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HomeMy WebLinkAbout11/03/1988 Council Minutes048 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 Mayor Benson called to order a special meeting of the Lino Lakes City Council at 4:12 P.M., Thursday, November 3, 1988. Council Members present: Neal, Bisel, Bohjanen, Reinert. Council Members absent: none. Police Chief, Dean Campbell; Fire Chief, Archie Gay; Fire District Chairman, Bill Bruen; Public Works Director, Don Volk; Accountant, Paula Romocky; Administrator, Randy Schumacher and Clerk - Treasurer Marilyn Anderson were also present. Mayor Benson explained the purpose of this special meeting was to consider acquisition of computer hardware for Administration and Police Departments, Review of the 1989 Operating Budget and the 2nd Avenue Sewer and Water Improvement Project. REVIEW OF THE 1989 OPERATING BUDGET Mr. Schumacher and Mrs. Romocky prepared and sent to the Council a preliminary 1989 Budget. Mr. Schumacher reviewed the Budget for the Council: Administration - One additional staff member, $19,000 including benefits, Government Buildings- Police /Fire Station, $28,000 first year (1989) payment. Mr. Schumacher has put together a 15 year payment program for this facility. He ex- plained that the current Lino Lakes fire station is a temporary facility and proposes to purchase the three lots south of this facility to build this complex. Schedule B included with the preliminary budget indicates what the payment schedule could look like. PAGE 1 There was discussion regarding using the site at City Hall for a new fire/ police complex. Mr. Schumacher ex- plained that updating the current buildings will not adequately serve the needs of the future. Also this could compromise fire response time although Mr. Bruen said this was not 1 1 1 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 a critical concern. Mayor Benson asked if separating the Administration facility from the Police facility would compromise the computer opera- tions. Mr. Schumacher explained the proposed Administration computer system would be entirely separate fron the Police system. There was additional discussion re- garding the possible construction of a Public Works building. This would leave additional space for an expand- ing Administration Department. There was discussion regarding selling some of the property at the City Hall site to help finance a possible Fire /Police building. City Hall Sign - Mr. Schumacher ex- plained that there is no identify- ing sign at City Hall and a lighted changeable sign would cost about $10,000. There was discussion about a programmable sign which would cost approximately $50,000.00. Blue Print Machine, $1,800.00 - This is needed to reproduce blueprints and the sale of blueprints will help pay for the machine. Fueling Station - Mr. Volk explained that one gas pump is leaking and parts are no longer available. In addition new legislation regarding underground dispensing units stipulates that dis- pensing units cannot be located within 30 feet of an occupied building and City Hall will be required to abide by the new law. Mayor Benson asked about relocating the station if City Hall is expanded north. Mr. Volk explained all but the ten foot island can be moved. Police Department - One new squad, $13,000, Community Service Officer (CSO) $5,000, Crime PAGE 2 049 SPECIAL COUNCIL MEETING Fire Department Civil Defense Parks Department PAGE 3 NOVEMBER 3, 1988 Prevention Officer, $1,500, Alco Sensors, $1,000 and maintenance of the canine unit, $600. Chief Campbell explained the need for a CSO for animal control, ordinance violations and nuisance types of complaints. He suggested a CSO program for six months with a review of the program at that time. At this time these types of concerns are not receiving justice. Chief Campbell explained that he would assign the duties to one of his current officers. This person will have to be certified with the computer system and will assume responsibilities over and above the duties outlined in the Police Con- tract. Alco Sensors (alcohol breath analyzers) is another item needed by by the Department. The two units owned by the Department are over fifteen years old and at this time only one is operational. These two are portable units and cannot be used for evidence. - There is a proposed 17% increase in the proposed Fire Department budget. The new equipment to be purchased would cost $92,000 and this amount would be incorporated into the equip- ment certificate. - One siren $13,000. Two sirens have been delivered and will be installed soon. The proposeddthird siren will continue the program of placing sirens throughout the City. - $15,000 Park Development Fund, $11,000 brush chipper. There was discussion regarding contracting chipping ser- vices. Mr. Volk explained the problem involved with this process. He also explained that the County is consider - ing opening a site near the compost site, for yard_, waste and pruning waste. Mr. Volk also noted that a chipper 1 1 1 1 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 would be useful to take care of dis- ease tree problems. Citizens are re- questing assistance from the City with chipping problems. The $15,000 Park Development Fund is an investment from the City rather than just using developer's donations. Public Works Department - Equipment; loader $80,000 in the equipment certificate, street sweeper $85,000. Mr. Volk explained the need for this equipment. He felt time would be saved and repair costs nearly eliminated. There was discussion re- garding whether this equipment could be purchased with the state bid. Mr. Volk will check on this. Radios ($2800) are needed to replace the current radios which are nine or ten years old. Repairs and maintenance are exceeding the cost