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HomeMy WebLinkAbout11/15/1982 P&Z Minutesci :l Council • November 15, 1982 The Special Meeting of the Lino Lakes City Council was called to order at 7:07 P.M. by Mayor Benson with Council Members Elsenpeter, Marier, Reinert. Absent: Kulaszewicz. 111 Members of the Planning and Zoning present; Doocy, Goldade, Klaus, Juleen, Johnson, Prokop, and McLean. Mr. Schumacher, Mr. Kluegel, and Mrs. Sarner were also present. This meeting had been called for the purpose of discussion the lack of communications felt by the Planning and Zoning Board. Mr.Johnson stated that the Planning and Zoning has some complaints of the ways things are handled and would like_to iron them out. He felt that the efforts of the Planning and Zoning Board is not under- stood by the Council. Mr. Johnson said the minutes of the Planning and Zoning Board meetings are too brief and do not reflect the time spent discussing some of these items that appear on the Planning and Zoning Agenda. • • Mr. Johnson also noted that they have been receiving their minutes late (Clerk's Note: Only one set of minutes has been late) and that they are now receiving minutes with blanks spaces for names to be inserted (Clerk's Note: Only one set of minutes has been sent out in this manner). Mr. Johnson said there is no liaison activity between the Council and the Planning and Zoning Board. He felt someone should be appointed to relay the messages from the Planning and Zoning Board to the Council as to their actions and the reasons for those actions. He also felt that there was a lack of communications between the City Administrator and the Building Offical - that they are dealing with two different people. Mr. Johnson also felt the Planning and Zoning Board is spending too much time on matter that should be handled administratively. He pointed out the Nathe problem and the matter of the garage with the wrong set back as examples and to include a house with square footage that does not conform. Mr. Johnson noted that these thoughts are the consensus of the Planning and Zoning Board not necessarily of any one person. The Planning and Zoning Board would request the following: 1) they want a secretary to back up the tapes 2) they want Mr. Schumacher at all meeting as liaison to the Council. Mr. Prokop said they are making sure the direction of the Planning and Zoning to the Council is reported accurately. Mr. Johnson noted that he felt they have a good Planning and Zoning Board who are volunteers and give of their time; He also reminded the Council that just a few years ago the Council could not find ?f Page Two people willing to serve on the Planning and Zoning Board. Mayor Benson felt the main thought he got from the Board was they felt there is a lack of communications and the Board felt the motions were not complete. He asked if they were using the forms and he was told they haven't seen the forms. Mr. Johnson felt the consversation of the Planning and Zoning Board on the various items should be transcribe in total. He said the manner in which the 49' Club washandled made it look as if they did not spend over ten minutes on the matter and, in fact there was a lot of time spent discussing that problem. Mayor Benson asked if there was a problem with a member of the staff taking minutes other than cost? Mr. Reinert asked to speak to some of the items listed by Mr. Johnson. One of Mr. Johnson's complaints were that the minutes were not com- plete - not being recoreded properly. Mr. Reinert suggested that if this is happening, perhaps the meeting is not being conducted pro- perly. Mr. Reinert suggested that Mr. Kluegel spend some time with the transcriber to fill in the blanks. Mr. Reinert pointed out that the most important item is that the motions reflect the action taken from the discussion. It is not the intent of minutes to record everything that is said. He also pointed out that if the mikes are used properly the tape is sufficient. Mr. Juleen felt the minutes should be transcribed verbatim - specifi- cally the Nathe and Henriksen appearances. He felt the minutes of those items was misconstrued. Mayor Benson disagreed. Mr. Prokop said there had been a number of mistakes made in tthe past few months - there is a need for a personal form of communications between the Planning and Zoning and the Council someone to act as a spokesman. Mr. Johnson asked why they could not have an active liaison to the Council? Mr. Reinert said he would not steer or tell the Planning and Zoning how to go. Also, he may take a bias report to the Council. He felt the Planning and Zoning should function as a citizen's committee and, even though he is present at the meetings. he would not enter into the discussion of the Planning and Zoning Board. He said he would try to attend the meetings but will not present a biased view to the Council. He felt the minutes and Mr. Kluegel was sufficient to present the Planning and Zoning actions to the Council. Mr. McLean felt that Mr. Schumacher should attend the meetings doesn't he present the motions to the Council? Mr. Schumacher said, No, the motions are presented by Mr. Kluegel and the forms are filled out and put in the Council packets. `r�cc al Council .._,.ting November 15, 1982 Page Three Mr. Johnson said the Planning and Zoning Board had not seen the forms. Mr. Schumacher said the forms have been used for the past four months. Was he getting the forms confused with the envelopes? These are at the printers. Mr. Johnson insisted that a secretary to take minutes is necessary to back up the tape. Mr. Marier suggested having a person at the next two meeting and see how that works out and also to see that Mr. Johnson has a copy of the fo•rrn used. Mayor Benson said it sounded like a lot of little things - nothing major that has been aired here tonight. He felt there is &need to use the mikes properly and to indicate who's speaking, Sue Coleman will attend the next two meeting, as for the liaison, there will be Mr. Kluegel and /€ Mr. Schumacher and occasionally a Cpuncil member. If the Planning and Zoning feels they would prefer to send one of their members to the Council, that does not present any problem. Try these things for a couple of months - if there is no improvement, then another meeting can be called. Mr. Johnson repeated that the consensus of the Planning and Zoning Board was that their messages are not being conveyed properly and they are not being understood. Mayor Benson asked if they wished a liaison for the Task Force also and Mr. Johnson said, No, he would like to keep that a separate committee. Mrs. Klaus said if there is no one from staff present at the Planning and Zoning Meetings, then the Board must rely on one person's interpretation of the tapes. Mr. Reinert suggested that the minutes be rough drafted from the tapes and then ask Mr. Kluegel for confirmation of the actions. He asked Mr. Kluegel to jot dove a few of the important items at the meetings. This could insure more accrucy in the minutes. Mr.Johnson insisted that he would rather have some one there taking the minutes. Mayor Benson felt the Council has a good idea of the problems they are concerned about. Mr. Schumacher was directed to follow through on the secretary to take minutes. He also noted that the standard procedure in the office is to get the minutes out as soon as possible for their comment. Mayor Benson thanked them for their attendance and the work they are doing. 