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HomeMy WebLinkAbout08/17/2005 Council PacketWORK SESSION AGENDA CITY OF LINO LAKES Wednesday August 17, 2005 CITY COUNCIL WORK SESSION Community Room (not televised) 5:30 P.M. 1 Hardwood Creek Development Update, Mary Alice Divine 2. VLAWMO, Jeff McDowell 3. Lakeview Drive Feasibility, Jim Studenski 4. 2006 Budget, Al Rolek 5. Blue Heron Days Update, Gordon Heitke 6. Block Party Application and Approval Process, Gordon Heitke 7. Temporary YMCA Office Space Request, Gordon Heitke 8. Regular Agenda Items 9. Adjourn Revised 08/15/05 ajb 9:35 a.m. PAGE 1 Date: From: WORK SESSION STAFF REPORT Work Session Item No. 2 Council Work Session August 17, 2005 City Council Gordon Heitke VLAWMO WS -2 Background The issue related to the future of VLAWMO needs further discussion and action by the Council as described in the attached correspondence received August 15, 2005. VLAWMO Vice Chair and Lino Lakes representative, Jeff McDowell will be at the Council meeting to discuss what has occurred since the member resolutions were received regarding the continuance of the JPA or merger with Ramsey- Washington Metro Watershed District. He will also discuss the attached Board request and the proposed resolution. Requested Council Direction Staff is seeking direction on adding this item and appropriate resolution to the regular August 22, 2005 agenda for action. Attachments 1. VLAWMO memo, August 11, 2005 2. Proposed resolution extending JPA 3. 2006 Budget Briefs 4. Approved 2006 Budget 5. 2006 VLAWMO Budget Discussion and Briefs 2 Memo Vadnais Lake Area Water Management Organization 4701 Highway 61, White Bear Lake MN 55110 Tel 651-429-8522, Fax 651-429-8579 Website: www vlawmo,orq, email: office@vlawmo.org Date: August 11, 2005 To: VLAWMO Membership Cc: VLAWMO Board From: Jeff McDowell, Vice Chair RE: Request for Response regarding the Joint Powers Agreement and the 2006 Etudget Deadhne: Septernher 2. 2005 Tire 1, 7.'4 0110 Board has passed a motion equeting each ach JPA cornmun#y vote on a resolution that addneues: I. Whether or not the member community agrees to extend the Joint Powers Agreement for one more year. a. It is understood that a number of communities may consider (Wending the JPA another year with certain conditions. Please outline those conditions. This will allow the Board and each Community to revise the 2006 Joint Powers Agreement. 2. The member community agrees to support the 2006 Board approved budget of S344,000. a. It is imperative that the VLAWMO Board understands its operating budget for 2006 in order to send out a Request For Proposal to update VLAWMO's Water Plan. Updating the Water Plan Ls an essential function of VLAWMO, and is required by BWSR. We must show progress in this area W be considered an effective Watershed Management Organization. b. Please fornard any recommended budget amendments immediately. 1 RESOLUTION NO. Date: A RESOLUTION EXTENDING THE EXISTING JOINT POWERS AGREEMENT BETWEEN THE COMMUNITIES, OR PARTS THEREOF, WHICH DRAINS TO THE VADNAIS LAKE WATERSHED BY ONE YEAR AND WILL SUPPORT THE 2006 BUDGET IN ITS CURRENT FORM OR WITH THE CHANGES AS ATTACHED. WHEREAS, VLAWMO was organized in 1983 to be the responsible governmental unit to provide oversight and management to see that the requirements of the Metropolitan Water Management Act were enforced in the Vadnais Lake Watershed area; and WHEREAS, VLAWMO over the years has met the requirements of the Metropolitan Water Management Act; and WHEREAS, the member communities of VLAWMO have enjoyed local control via appointment of a representative to represent their community on the VLAWMO Board; and WHEREAS, the municipal membership of VLAWMO has enjoyed the presence of the Saint Paul Regional Water Services on the VLAWMO Board, from both a technical and financial viewpoint and as the owner of land adjacent to Vadnais Lake and a user of the Vadnais Lake water for drinking water for the City of Saint Paul and several other communities; and WHEREAS, the City/Town of acknowledges that there are areas of VLAWMO's authority that need to be improved and is willing to increase annual contributions to VLAWMO, it is felt that the most efficient means to deliver water management services at this time is through a water management organization; and WHEREAS, the City / Town believes that a formula for funding VLAWMO's activities should be based on land area, population, and tax capacity; now therefore be it RESOLVED, that the City Council / Board of the