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HomeMy WebLinkAbout02/11/1989 Council Minutes21'8 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 Mayor Benson called a special meeting of the Lino Lakes City Council to order, Saturday, February 11, 1989 at 8:17 A. M. Council Members present: Neal, Bohjanen, Reinert, Bisel. Council Members absent: none. City Administrator, Randy Schumacher and Clerk- Treasurer Marilyn Anderson were also present. Mayor Benson explained the purpose of the meeting was to review goals and objectives of the City Administrator for 1989. Mr. Schumacher explained that at the December 27, 1988 work session he presented a draft Work Plan for 1989. He listed specific areas where he is spending a great deal of time and the purpose today is to add to the list and change some of the priorities. PUBLIC RELATIONS Mr. Reinert said the City is growing and there is more contact internally and sensed that there are some problems do to lack df.internal communication within the City. He outlined the problem on 2nd Avenue as an example of lack of communication between the staff and the City Engineer. He explained now that there will be two engineering firms, there is a greater need for good communications. He felt a system should be established in terms of accountability. Mr. Bisel said this policy should be in written form with notations of who is in charge.' He also said the Council should be aware of this policy. Mr. Bohjanen said in short, there must be better communications between consultants and staff. Mayor Benson said this document should also include who will notify the public. There was discussion on how a consultant gives out information to the public. Mr. Bisel said he felt the consultant should not speak for the City, instead a staff member should be giving out public information on behalf of the City. Mr. Bohjanen said this means there would be one source of information and the same information would be given out uniformily. Mayor Benson addressed item No. 1, "meet with local business men on a one to one basis ". He asked how this was going and Mr. Schumacher said this takes time. He did not make appointments in advance but just stopped in, introduced himself and talked about whatever issues the businessman wanted to talk about. Mr. Reinert asked if Mr. Schumacher found that sometimes the businessmen were not tuned into what is going on in the City in terms of the overall City plan? Mr. Schumacher said he tried to relate to them issues that may affect them personnally or professionally. Mr. Neal said he felt a newsletter is very important and `noted several other cities who prepare a newsletter and what items they addressed. Mr. Reinert said he sometimes visits 1 1 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 other cities who have prepared a brochure regarding the community containing such items as population figures, a map showing where the city is in relation to the metro area or county, staff members and other special things about the city. Usually a copy of this brochure is kept at the front desk for the public to pick up. Mr. Bisel noted that the Economic Developmen&Committee (EDC) is working on preparing a brochure for business prospects and one for the general public. Mayor Benson said this brochure does not have to be long and should be updated three or four times a year. He felt citizens looked forward to this type of an item being mailed to their homes. Mr. Reinert said he has heard that sometimes Mr. Schumacher could be a better listener. He suggested that Mr. Schumacher listen to his staff more to get a melding of their thoughts and ideas: Mr. Schumacher said he would like to spend more time with everyone but the time is not available. a 9 Mr. Neal said he was concerned about what the people on the different boards and commissions do. Their words and actions also ref 1ect on this City. He told the Council about an incident at a local restaurant and explained that this incident could have been avoided if the citizen had realized what board meeting he was attending. Mr. Neal suggested that name cards be purchased for each board or commission member and used at the Council table when that board or commission is meeting....,__,.He also. suggested that the name of the.board or commission-be-Posted outside of the door during the-meeting so that any citizen entering the reception area will know what group is meeting. Mr. Neal explained that the Council is getting the blame for something that a Planning and Zoning Board member said some time ago. This could be avoided. Mr. Bisel said he had asked for name cards some time ago. Mr. Schumacher said he was waiting until all of the appointments have been made so that he can purchase them all at one time. Mayor Benson asked that Mr. Schumacher put time tables on some of the items just discussed. CABLE T V AND MUNICIPAL ACCESS CHANNEL Mr. Neal said he thought it would be a good idea to go to the area high schools and see if there are one or two students available to televise certain events such as meetings, areas of police work, areas of fire department work and park activities to promote the City or let the citizens know what is happening in their City. He