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HomeMy WebLinkAbout12-02-13 Council Packet WORK SESSION AGENDA CITY OF LINO LAKES Monday,December2,2013 CITY COUNCIL WORK SESSION Community Room (not televised) 5:30 P.M. 1.2014 Budget –Final Review, Al Rolek -Charter Commission -Past due attorney charges Minute services 2.Advisory Board Appointments, Jeff Karlson 3.Interfund Loan Repayment -Recreation Complex Land, Al Rolek 4.Personnel Policy Revisions, Jeff Karlson 5.Monthly Progress Report, Jeff Karlson Review Regular Agenda Adjourn WS –Item1 WORK SESSION STAFF REPORT Work Session Item 1 Date: December 2, 2013 To: City Council From: Al Rolek Re: Final Review of the 2014Proposed Budget Background Attached are summaries of the General Fund proposal, preliminary tax levy and the estimated tax rate. No changes have been made to the budget since the preliminary levy was approved in September.The 2013 General fund budget is proposed at $8,841,385. The City Council approved the preliminary 2013 levy of $8,341,329on September 9 which includes a $174,943 voter approved levy. This levy results in a preliminary tax rate of 46.965, a slight increase from the current rate of 46.774. The preliminary levy is $1,083,052 under the state imposed levy limit. Staff will presentthe final budget and levy proposal at the public hearing to be held on December 9. As part of the final 2014 budget discussion the Charter Commission has requested to carry over the unexpended portion of the 2013 Charter budget into 2014.The outcome of this discussion will be factored into the final 2014 budget. Requested Council Direction Following the review, staff requests Council consensus on a final budget to be presented at the December 9public hearing. Attachments 2014Proposed General Fund Budget summaries Preliminary 2013/2014Tax levy Estimated Tax Rate Calculation WS –Item#1 WORK SESSION STAFF REPORT Work Session Item No.1 Date: December 2, 2013 To: City Council From: Jeff Karlson Re: Charter Commission Request to PayPast Due Attorney’s Fees Background The Lino Lakes Charter Commission is requesting that unused funds of approximately $1,200 from its 2013 budget, be applied to a past due bill from the Marty Law Firm. On October 27, 2008, the City Council was presented with a written request from the Citizens for Safer Roads to conduct an audit of certain Charter Commission activities prior to the November 4, 2008, general election, in which a referendum was placed on the ballot. In response to the Citizens request, the Council procured the services of Michael Dougherty of the law firm of Severson, Sheldon, Dougherty, & Molenda to conduct the audit. In his summary of opinion, Mr. Dougherty stated that the Charter Commission may contract for (1) an attorney to assist in framing and amending the charter, and (2) the cost of printing the charter and any amendment. He also noted that the City can exceed the $1,500 per year statutory limit if the Council deems it necessary to pay in excess of that amount for attorney’s fees or printing costs, but only for framing and amending the charter. After Mr. Dougherty released his report, the Charter Commission asked Karen Marty to review the opinion, and then requested the City Council to pay the attorney’s fees of over $2,500. The City received a response from Mr. Dougherty to Karen Marty’s opinion, in which he stated that prior opinions from the State Auditor, the State Attorney General, and a Minnesota District Court prohibited the City from paying for the opinion rendered by the Charter Commission. The City also received an opinion from City Attorney Joe Langel that the legal expenses arising out of the Commission’s response to the audit did not fall within the statutory language and was not reimbursable. Attachments Michael Dougherty Opinions Karen Marty Response Marty Invoice Submitted to CharterCommission Joe Langel Opinion WS –Item2 WORK SESSION STAFF REPORT Work Session Item No. 2 Date: December 2, 2013 To: City Council From: Lisa Hogstad-Osterhues Re: Annual Board Appointments Background Openings for the city’s advisory boards were advertised and applications received during the month of October. Attached is an outline of the applicants for each of theboards or committee. -Park Board –3seats,3applicants -Environmental Board –2seats, 2applicants -P&Z –2seats, 1applicant –reposted –deadline 12-20-13 -EDAC –3seats,1applicant–reposted –deadline 12-20-13 Park Board, Environmental Board and EDAC all have one applicant that is new to the process and has not been interviewed previously. Requested Council Direction The council should determinethe application review process: 1. Who will be interviewed (i.e., only new applicants). 2. Establish a date for the interview process. Attachments List of applicants (applications will be provided to council previous to the interview date) WS L·;’ !