411A recess was called at this point in the meeting. -1982 Page Four The meeting was reconvened and Mr. Schumacher reported on the audit proposals. Mr. Reinert had called this date to give Mr. Schumacher his input. Mr. Schumacher reported that he had talked with the League and their recommendations is that once a selection is made, the City should stay with that firm for about six years. The City has been with Anfinson for six years and with the recent loss of Mr. Gary Groueno there is no one left at that firm, with the exception of Mr. Anfinson, who has worked on the City records during an audit.. Mr. Grouen is now with Abdo, Abdo Eick and has an office in Richfield and has presented the low bid for one year. It was pointed out that the bid is different for 1983 and 1984. It was pointed out that most of the other firms presented their bids in the same manner. Mr. Schumacher pointed out an important item is the content of the audit. Mr. Reinert agreed. This is starting all over. He felt all the proposals were good and in a couple of cases, there were some very good suggestions, but he felt the firm of DeLaHunt offered the most to the City. He felt the City would get more for their money from this firm. Mr. Schumacher agreed they had more experience. Mr. Marier said that's the point - they are Auditors. Mr. Reinert moved to engage the firm of DeLaHunt Voto Company for the 1982 audit with the declared intent of this Council to retain this firm for three years. Seconded by Mr. Marier. Motion carried unanimously. Mortgage Revenue Bonds Mr. Schumacher noted that a letter from Mr. Bill Hawkins had been received this date answering the Council's request for more infor- mation on these bonds. The Council took time to read the letter. Mr. Schumacher felt the letter summarized the law, noting that a public hearing must be held. There are five developers interested in this means of financing and are requesting 5/6 Million dollars. Mr. Marier asked who the developers were and Mr. Schumacher listed El Rehbein & Son, Glenn Rehbein, Ulmer's Const. Nelson Properties and Schilling Const. Mr. Marier asked if this involved any new plats and Mr. Karth said, No, this would be used on existing lots. Mr. Marier asked about money in escrow and Mr. Karth said the package pawn is paid for by the developers and they must also deposit a percentage on the bonds. Mr. Marier asked what percentage for each? is that part of the agreeement? Mr. Karth said, Yes, this is decided before the bonds are sold. MR. Marier asked what happens if one of the developers back out and Mr. Karth said the amount of money he had requested is not sold or esle one of the other developers picks up that amount. a1 r' + -ber 1.5, 1982` Page Five Mr. Reinert felt that there was not much detail as to the impact on a community in Mr. Haskin's letter. Mr. Schumacher introduced Mr. Dave Liddle of Dain Bosworth, who has worked on one of these plans for the City of Sauk Rapids. Mr. Liddle explained that a housing plan is required by the State, it is submitted to Metro Council for their review and approval, and some of the information that is needed such as the impact on schools, sewere, police, fire etc. The people eligable must be first time home buyers, must fall within a certain income bracket and the price of the•home must be within a certain price range. Mr. Reinert asked if the standards of the community as to the type and size of a home that can be constructed is affected and Mr. Liddle said, No, as long as the price range is met. Mr. Reinert asked Mr. Karth the cost per square foot of home construct- ion and Mr. Karth said the 960 square foot split entry in Shenandoah II are selling for $66,900.00 and that a sewered lot. Mayor Benson asked if the income restrictions are related to the type of home that could be purchased? must it be a single family home or could it be an apartment or some other type of housing? Mr. Liddle said yes, there is no distinction as to the type of home. Mrs. Elsenpeter asked who makes the decision as to what percentage is used for new homes or used housing? Mr. Liddle said the City makes that decision. It would appear that this City is more interest- ed in new housing. Mr. Kulaszewicz noted that this is the positive side of this program, what is the negative part? Mr. Liddle said the negative side is that the program must be completed by Jan. 2, 1983. The staff must commit time to complete this program. He also told the Council there is no charge for his services unless there are bonds sold. Mayor Benson asked when the program is completed, the homes are sold, are the bonds retired? Mr. Liddle explained that the paym nts_on__the mortgages are used to retire the bonds. If there is bond money not used, this money is also used to retire the bonds. Mrs. Elsenpeter moved to adopt Resolution 82 -22 setting a public . hearing for December 20, 1982 at 7:30 P.M.. Seconded by Mr. Kulaszewicz. Mr. Reinert asked for more information on the housing plan that is referred to in 462C. He also asked the estimated cost of the plan and Mr. Schumacher said Mr. Short extimated the cost between 2/3 thousand dollars. He also asked to have this in writing. Motion carried. • No.c-mber 15, 1982 Page Six Mr. Schumacher requested authorization from the Council to work with Mr. Liddle and Mr. Short on this program. Mrs. Elsenpeter moved to grant this authorization. Seconded by Mr. Marier. Motion carried unanimously. Mr. Kulaszewicz moved to adjourn at 9:00 P.M. Seconded by Mr. Marier. Motion carried unanimously. • •