further suggested taping a ride when the City streets are being plowed after a heavy snow storm or taping a little league game. Mr. Reinert asked what has happened to the access line for the local Cable T V station. Mr. Schumacher explained that all of the equipment is here at city hall and he is working 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 Schumachers schedule. He said it was important to let people know where he is and when he will return as well as letting them know why he is leaving. He said he keeps hearing .from the public that he is not available. If possible let the caller know where he is and when he will return. This will assure the public th.at he iS tending to business. Mr. Schumacher said he does leave messages with the receptionists but will remind them of the technique they should be using. Mayor Benson said he feels it is important that when he calls the staff know where Mr. Schumacher is. Mayor Benson asked Mr. Schumacher when he advertised for the new position and when he conducted interviews. Mr. Schumacher exlained that he has interviewed one person for the part time position and the ad has just been placed for the full time position. Mr. Schumacher explained that during January the staff probably lost a months working time due to illness. Mr. Neal suggested that flu shots be offered to the staff. He said this would cut absenteeism. Mr. Reinert felt this was a good idea but considering the feeling about personal rights, he felt there may not be a good response. Mayor Benson said a real key area is getting feedback from employees. This helps the morale situation. PARKS AND RECREATION Mr. Neal, told the Council that he has met with Mr. Dave Torkildson,- Anoka County Parks and was told that there is an advisory committee for the Regional Park. He asked that this advisory committe become active so that Lino Lakes would have better communications regarding the Regional Park. Mr. Schumacher noted that there has never been a meeting of the advisory committee. Mr. Reinert referred to the new policy regarding park dedication that was sent to the Council and returned to the Park Board. He noted that today trails are popular but felt that maybe they could become unpopular. Mr. Bisel said the Park Board should address this concern. Mr. Schumacher said the Park Board is looking at establishing an overall City wide trail system and looking at requiring developers to dedicate trails as well as blocks of land for parks. Also the Park Board is planning on doing additional surveys in the community. Mr. Bisel said the Park Board is a dedicated group of people who have good ideas and are also addressing some of the items brought out on the survey conducted last fall. Mayor Benson said he felt that some of the items listed under Parks and Recreation are vague such as item #2. There was discussion regarding promoting the Lino Lakes park system and Mr. Neal told the Council that he was at Bunker Prairie Park Center recently and noticed on the reception counter several 1 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 2 2 1 with Mr. Tester at Centennial School trying to get a student to operate the equipment. Mr. Bisel asked if the equipment was available to be loaned to other organizations and if there is a form for checking out this equipment. Mr. Schumacher said he is working on this and is also working on a method of determining who is responsible for the equipment if it is damaged. Mayor Benson said in the past there were different news items on the Lino Lakes access channel, but recently there has been nothing. Mr. Schumacher explained that this takes a lot of time and for a while the channel was down completely. Mr. Tesch is trying to get this back on a regular basis. Mayor Benson said he thought it would not take that much time and Mr. Bisel said he felt it was important that agendas be cable casted. Mayor Benson suggested that department heads input there own cable material. There was discussion regarding who can use the Lino Lakes access channel. Mr. Schumacher explained it is available only to non - profit organizations. i PERSONNEL Mr. Schumacher said that he will be adding item No. 11, IRS Rules Regarding Discrimination and Equal Benefits Available to all Employees. Mr. Reinert-asked-that time lines be added to item No. 1 and No. 2. Also item No. 7, No. 8 and No. 9 should be identified with time lines. Mr. Schumacher explained some of the difficulty with this in that union negotiations for instance do not come up on a regular basis. Mr. Bisel asked to add item t'o. 12, Employees Evaluate their Supervisor and Supervisors Evaluate their Department Head and Department Heads Evaluate the Adminstrator. He suggested a form be devised that would allow a periodic feedback to supervisory and department head personnel. This gives everyone a chance for feedback and gives the Council a better idea of what is going on with the staff. Mr. Reinert said that sometimes a supervisor or department head will be torn apart but this can be graphed to get a truer picture of what is happening or if the employee has an axe to grind this would also show if there is a problem. This only gives the employees a forum to express themselves and should improve communications or relationships. Mr. Bisel suggested that Mr. Schumacher and the department heads put together a form and submit it to the Council for their review. Mr. Reinert said that items_ on the form should relate only to supervising issues Mr."