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HomeMy WebLinkAbout01-05-2015 Council PacketWORK SESSION AGENDA CITY OF LINO LAKES Monday, January 5, 2015 CITY COUNCIL WORK SESSION Community Room (not televised) 6:00 P.M. 1. Final Design of Fire Station at Birch St. & Centerville Rd. 2. NE Drainage Area Study Update 3. Council Meeting with Advisory Boards (from 12/15/14 W.S. discussion) 4. 2015 Capital Equipment Replacement Schedule 5. City Auditor Discussion 6. Charter Commission — 2014 Budget Request 7. Schedule Dates for Strategic Planning Meetings 8. Review Regular Agenda Adjourn WS — Item #1 WORK SESSION STAFF REPORT Work Session Item No. 1 Date: January 5, 2015 To: City Council From: John Swenson, Public Safety Director Re: Final Design - Fire Station at Birch St. & Centerville Rd. Background Following selection of the preferred building site on August 11, 2014, staff has been working with the design team to develop a schematic site plan and floor plan that meets the future needs of the Lino Lakes community. Staff had the opportunity to visit other fire facilities and to meet with fire personnel in preparation for programming the new station. During the council meeting on November 3, staff and CNH Architects presented options based on feedback received during the October 13 meeting. Council provided feedback on the design options for staff and CNH to incorporate in the final design, which will be presented tonight for further Council review. Staff will be seeking Council approval during the January 12 meeting for final plans and specifications and advertisement for bids. CNH Architects will be present at the meeting to provide an overview of the plans and specifications. Based on the change in the size and scope of the project, CNH has submitted a request to amend the contract to cover additional services. Staff is reviewing this request and will be bringing forward a recommended contract amendment for Council consideration. Off-site Improvements Staff is also working with WSB and Associates to develop final plans and specs for the extension of sanitary sewer and water main, and for turn lane improvements to service the site. Staff anticipates seeking Council approval for this in February, 2015. Requested Council Direction Approval of plans and specs and advertisement for bids is included in the January 12th Council agenda. OviiocR,crs Lino Lakes Fire Station Lino Lakes City Council Fire Station Construction Document Presentation irs,January 5, 2014 Lino Lakes Fire Station Agenda Lino Lakes Fire House #2 Exterior Perspective Site Plan Floor Plans Interior Images Cost Update Proposed Schedule Questions Lino Lakes Fire House #2 ective Preliminary Site Plan ARCHtTEcisSite PIan Over2I1 y LiM WON Seltlach . . ullaindli mkulusulo Lino Lakes Fire Station Preliminary Site Plan 47 •t ler Conskuetyon Lmlt Luq Lino Lakes Fire Station Preliminary Floor Plans A ;. d 1 L J CNN '4Citli ers First Floor— mnr-th Preliminary Floor Plans Mao, WasINIAse.n Lino Lakes Fire Station Preliminary Floor Plans Preliminary Floor Plans Second Floor fatry 'Fishing 122 Lino Lakes Fire Station Interior I Nit 'ILP% 0 x'-. PrIpOLgrOMPII--,•-rmw,1111101Piliftwilip {4kAirillirr'-.4111111- '-(1111011'--1----- lqr: Interior Images Interior Images Interior Images Apparatus Bay— North Doors ��rw■■rr� ill Mimi MI% gm. ■tr � omm 11 Aimin. ■ r2EIS r~�S~r■rw�aI�39�■r�':�g���� ��__M���ftimmair mii■ii■rrir�i'��l"= ��_a� IIII L11E Mm: =M■ mrmr■i� air ■i nim mg MI 1. S_ i MUM MinnlMinh i te■ iii■����.. mommum=11 mum ■�� imi�NM �r �' iai �. ii En �r ■ i� i ��� ��r�r� Iwr r 11 r.' rwww..w owl ■ it `''r-. ' mom _-- ������ In - PIM- nOMIN %111....11111.1 -M -M-11111 11111:w�w r MIENIMEN =Mims MEMO gig ■write =MIME ..r raw ■_ — 0 0 Lino Lakes Fire Station QIN ARNA Apparatus Bay—Training Features Interior I �� ter_, 11.MIMMUNIMIlliminft mpg .erMw. �I E1'!!i1. 1 hi MIMI IN. -MEI Ilr11 NM -- I _-I IMMIlimiI 1 mi mil I gra inom= --12_1c~smimoo aigor1.Mf♦ ®.ri■■.■m emmimmaimo~INS mmoiummon in En poi V:1"1".1"." •imm pm =NM IN IMIMINIMMIMINIEN NOM IMIIIM MIME mom !um ammi Emu ■..■.wrr■...r.■rr f66.1.117.11.111111111E. ri1lw!■i■Il Interior Images Interior Images Cost Estimate Update The CD Cost Estimate update shows that the building is within the target cost range set earlier. • $3,876,00 presented 11/3/14 Lino Lakes Fire Station Schedule Bidding & Construction Dates Proposed Key Milestone Dates: 1/12 City Council approval to advertise to bid 2/12 Bid Opening 2/23 City Council awards bid 3/1 to 4/15 GC mobilization and material ordering 4/15 Construction starts (+/-weather permitting) 12/4 Substantial Completion 12/7 + Occupancy and operational preparations Lino Lakes Fire Station WS — Item 2 WORK SESSION STAFF REPORT Work Session Item 2 Date: January 5, 2015 To: City Council From: Michael Grochala Re: NE 35E Area Drainage Study Background The City Council authorized preparation of the NE 35E Area Drainage Study in November