agenda as
214 follows:
215
216 Economic Development Authority Meeting — Community Development Director
217 Grochala explained that the purpose of the meeting is to hold a public hearing and
218 approve agreements associated with the Lino Lakes Assisted Living property purchase.
219
220 Item 6A, Civic Complex Lease Agreement - Administrator Karlson explained that the
221 city has negotiated a lease agreement with Veritas School, a private school with a
222 business plan that would keep them in the space for several years. Staff has been working
223 with them on signage and other location items. Staff has also received a positive legal
224 opinion on the use of the property by a private based school. One room of that wing will
5
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
2
245
246
CITY COUNCIL WORK SESSION March 4, 2013
APPROVED
be preserved by the city for the possibility of future expansion of the city's community
room. The Parks and Recreations Department will also have use of a room for certain
classes for at least one year.
Item 6B, Final Plat for Forest View Acres, 2 "d Addition — Community Development
Director Grochala explained that this is the Rademacher project at Lake and Main. The
conditions of the preliminary approval have been satisfied.
Item 6C — Bids and Contract for Otter Lake Road Extension Project — City Engineer
Wedel reported that eleven bids were received on this project. The low bidder is Arndt
Construction, a local business. The bid is well below the engineer's estimate.
The meeting was adjourned at 9:10 p.m.
These minutes were considered, corrected and approved at the regular Council meetin
March 25, 2013.
u e Bartell, C. ; Cle
6
held on
Jef ' : rt, Mayor