-Bisel- suggested that there is other help for compiling this evaluation form. Mayor Benson asked that a policy be established regarding Mr. 4 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 brochures from many cities in Anoka County promoting their park systems. He suggested that Lino Lakes have a brochure prepared and available in the city hall reception area. He also suggested that it could be an insert in the newsletter. Mr. Bisel said that parks could also be promoted on our cable access channel. He suggested taping activities in the parks and then highlighting one park a month. Mayor Benson asked that time tables be added to goals. POLICE DEPARTMENT Mr. Reinert asked for cleaner definitions on items #1 through #5. As it is here, there is no way of measuring accomplishments. Mr. Schumacher explained that this would he hard to do on some items such as item #3. This program will depend on how many hours the one officer with scale certification can spend on patrol during the period when weight restrictions are posted. Mayor Benson asked that more information be provided regarding the possibility of establishing a volunteer /reserve police force. He felt these officers would be needed during special events such as parades or as an example during the Winter Carnival snowmobile races through Lino Lakes. He also suggested that this unit could work with the Civil Defense. He suggested that the Police Advisory Board address this example. He also noted that if the special olympic games become a reality in Blaine and if Pheasant Ridge becomes a reality, Lino Lakes will have to be prepared for some type of an impact. Mayor Benson asked for further information regarding a reserve police force and asked how this could be tied into the Civil Defense Department. Mayor Benson asked that Crime Watch be extended throughout Lino Lakes and he asked that this be a goal or objective through Chief Campbell. FIRE DEPARTMENT Mayor Benson said before this is addressed in any detail, the Council will need to know if Lino Lakes is going to remain part of the Fire District and what is going to happen if Lino Lakes elects to be removed from the District. Mr. Neal said that if Lino Lakes decides to go with its own department, we will have to set goals such as determining how many firefighters are needed and establishing an eligibility list. Mr. Schumacher explained that Lino Lakes has been told that we do not have any firefighters and also has received heavy criticism for advertising for firefighters. - -Mayor Benson said that this just proves the point that Lino Lakes is interested in the Fire District and means business regarding -getting station No. 2 up and operational. Mr. Neal explained that he has addressed the issue of "overkill" for 1 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 medical.calls. Fire Chief Gay does not feel there is "overkill'. Mr. Des England from Centerville was concerned because he has heard that Lino Lakes employees who are firefighters cannot leave their job for ...a fire emergency unless they get permission from their department head. This matter was checked with Mr. Volk and is untrue. FUTURE BUILDING CONSTRUCTION Mayor Benson asked for more specifics in regard to what this City should do in terms of a public safety building and city hall. He noted that conceivably Lino Lakes could be looking at a new public works building, public safety building, city hall and maybe two or three fire stations. He also said timetables would be needed for each facility. Mr. Schumacher explained that is why there is an agenda item for Monday evening requesting authorization to prepare a request for proposals on a facility study. He explained that staff is,,not qualified to determine what is needed although staff can prepare a great deal of the information that will be needed for the study. He felt that staff can pull all the information together and give it to a planner for preparation of a final proposal to the Council. Mr. Reinert asked why Mr. Miller could not prepare this study. Mr. Schumacher explained that this is not Mr. Miller's field of expertise. Mr. Miller will be able to prepare much'of the field material needed for the study. Mr. Bohjanen noted that the County is looking for another place for a public library. He also noted that there is available funding for this. Mayor Benson explained that Lino Lakes may be looking at building a number of facilites in the next few years and Mr. Schumacher said he would like an expert to tell the Council the most cost effective way to go. ECONOMIC DEVELOPMENT COMMITTEE Mayor Benson asked that a time table be established for the Development Guide. Mr. Neal suggested that a telephone directory be established for Lino Lakes. He explained the difficulty of finding anyone in this City. Mr. Bisel said he would like to see something done with the zip codes. Mr. Reinert said that a representative is coming on Monday evening and this could be