HomeMy WebLinkAbout05-27-2014 Council Work Session MinutesCITY COUNCIL WORK SESSION
APPROVED
DATE
TIME STARTED
TIME ENDED
MEMBERS PRESENT
MEMBERS ABSENT
CITY OF LINO LAKES
MINUTES
May 27, 2014
: May27,2014
. 5:35 p.m.
. 6:35 p.m.
: Council Member Stoesz, Kusterman,
Rafferty, Roeser and Mayor Reinert
: None
Staff members present: City Administrator Jeff Karlson; Public Safety Director John
Swenson; Community Development Director Michael Grochala; City Clerk Julie Bartell
1. Review Regular Agenda-
3A) Consideration of Springsted's Fire Department Analysis- City Administrator
Karlson noted that Consultants Dave Unmacht, Matt Stark and Pat Simpson were present
at the meeting by speakerphone.
Mr. Unmacht provided a high level overview of the material in his report that is entitled
City of Lino Lakes Fire Department Analysis He identified the five specific components
of the scope of services related to the report. Also noted was the study process used to
complete the report. He then reviewed the options included in the report as well as the
provisions of each. Considerations for moving forward with one of the options are also
included in the report. There is information included that confirms the understanding
going into the study that another fire station is needed and should be built — and that
would be true regardless of a split from the Centennial Fire District (CFD). He noted that
there are some assumptions included because some information, such as what equipment
will be needed, is not yet available. The report identifies the importance of volunteer
recruitment and training. The report is intended to assist the council as it proceeds with
policy discussion on plans for fire services in the city.
Mayor Reinert noted that there are a couple of things not included in the report. The
council did request options on where the new station could be located. The report
includes one such option that will never make sense and that is locating the station at the
"S" curve on Birch. No included in the report is an option to locate it on 12th or Birch
and Centerville — two maps that he'd like to see. Looking at response time from Birch
and Centerville, it is arguable under that scenario that Lino Lakes would have better
service with two stations than with the three current and could build on land the city
already owns. The mayor also clarified that the report contains assumptions on
equipment costs at a level that would never be necessary but he understands that the
consultants used a number that represents "starting from scratch ". The 68% of current
equipment that Lino Lakes will get from the CFD isn't identified as yet and the number of
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CITY COUNCIL WORK SESSION May 27, 2014
APPROVED
45 new firefighters needing new equipment doesn't take into consideration personnel that
46 join who already have equipment.
47
48 Council Member Roeser suggested that the cost of staying with the CFD and adding a
49 new station actually could have resulted in the higher costs. He also noted that there will
50 be savings also when the city can stop subsidizing the other cities in CFD and as well
51 there is the possibility of utilizing land that the city already owns for a new station. If a
52 new station were to locate on the city land, that is being looked at as well for ball fields so
53 it would be beneficial to have a fire station and perhaps a police substation near the
54 athletic facilities. The mayor added that the new station proposed in the report would be
55 larger than originally anticipated and therefore has the potential for community meeting
56 space. Regarding the costs of a fire department, the day to day costs would not go up not
57 considering the bonding for a new station which would have been necessary at any rate.
58
59 Council Kusterman asked if the options are presented in order of the consultant's
60 recommendation and the response was that there was no priority presented.
61
62 (Dave Unmacht was excused from the conversation due to another commitment.)
63
64 Administrator Karlson noted that a two -year window for implementation exists (from
65 January 2014) and that means that the council will have to move soon on its decisions.
66 Mr. Karlson reviewed the next steps that would begin implementation of the council's
67 preferred option.
68
69 The council discussed recruitment ideas. The mayor noted that there may be an option to
70 offer a five year vesting period for pensions as compared to the current ten. Council
71 Member Stoesz suggested keeping an open mind about incentives that could draw
72 personnel.
73
74 The council discussed the structure of the firefighter pension program. Those pensions
75 aren't necessarily portable from one fire department to another but that's a change being
76 explored. The mayor noted that, based on what he's heard from the other cities, a
77 legislative change doesn't appear to be on the horizon; this city will put forward a good
78 and sustainable pension option he is certain. Administrator Karlson noted that Springsted
79 will be providing additional information on pension options. It was clarified that pension
80 funds are invested by the State Investment Board.
81
82 The council discussed the action they will consider at this point. Administrator Karlson
83 explained that the council should consider moving forward on one of the two preferred
84 options since time is important and there is a two -year deadline. Mayor Reinert said he
85 is leaning toward the Public Safety Department model — he likes the possibility of
86 administrative savings — but there is a right and wrong way to do that. Council Member
87 Rafferty suggested that he'd like more time to study the report; he'd be okay with
88 accepting the report as an action. Administrator Karlson remarked that staff is at a point
89 where it's important to know the council's decision on the type of department; staff's
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CITY COUNCIL WORK SESSION May 27, 2014
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90 recommendation is the Public Safety Department. Mayor Reinert suggested that, if more
91 time is needed, the council could hold a special council meeting on June 2 when there is
92 already a work session scheduled. Tonight's action could still be to accept the report and
93 acknowledge that the city will be moving forward on a separate department. Police
94 Chief Swenson noted that time is of the essence especially as it concerns the need to
95 begin recruiting firefighters.
96
97 The council concurred that they would recess this work session and reconvene after the
98 regular council meeting.