recommends that the Joint Powers Agreement between member communities be extended for a period of at least one year; that work on updating the VLAWMO Water Management Plan begin immediately; that the appropriate staff or elected officials from the membership propose reasonable amendments to budget for 2006 for the VLAWMO Board to review and ratify at it's September 8th meeting. The foregoing Resolution was offered by and was supported by and was declared adopted based upon the following vote. VOTE ATTEST I, , the duly qualified of , do hereby certify that the foregoing Resolution is a true and accurate representation of action taken by the City Council / Town Board of the on the date first written Date Position: VLAWMO 2006 Budget Briefs The Vadnais Lake Area Water Management Organization ( VLAWMO) appreciates the comments and feedback on its 2006 Budget. The key question appears to be "how are watershed priorities reflected in the budget ?' THE MAIL PRIORITY FOR 2006 WILL BE TO COMPLETE THE WATER PLAN. Funding for the Water Plan (line item 10) and watershed consultants are the most critical to accomplishing that goal (line item 7.a. and 2). An implementation program addressing what, who, when and how much will be detailed in the WATER PLAN. You may use the worksheet below for considering budget amendments if it is useful to you. Priorit 2 06 get suppo l Should it be funded? How much? A. Complete Water Plan 7.a. admin & 7.a. new staff or 2.b Technical / Scientist 10. Water Plan B. Monitoring & Inventory i. add missing basins & update using current state methods 7.c. new staff and 7.b. intern ii. cont. volunteer lake monitoring program 7.a admin staff &- 2.b. Tech consultant & 1.b Ramsey Co lab work iii take over watershed monitoring SPRWS stations 1.b Ramsey Co. lab work 1.c. Lambert Creek monitoring 7.c new staff or 7.b. intern iv. collate /generate hydraulic flow model for entire watershed 2.a. engineering consultant 7.a admin or 7.b new staff C. Stormwater Management i. update volume and treatment standards to current technology and consistency 2.a. engineer consult. 2.b. tech/scientist consult. 7.a. admin 7.b. new staff ii. Review all development plans to assure compliance with stormwater, erosion control and wetland conservation act standards 7.a. admin 7.b. new staff 2.a engineering staff iii. ensure stormwater, erosion control & WCA plans are enforced consistently through site inspections 2.b. new staff -' iv. water quality goals will be set for all major water resources 2.a Engineering consult 2.b. technical/scientist consultant 7.a. admin & 7.b. new staff v. watershed role in SWPPP determined 2.a Engineering consult 2.b. technical /scientist consult 7.a. admin & 7.b. new staff D. Wetland Conservation Act i. administration (current effort) 7.a. admin or 7.b. new staff ii update and incorporate Wetland Management Plan into Water Plan 7.a. admin 2.b. technical/scientist E. Education / information i. Upgrade the website (inventory database, user friendly, etc.) 3.a webmaster & 7.a admin or 7.b. new staff ii. schools or nature center watershed pilot program 2.c. public education 7.a. admin fl iii. groundwater protection through education & well sealing cost -share 11.a & 11.b well sealing & wellhead protection education F. Capital Projects To he defined in the Water NO funding in 2006 beyond Lambert projects with existing grant money; 7.a admin Plan G.. Misc. watershed support expenses 2.d. Legal & 2.e. Audit 2.f. Bookkeeping/office 3.b. Computer system network 4. office (rent, copies, post, tel) 5. insurance 8. training (staff & board) 9. Misc. & contingency * Budget amounts are on attached budget, second column from the ri ght. Further information is in the numbered footnotes. Approved budget 2006.xls Approved VLAWMO budget 2006 EXPENSES la 1 b footnotes - subtotal tcrin and Assessment Citizen's Lake Monitoring Ramse Co lab work & bio asse Lambert Cr, Data collection Subtotal 51,505- $2,000 Outside •rofessional consultan atio Enit ineerinf (3 hrimo $125 111111111111 Public Education Financial audit Bookkee / office subtotal $10,000 $3,500 Website u. rade $5,000 $4A00 $15,000 $1,800 Adrninist Grass Whitaker weir & pond sub lotall Administrator* summer intern Water esources technician' $5,000 $7,500 S60,000 $45,000 $115000 $ 21 13, 14 • r 16 $115,000 $1,400 11,b Misc, & Pro ects 18 Water Plan project Source W Wellhead a rotectron assistance 111111111111111111111111 5 575,00 f Well sear) ir.ram '1-01.)311111111111111111111■ VVith 9 lc iji bokcia Ts/day & 2 wk s ycabon NCOME 12 Fees Jr e - 'ew ervice Miscellanous WCA sub grant & other 6 VLAWMO ilY-111221-itzaitl 8/15/2005 t$2 6.000 Lino Lakes North Oak St Paul Rel Vadnais He bite Beal hi e Bear Page 1 3,05 29. 