of replacement. Mr. Schumacher told the Council that their packets contained a list of items requested by various departments but not included in the budget. Also a summary of the equipment included in the certificate was included in the Council packet. The revenue portion of the 1989 preliminary budget was discussed. Mr. Schumacher explained each item. Mrs. Romocky gave revenue projections for 1988. Mayor Benson noted that the 1988 Public Works Department cash flow is far under budget. Mr. Volk explained that a major expense, saltsand has just been purchased. He also noted that the overlay program of $40,000 was not completed and the seal coat program came in under budget. There was discussion on the overlay program with Mr. Volk explaining his concern for overlaying large portions of streets where there are few residents. It was decided to discuss the definition of complete new streets verses overlay at the December 3, 1988 special meeting. Mr. Volk told the Council that if he were to complete the overlay program, it would cost approximately $200,000. He asked if the City should share these costs with the citizens? Mayor Benson reminded the Council that one objective was to bring all City streets up to a certain PAGE 4 051 052 r SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 standard and then implement a new program of cost sharing. Mr. Bisel said he still goes along with this idea. Chief Campbell explained that one item not included in the 1989 budget was an additional officer as recommended by the Task Force. He noted there are not always two cars on duty twenty four hours a day. He explained that some of the problems are becoming more violent and when there is only one car on duty and if that car must go to the jail, the City is without any service and must rely on mutual aid. Chief Campbell noted that it takes ten officers to provide two car, twenty four hour service. There was additional discussion regarding the cost of outfitting a new officer, field training time and the time of year when incidences of crime are higher. Mr. Volk explained that one item not included in the 1989 budget was his request for a shared Parks and Recreation Director. He noted that he has been working on this program for two years and the Park Board looks at this as a critical item. The school district is also involved in the program. Mr. Bruen told the Council that he asked the Fire Department Officers to come up with an initial operating budget. The initial budget was $321,612. He then met with the administrators of all three cities and the budget was reduced to $296,012. An agreement has been reached with the City of Circle Pines and Centerville will consider the budget this week. The Lino Lakes share of the proposed budget is $176,876. Mr. Bruen asked if the Council would split the difference between the request and what is in the 1989 budget. Mr. Schumacher explained the proposed Fire Department budget has a 17% increase. Other departments were increased minimally in comparison. There was additional discussion about the proposed Fire Department budget. Mr. Reinert asked for a line item budget for this department and Mr. Schumacher said he has received this and will provide a copy to the Council. Mr. Bruen told the Council he was concerned about the recent newspaper articles about dissolution of the Centennial Fire District. He said he understood that this Council's decisions should be based on the needs of Lino Lakes but it is having a negative effect and a decision is needed soon. Mr. Bisel explained he is concerned as to whether or not Lino Lakes has the best the Council can do for the citizens PAGE 5 1 1 1 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 of Lino Lakes. He is not demeaning the Fire Department but wants to know the long range effect on Lino Lakes. Mr. Schumacher explained the 1989 budget contains a request for one additional staff person. Mrs. Anderson has prepared a job description and a list of duties for this person and will give the Council a copy of this presentation. Consultants Budget - Mr. Bisel asked Mr. Schumacher to outline what expenditures are required by law and what expenditures are optional. He asked that this information be placed on the budget worksheet. Mr. Reinert asked Mr. Schumacher to provide a total expense figure for City Attorney and City Engineer. He said he is wondering with all the fees now being paid to consultants, how close is this City to having its own attorney or engineer. He suggested that possibly Lino Lakes and Centerville could share an attorney or engineer. Mr. Schumacher will do a survey to see at what level other cities hired in -house staff. Mayor Benson asked Mr. Schumacher to include the cost of supporting staff and equipment needed for the in -house person. Mr. Bisel asked how another police office would be funded. Mr. Neal asked how soon the new fire equipment could be ordered. It was explained not until the 1989 budget is adopted. Mr. Reinert suggested that the Police Department could recoup some costs by charging for some services to get some payback for the CSO officer. ACQUISITION OF COMPUTER HARDWARE FOR ADMINISTRATION AND POLICE DEPARTMENT Mr. Schumacher explained that he has received bids from AmeriData and Banyon Systems. AmeriData has the hardware bid for the State of Minnesota and Mr. Schumacher is recommending that the City accept their bid of $21,701.00 for Administration and $6,866.00 for the Police Department for a total of $28,567.00. Mr. Schumacher explained that if this bid is accepted, he will arrange to have the harware delivered to Banyon Systems who were previously awarded the software bid and they will install the system at a cost savings of $4,000.00 over AmeriData. The 1988 Budget contains $15,000.00 for the computer system and