99
100 The meeting was recessed at 6:35 p.m.
101
102 The meeting reconvened at 7:40 p.m. All members of the council were present.
103
104 Police Chief Swenson returned to discussion of the report, noting the pros and cons of the
105 two models — standalone fire department or public safety department model. Even with
106 the public safety department there are examples in other cities indicating different
107 models. He supports a model separating the police and fire personnel in that police, when
108 on duty, do not perform fire fighter duties. The police department does not have enough
109 personnel to sustain that model. In order to move forward with recruiting and other
110 pressing elements, the council needs to identify the model that should proceed so that
111 leadership and articulation of the plan can proceed. Recruitment is an important element
112 and having a clear plan will assist in that effort as well.
113
114 Council Members weighed in on the options:
115
116 Mayor Reinert noted that, through the review process and with the assistance of
117 infounation from Chief Swenson, he is seeing the public safety department model
118 as the way to go for this city. On the matter of moving forward, it's clear from
119 the expert assistance that the city will be able to do this project and now the drill
120 down to get a department in place must begin. He has heard from a number of
121 firefighters who support the effort and are open to recruitment.
122
123 Council Member Roeser said he likes the idea of having central administration, as
124 provided by a public safety department model. He'd also like to see work begin
125 on service agreements anticipated with other fire departments in the area, as he
126 knows that will be necessary. How the city establishes the pension plan for the
127 department will be an important element for recruitment.
128
129 - Council Member Kusterman asked how the city will establish a plan to get
130 recruits trained. Chief Swenson explained the means available to recruit trained
131 personnel as well as training options that will be explored. Chief Swenson added
132 that an important element is having leadership identified and in place so plans can
133 move ahead under that person's guidance. Council Member Kusterman likes the
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134 idea of a public safety department because it allows the city to "hit the ground
135 running" more so than other options.
136
137 Council Member Stoesz wondered if there is a possibility of a fire district again in
138 the future and Police Chief Swenson indicated that wouldn't be a discussion he'd
139 enter at this time. Council Member Stoesz asked about how properties bordering
140 or outside the city borders are handled under mutual aid and Chief Swenson
141 explained that mutual aid and auto agreements are status quo and will be a part of
142 any department and are something that will begin to be established as soon as
143 possible.
144
145 Council Member Rafferty noted that just the changes at CFD will decrease the
146 number of firefighters needed there.
147
148 Current firefighters in the audience offered comments on the public safety department
149 model, the need to keep roles of police and firefighters separate, the importance of the
150 pension issues to current personnel (not losing pension benefits), and the importance of
151 recruiting some trained personnel,
152
153 Administrator Karlson noted that there will be an actuarial done so that personnel can see
154 exactly how individual pensions will look.
155
156 The council discussed how to move forward. Chief Swenson suggested that the public
157 safety department or standalone fire department are the two options he sees.
158
159 Council Member Rafferty expressed that he'd prefer to have more time to review the
160 report. Since the council only gives direction at work session, the council would act at a
161 council meeting to authorize steps forward.
162
163 On architectural services for a new station, Community Development Director Grochala
164 noted that he plans to send out the request for qualifications to eight firms just to receive
165 information on possibilities; hiring for the project would be subject to a council vote in
166 future.
167
168 The mayor announced that he is hearing concurrence on accepting the report, having a
169 fire department, having a new fire station, and establishing it though a department of
170 public safety. So staff is directed to move in that direction. The council can set a special
171 meeting to precede the work session on June 2 to take a vote on formal directions.
172 Council Member Roeser said he wants to ensure that communications on what is
173 occurring is fully open with the CFD personnel. Chief Swenson said he will be
174 providing status updates to that personnel as well as implementing a recruitment plan as
175 soon as possible.
176
177 2. Street Reconstruction Plan Update — Community Development Director
178 Grochala distributed a map and recalled that the council has previously discussed this
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179 plan and setting the stage for the issuance of street reconstruction bonds for a project in
180 the beginning of 2015. The draft the council has seen had five phases of projects totaling
181 about $15 million. Staff has worked with Springsted on phasing and is now
182 recommending a 2015 and 2019 project as the first phase. The consultants are drafting
183 the Street Reconstruction Plan itself. As indicated on the map distributed, Phase 1 would
184 be the Shennandoah area. He explained the steps required under state statute to proceed
185 with a street reconstruction program. The next step for the city is to call a public hearing
186 with proper notice and staff is prepared to move on that element. He explained the bond
187 analysis that has occurred and anticipated yearly debt service that would occur above and
188 beyond the city's current budget commitment to street reconstruction. There is a petition
189 for referendum period of thirty days allowed under statute and the current schedule would
190 allow for a ballot question if indeed that was petitioned for.
191
192 Council Member Kusterman noted that the plan should be fair as far as project locations
193 within the city — not all projects in the same area. Staff pointed out that the map doesn't
194 show the whole story such as consideration of street overlay projects. The mayor would
195 like to see a map that shows overlays over the past years also.
196
197 The council concurred to call the public hearing after which they will consider this plan;
198 staff was directed to publish proper notice.
199
200 These minutes were considered, corrected and approved at the regular Council meeting held on
201 June 9, 2014.
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206 Juli
207
e Bartell, City)Clerk
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