2 .4 e ht5 ke $338.800 Approved budget 2006.xls $338,800 5338,800 $338,800 $338,800 2,2236( $43,278,300 $898,966,100 50 $828,693,400 $10.98 per $100 K r Twn VLAWMO $338.800 $415,27 ,400 100 6, 23,0 10.97675 8/15/2005 $45,598 $338,900 Page 2 2006 VLAWMO budget discussion and footnotes The Vadnais Lake Area Water Management Organization Board of commissioners listened to the comments and concerns raised at the General JPA meeting of May 25, 2005. Budget questions appeared to remain central to the discussion. Specifically, what were the watershed priorities and how much would it cost to start working on them? The 2006 budget attempts to address more fully the identified priorities in the `Report Card' (of Goal implementation success) and the Priorities Vision sent earlier. The 2006 budget allows for increased effort in monitoring, transferring to the Ramsey County certified lab and doing some biotic assessment. It brings on additional professional consultants to allow engineering, technical, educational, and bookkeeping help. Some of this professional assistance would be sought from other public agencies on a fee for service basis. We would hire a summer intern for 2006 and budget for a website upgrade. Maintenance of the new pipe and weir at the new Lambert Lake project has been included as well as our up- stream projects. The most significant increase comes from bringing on a Water Resources technician to work on a variety of projects including monitoring, Wetland Conservation Act, source water protection and stormwater management activity. This staff person may also help with the new data logging of the automated samplers on the Lambert Creek reach and additional biotic assessment on Goose Lake, Wilkinson Lake or other sites. Increases for this position are also reflected in other line items: office (line item 4), an additional computer (line item 3.b), insurance (5 — workers comp), and training (8). The 2006 represents just over a 4 fold increase from the 2005 budget. Some one -time expense associated with the re- structuring include the Water Plan budget, some of the office, information systems (computers) and miscellaneous line items, totaling roughly $100,000. Footnotes: 1. Monitoring - Citizen's Lake volunteers program currently spends about $800 / yr. to cover our program coordinator, Leanne Lemke who collects bi- monthly samples in the summer from our volunteers, brings them to the SPRWS lab, and writes the report in the winter. Her mileage currently comes out of Miscellaneous budget line. This would allow us to enhance the program, possibly including the purchase of thermometers and chloride testing, spring and summer (ambient). 2. Monitoring - Ramsey County lab work and biotic assessment. We have entered into preliminary discussion to utilize the Ramsey Co. lab, certified for some our parameters of interest, so that our data may be entered into the national database, STORET. About $40 per round tests (P, N, Chl a), 2x per month, 5 months ($400) x 8 basins = $3200. This would allow us to add specific issue tests or assessments which are more expensive, such as plankton counts, BOD (biological oxygen demand), total alkalinity, iron or possibly the Goose Lake tests for arsenic. 3 Monitoring - Lambert Creek data collection. This item has been requested by the St. Paul Regional Water Service that the watershed take over the data collection from the automated samplers within the watershed. A technician would be involved in summer season field work and possibly some processing. 4 Consultant- Engineering. $50,000. This consultant help would assist with development proposals submitted to the watershed to review the adequacy of their stormwater and erosion control plans as well as how they may affect any Wetland Conservation Act issues. Some of these expenses may eventually be repaid through restructuring the application and review procedure. The engineer would also provide critical assistance with watershed projects. Some of this assistance has previously been given to VLAWMO at no charge by engineers primarily at White Bear Lake and the St. Paul Reg. Water Service as well as other engineering professionals on the VLAWMO board. It is anticipated $50,000 would provide about 400 hours / year of engineering assistance at an average cost of $125/hr, or about 