brought to his attention.: It was noted that a new post office is under construction in Circle Pines which would make if difficult for Lino Lakes to get their own post office. Mrs. Anderson explained that she has heard that the White Bear portion of the post office in Lino Lakes will be merged with Hugo and the Shoreview portion will f� 4 2 2 1989 WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 be merged with Circle Pines. If this happens, Lino Lakes will still have three post offices. Mr. Bisel explained that he has been attending the EDC meetings regularily and finds this group to be a fun group. They stay on course.and are'well organized and this may be due to their backgrokind in business. Mr. Schumacher was asked to be more specific regarding the items in this work area. FINANCE Mr. Schumacher noted that item #1 is complete but it will take additional time to get all of the programs up and running. Mr. Neal asked if payroll transfers would save time. Mrs. Anderson explained that this would have to be worked out with the local bank. Mayor Benson addressed the current budget process and asked that this process flow more smoothly and faster so that when the levy4is determined most items of the budget will be in place. He noted that when the levy was set last fall, it seemed that the Council did not have a good handle on the budget. Mr. Reinert asked that time frames be placed on the items in this work area. Mr. Bisel noted that.the Charter mandates a five year -plan on finances and this plan wasdue to be updated in 1988. Mr. Schumacher will check on this. He noted that 90°6 of the financial plan is a capital improvements plan and these are in place. MUNICIPAL OFFICE AUTOMATION Mr. Schumacher explained that all hardware and software has been delivered and training is complete. A security plan is still needed and there will also be some upgrading on software. Mr. Neal asked if there was protection if the power was suddenly interrupted. Mr. Schumacher explained that the hardware has memory. Mayor Benson referred to the "green summary" sheets attached to most Council agenda items. Mr. Schumacher said these would also be placed on the computer and used for other boards and commissions. Mayor Benson explained that all material must be completed and sent with the agenda. He referred to an incident at the Planning and Zoning Board where all the information was not forwarded to the Board. Mr. Schumacher explained that he has met with the City Engineer and the City Planner on this matter and outlines on how this will be upgraded are being prepared. Mr. Bisel asked if the requirements for permits, plat, 1989 WORK PLAN COUNCIL MEETING FEBRUARY 1), 1989 2 2 5 variances, etc. can be placed on the computer so that when someone arrives at the counter and asks for the directions on how to apply, the receptionist can go to the computer and get a print out of the requirements and the process. This can be done. Mr. Bisel asked if the ordinances can be put on computer. Mrs. Anderson explained that the ordinances have just been codified and placed on diskettes so that they can be loaded into our computer. It will not be placed on our hard drive. Mayor Benson asked for a weekly or bi- weekly update on some activites going on at city hall. This was discussed at a previous meeting. He also asked that there be better coordination of work at city hall. He felt time was being wasted. He noted that there was a lot of people spending a lot of hours in overtime or taking work home. Mr. Schumacher explained that there has been a lot of illness and this has added to the overtime. Mayor Benson noted that there seems to be a lot of time spent in meetings away from city hall. He asked Mr. Schumacher to note the meetings away from city hall, who attends these meetings, how much time is spent at these meetings and if they are worthwhile. Mr. Schumacher gave the example of Mr. Volk attending the meetings at the court house regarding waste abatement. He felt that Mr. Volk and other city representatives are being used as staff for this organization. Mr. Schumacher will prepare a report on meetings for the Council. Mayor Benson referred to quarterly joint meetings as outlined in the January 23, 1989 Mayor's Address to Council minutes. Mr. Schumacher said he assumed that there would be one at the end of the year as has been occuring for the past several years. Mr. Schumacher will set a schedule for these meetings. Mr. Bohjanen asked where the waste abatement program is at this time. Mr. Schumacher will get this information and send it to the Council. Mr. Schumacher said he would put together all the information discussed this morning in priority order. He will get as much done as possible and keep the Council informed on his progress. Mayor Benson told him that communication is at the top of his list. Mr. Bisel noted that a lot of things are happening in Lino Lakes and the sooner we put a handle on them the better. Mr. Bisel moved to adjourn at 10:37 P.M. Mr. Bohjanen seconded the motion. Aye. 2.2` WORK PLAN COUNCIL MEETING FEBRUARY 11, 1989 These minutes were considered, corrected and approved at the Council Meeting on February 27, • , 1989. InA Marilyn nderson, Clerk- Treasurer