Æ-w’;“· 2013 Advisory Board Applicants Park Board D;š©m; [z“7ä ›-Ò©©;“· ,š©7 ’;’,;©œ u /w©Œ;­ 9Ý“­ ›-Ò©©;“· ,š©7 ’;’,;©œ u a·· Yš;w“ ›-Ò©©;“· ,š©7 ’;’,;©œ Environmental Board a©·w 5;IÝ;“ ›-Ò©©;“· ,š©7 ’;’,;©œ u Y;ŒŒä Wš a-5š““;ŒŒ EDAC b·w“ š†;·-w u u Planning & Zoning t;©©ä [7;“ ›-Ò©©;“· ,š©7 ’;’,;©œ u WS –Item 3 WORK SESSION STAFF REPORT Work Session Item 3 Date: December2, 2013 To: City Council From: Al Rolek Re: Interfund Loan Repayment -Recreation Complex Land Background In 1999 the City purchased 67 acres of land at the intersection of Birch Street and Centerville Road for the purpose of developing a recreation complex. The funding to purchase the property came through an interfund loan from the Area and Unit Fund. In 2006 the City Council adopted Resolution 06-212 providing fora payment plan to retire the interfund loan. The plan called for funding to repay the loan to be shared 50% from the Park Dedication Fund and 50% from the General Fund. During the recent recession development activities slowed severely and funding to the Park Dedication Fund dried up as a result. The fund has exhausted its reserve balances, thereby leaving the repayment of the interfund loan 100% from the General Fund beginning in 2012. Requested Council Direction Since the terms of the repayment schedule stated in Resolution 06-212 cannot be fulfilled staff is looking for City Council direction on how to proceed with the repayment of the loan. Alternatives include 1) continuing to repay the loan 100% from General Fund Reservesuntil sufficient funds are received in the Park Dedication Fund, 2) pay the 50% share from the General Fund Reserves (1/2 the annual payment), 3) suspend the repayment program until sufficient funds are received in the Park Dedication Fund, 4) forgive the remaining balance of the interfund loan.Based upon the outcome of this discussion staff will place an action item on the December 9 agenda, if necessary. Attachments Resolution 06-212 WS –Item#4 WORK SESSION STAFF REPORT Work Session Item No.4 Date: December 9, 2013 To: City Council From: Jeff Karlson Re: Personnel Policy Revisions Background Staff is recommending several revisions in the Personnel Policy, which includes recent state law changes. Below is a summary the proposed revisions. 2.1Definitions.The Minnesota marriage amendment nullifies the original intent of the “Domestic Partnerships” language and will be removed from the policy. 3.3Probationary Period.Newly hired full-time and part-time employees will serve a “one-year” probationary period unless specified otherwise in a labor agreement. 3.6Promotions.Promotions are subject to a “six-month” probationary period. 6.3Sick Leave.In accordance with the new state law expanding sick leave benefits, employees may use sick leave to care for a spouse, child, parent, stepparent, or grandparent. 6.7Funeral Leave.Policy revised to allow for five days funeral leave for the death of a spouse or child and one day for a grandparent, niece, or nephew. 6.15Leave without Pay.Entire paragraph removed from Section 6. 6.18PTO Leave.Employees who elect PTO benefits may access extended leave accrual for an illness or injury that extends beyond five work days. 7.3Mobile Phones.In accordance with an IRS ruling that stipends for personal cell phones are considered a de minimus benefit and, therefore, not taxable, this section was revised. Requested Council Direction th The Council will be asked to approve these revisions at the December 9regular meeting. Attachments Copy of revised sectionsof the Personnel Policy Item #5 December 2, 2013 ItemLast Action TakenStaffStatus Elmcrest Road Improvements5/6/13 –Staff met with Hugo to discuss Michael Hugo is interested, but is road improvements at Elmcrest & Cedar& Rickwaiting for development Digital Scanning Project10/14/13 –Council approved hiring twoJeffThe new hires are currently PT scanner operatorsscanning financial records 7309 Lake Dr. Code 9/3/13 –Council requested additional MichaelStaff is scheduling a meeting Violationinformationon the property, including with Mobile Mini’s attorney historical use Labor Negotiations9/6/13 (1) Sergeants–Council’s latest (1) Arbitration hearing is settlement offer was rejected after another Jeffscheduled on December 19 mediation session; (2) AFSCME received Council’s latest (2) Union members voted to 2013 contract proposalapprove the proposal ECFE Building 11/26/13 The couple looking to start a JeffKW Commercial is preparing child care business passed the first review a lease agreement of their SBA loan application and will likely be approved January 2014 Centennial Fire District11/25/13 The Council approval an JeffSteering Committee is amendment to Section 2.6 of the JPA meeting on Dec. 12 after the member cities have acted on it Secretarial Services for Council approved expenditures for Cost of secretarial services for Charter CommissionTimeSaver to record minutes for two JeffCharter meetings will be charter meetingsincluded in 2014 budget White Bear Lake Restoration 9/11/13 Ramsey Co. District Court judge Lino Lakes has been Assn. v. Dept. of Natural ruled that NE cities do not have a legally Mikesubpoenaed to appear for a Resources (DNR)protected interests in their permitsdeposition on Dec. 6