33 hours /mo. 5. Consultant - Technical / scientist. $10,000. This consultant item allows access to experts in a variety of fields: wildlife biology, soil science, native vegetation landscaping, etc. One use anticipated is to be able to hire someone to do a fish count on Lambert Creek (its `impaired' parameter — MPCA Impaired waters list). The re- drafted Comprehensive Water Plan may well direct energy and resources to completing lake health assessments, defining goals, and implementation plans for all of the major basins within the watershed. These experts would be working closely with watershed staff, including the summer intern. A budget of $10,000 allows us about 100 hrs/yr. at a rate of $100/hr. These rates are estimated of course. This is a consultant area that we will look to public (soil & water district, other watersheds) as well as private providers which could realize a cost savings. 6 Consultant - Public Education through vendor assistance. $6000. While not a comprehensive program this may allow us to facilitate an education program either through one school within the watershed or with Tamarack Nature Center. We would look to our neighboring agencies first as a possible source of expertise. Developing a watershed education program geared for our young people is a time intensive effort that has shown to reap excellent long and short term dividends for those instituting the program. Projects undertaken may be "real" best management practice installations. The young people also tend to spread the word to their peers and elders. This budget is intended to provide a modest beginning program that could be replicated within the watershed. 7. Consultant — Legal. $1500. This is a slight increase from previous budgets. Additional legal assistance may be needed to update our JPA, with funding available in the Misc. budget. 8 Consultant - Bookkeeping or professional office assistance. This would involve hiring Quick Books pro's to help with individual questions or possibly assist with more involved set -up sessions (i.e. set up the Lambert project as a `job' which would allow more analysis and reports to be available). Information systems - Website upgrade. $5,000. Our website has not been upgraded since it was formed several years ago. This would give us funding to work with our webmaster to make our website more user - friendly, up to date and have more data and procedural information available. 10. Information systems - Computer system. $4,400. This allows for the purchase of two computers and the technical assistance to network and set them up. If more funding is needed, it may be shifted from the other information systems budget line ( website) or Miscellaneous. 11 Office. $15,000. Adding another 1.3 staff people to the current office space will require a more efficient office plan and equipment. It is anticipated that at least half of this amount is a one -time expense associated with the restructuring (e.g. desks, etc.). However, office costs will increase as higher costs are associated with additional staff (e.g. telephone, postage, copies). 12 Insurance. Add workers comp for an additional staff person. 13 Maintenance — Lambert Lake. Our pipe and weir need maintenance, particularly cleaning the grate, on a regular schedule. Grass & Rice Lake weir structures are additional line items. Whitaker weir & pond. The budget proposes to address a long standing problem of Whitaker pond and weir. The $5000 would be the watershed contribution, to be used with the other partners (2 communities and Ramsey Co.) toward a dredging operation of the pond. 14. Administration — Administrator. $60,000. This represents a slight increase from the 2005 budget ($54,017), but incorporates employer contributions for the FICA & PERA costs. It also brings it closer to being in line with other metro administrators. While none of these job classes fit exactly, salary survey commissioned by several watershed districts in July 2004 found a Dir. of operations/ Asst. manager had a mean salary of $61,196 for suburbs under 10,000 and $72,944 for those over 10,000 in the twin cities. The mean salary for state hydrologists ranges from $57,316 to $78,780. At this time VLAWMO provides two weeks vacation (no graduated scale) and two weeks sick leave (non - accumulating) but no other health benefits. 15 Administration — summer intern. $10,000. This person will aid the monitoring and assessment efforts, particularly if we can secure a student with GIS background. 