the balance of the cost will come from reserves. PAGE 6 G53 Q54 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 Mr. Reinert asked Chief Campbell how long will it take to get the computer on line after it is delivered. Chief Campbell said three to four frustrating months. Mr. Bisel moved to accept the expenditure of $28,587.00 for computer hardware and have the Administrator amend the 1988 Budget for the additional expense. Mr. Bohjanen seconded the motion. Motion carried unanimously. STATUS REPORT ON 2ND AVENUE SEWER AND WATER IMPROVEMENT PROJECT Mr. Stahlberg used the overhead projector and showed five alternative routes for utilities and the route for 2nd Avenue. Mr. Schumacher explained that he felt that it is imperative that the Council keep rolling on this improvement and this is a good opportunity for the Council to review the alternatives that were given to them at the last Council meeting. Mr. Stahlberg explained that the north end near the St. Joseph's Catholic Church should not be a problem as it appears to be a consensus of this Council that 2nd Avenue will dead end at Elm Street and utilities will be extended across along side the cemetary to near the freeway. When land is developed north of Elm Street a cul -de -sac can be extended from 4th Avenue to serve that area. Mr. Stahlberg has had contact with some people at the Church and they have said that they will negotiate an easement for utilities if the City does not put in the street. Mayor Benson asked the Council if this is what the Council is interested in doing. Mr. Bohjanen said he felt this would relieve several problems. Mr. Stahlberg explained this would eliminate objections from the Fenno's, Smith's and Thoney's. Mr. Bisel said that the utilities would be going by open spaces that can never be hooked up and this could make the utilities more costly for *the users. Mr. Stahlberg said he would proceed with this plan. Mr. Stahlberg outlined each of the alternatives in his letter dated October 19, 1988. Mr. Stahlberg gave the Council a letter from Braun Engineering and Testing which outlines how to build in wetlands. This process requires a great deal of geotectonic monitoring. Mr. Reinert asked if the fact that the water is lower than normal is factored into the process. He asked what happens when the water PAGE 7 1 1 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 table rises again? Mr. Stahlberg explained that in this area the water table is still near normal. There was discussion regarding the third alternative which is realigning 2nd Avenue as proposed in the feasiblity study. Discussion of buying the affected property and installing the street and utilites was held. There was a suggestion that the property can then be resold to recoup some of the costs. The current property owner would have the first option to repurchase the property. The current property owner can also decide to accept damages rather than sell his property to the City. Mr. Hawkins has indicated that appraisals can be completed in the next two or three weeks. Mr. Reinert felt that maybe buying and selling back the property was the best route. Mr. Schumacher said this may be a good public relations move. Mayor Benson asked if the property on the opposite side of 2nd Avenue from the homes is resaleable. Mr. Stahlberg said no and in addition this property would be needed for storm water storage. Mr. Bisel said this proposal makes a lot of sense. There was further discussion regarding the fifth alternative. Mr. Stahlberg explained the disadvantages of this alternative and said a lot of time was spent putting together this package and it still does not get the facilities to where they should be. Mr. Bisel said he did not like alternative No. 1 because it would separate the utilities. Mr. Stahlberg said that basically what he is hearing is that the properties should be appraised and then negotiate with the six or seven landowners. Also allow them the opportunity to get their own appraisers and if an agreement cannot be reached then follow the condemnation route. Mr. Bisel suggested that Mr. Schumacher should first meet with the homeowners to tell them what the Council is considering. Mr. Schumacher told the Council that they may not get 100% participation in this plan from the homeowners. Mr. Reinert said he hoped that they would go along with the majority. Mayor Benson asked the Council to direct the City Administrator to contact each individual homeowner and tell them that the Council is requesting an appraisal of their property and when this appraisal is completed the Council will meet with them to discuss the purchase of their PAGE 8 056 SPECIAL COUNCIL MEETING NOVEMBER 3, 1988 property. If they agree with the appraisal, purchase of the property by the City will proceed. If they feel the appraisal is not appropriate, they can have another appraisal and the City will allow up to $300 for this purpose. Mr. Bisel moved to take the steps outlined by Mayor Benson and encourage the homeowners to use their own appraisers and allow them up to $300 for appraiser services and to check this procedure with Mr. Hawkins. In addition let the homeowners know that the intent of the Council is to purchase their homes. Mr. Bohjanen seconded the motion. Mr. Neal said he did not like this plan. Mr. Bisel said the alternatives are not good. There was discussion regarding damages to adjoining property. Voting on the motion, motion carried with Mr. Neal voting no. Mr. Stahlberg said he would notify the DNR to start processing the original permit application. Mr. Bisel moved to adjourn at 7:15 P.M. Mr. Neal seconded the motion. Aye. These minutes were considered and approved at a regular council meeting on November 14th 1988. MARILY i G. ANDERSON Clerk- Treasurer 411P Air :EN.AMIN G. :ENSON Mayor