16. Administration - Water Resources technician. $45,000. This staff person is a staple of watershed work and the backbone of our expanded scope. They should be able to assist with updating the inventory, converting the old database to the statewide system, work with the various monitoring programs, work with some of the WCA needs, source water protection efforts and the impaired waters goal setting as well as assist with consistent stormwater management across the watershed. They will also work with hired consultants on a wide scope of watershed programs. 17. Training. This is for staff or board members. More staff would mean more training. 18 Misc. & Contingency. $11,800. This figure is larger than normal to accommodate the expense of our `growing pains.' Additional funding may be needed for legal advice, office equipment or for the Water Plan update for instance. 19. Water Plan. $75,000. We have collected about $35,000 over the last two years toward this effort; so our total budget is $110,000. With the reinstitution of the Joint Powers Agreement, we are in the position of needing to fast -track our Water Plan update. This allows additional resource to be spent on consultant help with portions of this major project. To give you some context, this total of $110,000 assessed over 2004 — 2006 is still small compared to Grass Lake WMO (around $150k, about 4 years ago) and RWMWD current effort costing about $100K with much being done in -house by staff. We also would be doing much in- house. 20. INCOME — Fees for Service. This assumes reviewing our fee structure and roughly doubling our income in this category. WCA applications have dropped significantly, with much of our WCA activity being enforcement. 21. WCA Sub -grant — This has gone down, as has most local government aid. 22. Assessments. This would be assessments to our membership, assuming of course, a new or extended JPA. If levy authority is gained through some process, that would remove this from the community general budget. HOWEVER, ALL OF OUR COMMUNITIES MAY WANT TO CHECK THEIR LOCAL WATER PLAN, AS THEY MAY ALREADY HAVE THE ABILITY TO LEVY FOR THE WATERSHED AREA WITHIN VI.AWMO. WS -3 WORK SESSION MEMORANDUM To: Mayor and City Council From: James E. Studenski Date: August 17, 2005 Re: Work Session Item 3 — Lakeview Drive Utility Extension Background The City has verified a petition (attached) from the Lakeview Drive residents requesting the extension of City utilities along Lakeview Drive. This petition resulted in 42% support of the project. Attached is a map of the Lakeview Drive area, which shows lots that signed the petition. This information was presented at the July 20th Work Session. The area of the petition is defined as Low Density Unsewered Residential. It is in the Stage 1 Growth Area; however, it is outside of the MUSA boundary. The street reconstruction is not scheduled in the current 5 -year plan. This area is identified as a future sanitary sewer trunk line extension. The next step is to order the preparation of a report on sanitary sewer and water service. A copy of the petition and a sketch of the project area are attached. The study will cover Lakeview Drive from Elm Street to North Road. The study will address, on a preliminary basis, design, cost, assessment, schedule, and other issues as they relate to providing City utility service to this area. Surveys and soil borings will be performed to assist in preparation of the report. The cost of the Feasibility Study will not exceed $45,000. Funding of the study must be determined. Requested Council Direction Staff is requesting direction from the City Council as to the next step that staff should take in response to the utility extension. Items that must be addressed by the City Council include; study funding, comprehensive plan, MUSA, street reconstruction schedule, funding of trunk improvements, and assessments of the street portion of the project. Page 1 7200 71OOE 107TH AVE 106111 AVE 7000 6900 6800 IN OM NM MR 111111 mai maw IN 111v 11Pfr • 05511 0514 anw Mien Asa ■. .Nam 1.,..7.1111SAMMUI mei unsung 1II!L.,1111 111111111 ti. NORTH RD Lakeview Drive Utility Petition Elm Street to North Road Sewer and Water Extension July 14, 2005 Petition to City of Lino Lakes 1 June 2005 2 7- 2,,o5- PRefeArre0 cP',, 6;;;' qJ Ai- PA WL-771 iVes 0 c) This is a petition for a request to the City of Lino Lakes to extend city sewer and water for residents on Lakeview Drive from Elm Street to North Road. 73-'())N 1 5 r Address 77/7 10 -t (Ao Lnalvietv tD- Ler cie(,-, 0,11.4 Phone # 6S) -)SO) 57 - 7i-?5Q/ 7i30? Do, 66i- 7ST AJ 114 g LaRev/t;,,,ci Dr- t/- 66-z2_ ) ? L,M- I'v'- e_ bb--4( )62 fr 401\., -111 \-c6Ce■) K-_)Q:1\c' 171' (e...;..c ) rcre -s-y.2 I 7J (top) -- / _ /Y-.-Y -5j? z44(v,w ,414=. 2 .07 err-13,, 7Z)/‘ (463-4.ea-elz0 ±/- 7617- 770 -0 • 1)5/ — 7.4 St— /OF/ At,0 5cttLvvi) 4.A..±as. fir (4of 90/D eviett) 1 1;57- 755-85V-3 &avt A k 0/2-4„s)---no-ctio Py iA 1191/ AIMMP' riNCLC • A_IJ .411 44 J JA 672 (0 WO )NA reup •-() (0 ._)) -7r4 ( ( A b 4- La 4e,o,t ci) ID (0.51 (S6 4? f f7-1( LA k' V( E") PA7 q15-- ? d6,-S \ C._ci ) s J\Ac Cos.) ---776 -3 1 Petition to City of Lino Lakes 1 June 2005 This is a petition for a request to the City of Lino Lakes to extend city sewer and water for residents on Lakeview Drive from Elm Street to North Road. Name o ,rem; ;AV& ' /, /4 Address 621 8, 1 kv -t\9i P vt Phone # 6,51- Z4 q 2Y (- 22 Z r r K Petition to City of Lino Lakes 1 June 2005 This is a petition for a request to the City of Lino Lakes to extend city sewer and water for residents on Lakeview Drive from Elm Street to North Road. me Address (,A r-6 Maisk:p 141 /4' \ 4 - 1 / V . El=i: �f '2 o N • 6 57,) Phone # 65/ -1 F `J 3 -7 &sl - 70 5 -7 6 �7 W CvS! 18V-3/% �3L The City of Lino Lakes received a petition requesting the City to extend city sewer and water for residents on Lakeview Drive from Elm Street to North Road. I have verified the names of the property owners on the attached petition. Please see petition. ger, Deputy Clerk Date WS - 6 WORK SESSION STAFF REPORT Work Session Item No. 6 Date: Council Work Session August 17, 2005 To: City Council From: Gordon Heitke Re: Block Party Policies and Procedures Background A request was made at the last council meeting to place the issue of block parties on the work session agenda. Staff is in the process of reviewing the procedures and policies for block parties and will review some suggested changes and clarifications at the meeting for the purpose of minimizing late information and issues such as occurred at the last council meeting. Requested Council Direction Staff is seeking approval or recommended changes to the updated procedures and policies being completed for council review. 1 ws - 7 WORK SESSION STAFF REPORT Work Session Item No. 7 Date: Council Work Session August 17, 2005 To: City Council From: Gordon Heitke Re: YMCA Request for Temporary Office Background Two weeks ago I sent the attached memo to determine if anyone had questions or concerns about the YMCA request to establish a temporary office in the Lino Lakes Civic Complex. I received a concern and a request that Council discuss and decide this issue, therefore I have placed it on the agenda. Requested Council Direction Provide staff direction as to whether the YMCA can have a temporary office in the Lino Lakes Civic Complex and any additional conditions if a temporary office is approved. Attachments 1. Administrator Heitke memo, August 1, 2005 1 Memorandum Date: August 1, 2005 To: City Council From: Gordon Heitke Re: Temporary YMCA Office At the regular city council meeting of July 25, 2005, you were introduced to LaChelle Williams, the recently appointed Executive Director of the Lino Lakes YMCA. Since her appointment , the YMCA has been trying to arrange for a temporary office for her use until the YMCA is constructed. The YMCA inquired as to whether there was any vacant work stations in the administration portion of City Hall. Since there are no vacant stations, she has unsuccessfully sought other locations in Lino Lakes. Chief Pecchia has since offered space in the Police Department for her use, if the Council does not object. Attorney Hawkins has stated that a formal lease is not necessary. I do want to have a letter of understanding of conditions related to the YMCA having a temporary office with the Police Department in order to avoid any questions and problems in the future. For example, the letter will clarify that the YMCA will assume all costs of this temporary office related to phone, copying, etc. The YMCA is anxious to find out whether a temporary office space in the Police Department is possible. Since the City Attorney is indicating that there is no need for a formal agreement, staff is proposing to allow for the temporary office, subject to conditions set forth in a letter. Please let me know by Friday if you have any concerns about letting the YMCA have a temporary office in the Police Department. If no one has any objections, staff will allow the YMCA to begin moving in some furniture and equipment.