of 2012. The purpose of the study was to evaluate options to address drainage for a 700 acre area lying NE of the 35E interchange. The study was expanded in July of 2014 to include an additional 700 acres on the west side of Interstate 35E and provide a new surface water outlet to Peltier Lake. The majority of this area currently drains into either County Ditch 55 or 72. Land within this area is poorly drained with clay soils that have minimal infiltration capacity. The ditches, which are tile lines that convey water from this area, were constructed in the early 1900's for agricultural purposes. The size of the tile ranges from 10 to 15 inches and does not have the capacity to carry new runoff from developing properties. Staff has worked with WSB & Associates, the Rice Creek Watershed District, and neighboring property owner to evaluate options. Over the past 6 months WSB has worked on detailed stormwater modeling to verify that water quality and quantity requirements can be satisfied by the establishment of a new system. As a result of the modeling effort and associated preliminary wetland review a preferred alternative alignment is being proposed. While still conceptual the proposed location of the new conveyance system appears to minimize wetland impacts while efficiently serving adjacent future development. Pete Willenbring of WSB and Associates will be at the work session to provide an overview of the work completed to date. Requested Council Direction Staff is requesting council interest in pursuing this alternative. Attachments 1. Preferred Outlet Alternative Proposed Benefitted Area Eastern Pipe Option 2 Western Pipe Option 2 Stormwater Ponds Wetlands Wetland Type Level 1 Aerials Level 2 Mattamy Homes Delineated NWI Mattamy Homes wetlands delineated in February 10, 2014 by Kjolhaug Environmental Services Company, INC Potential wetland areas determined by historic aerial photos, contours, and soils data. Preferred Outlet Alternative Northeast Area Drainage Study 0 City of Lino Lakes MN 1,125 N 2,250 A WSB Feet •-•••.•:•••••••TIV ',II' • V 2O.L. V 1,../4144/ PELTIER OMT O� 0MT_01 S ACD72_0)06 •?- MT_0300., MT_04 PELTIER_006 MT _04 0 BR1 02 BR11 02 S_ACD72 1477 9 - -0 O S_ACD .11 ro0 3 `' BR11_10 8 BR11 L10 0 BR11L2+o 0 A/OBR11_0 N R11_07 So , 72_12 �R>>BR11_06 Q'0 � 71. 244 BR11 05 "' O1 01 0BR1 PELTIER LAKE BR1_06 OVERLAND_BR11 0 2 O nl C� O RLa E^R BR1 03B BR11_ ��V BR11 L4A 02 S_ACD72_0 Q -0 — om OJA55MT_0O 1 L4A 01 T-12_ CDT -23 JC l r S_ACD72_06 0 • 3- 00 STOR-14 BR1_0'.; CD7204B ti ' Z A...// _ /: ;, Q h) • 0 La h O ZI LI Nr 43 f % T2 CD _ w �h 5 JCT-160 GP 0 , 0JA55MT 009A CDT -15 JCT 1bJCT22:- 00' \ECj�, \-o OJCT-18--I.i. PELTIER 00 '13 --5 S_PELTIER004 • SPELTELT,IERtO .1-7,,,N,7-.4".. S_PER006 S_PELTIER_007 SA55MT_025 SA55MT 021 SA55MT_020 N 0 .a--55MT_022 o0 SASSrvlT_023 J LC) CA550 0004 <0 STOR,:F0 .'; !+ .: V0 SA55Ml _01,7 JA55MT_Qnl.SA55MF -Q4.4. a SA55MT_015_ =�' JA55MT 0.0 A55MT 01.3:-„`' •' 01� 0 7SA55MT_011- 1 JA55MT_0140 01 to 0Nr 0 GPSA55MT? 1;SA55MT,,01.0 ir "r -O:SA JA55MT_651 ,� bT1'T ; -.,.',/ Soure Ge se 2� ���ir D u o , �-�r^a"-�M. �[ a o ,,.M,�,,r� DC s'}Jolr��iy,, ffliG LEGEND Proposed Alignment Proposed Storage Revised Subcatchments 11 Proposed Benefitted Area 0 2,000 Feet RNOL\I:IS FIGURE 1. PROPOSED OUTFALL MODEL SCHEMATIC Proposed Upper Rice Creek InfoSWMM Model November 2014 WS — Item 3 WORK SESSION STAFF REPORT Work Session Item No. 3 Date: January 5, 2015 To: City Council From: Lisa Hogstad-Osterhues Re: Annual Board Appointments Background December 15, 2014 council reviewed advisory board list of applicants. It was decided to interview candidates January 12, 2015 starting at 5:00 p.m. Attached is an outline of the applicants for each of the boards or committee. - Park Board — 1 seats, 0 applicants -reposted Environmental Board — 2 seats, 3 applicants - P&Z — 3 seats, 2 applicants — reposted EDAC — 4 seats, 2 applicants — reposted Environmental Board has two applicants that are new to the process and have not been interviewed previously. Requested Council Direction The council should determine the application review process: 1. Who will be interviewed (i.e., only new applicants). Attachments List of applicants (applications will be provided to council previous to the interview date) WS — Item 3 Attachment 2014 Advisory Board Applicants Park Board 1. Environmental Board 1. Paula Andrewjewski (current board member) 2. Alexander Schwartz 3. John Sullivan EDAC 1. Julie Jeffrey -Schwartz (current board member) 2. Lou Masonick (current board member) 3. 4. Planning & Zoning 1. Paul Tralle (current board member) 2. Lou Masonick (current board member) 3. Park Board —1 seat, 0 applicants Environmental Board — 2 seats, 3 applicants P&Z — 3 seats, 2 applicants EDAC — 4 seats, 2 applicants WS — Item 4 WORK SESSION STAFF REPORT Work Session Item Date: January 5, 2015 To: City Council From: Al Rolek Re: 2015 Capital Equipment Replacement Schedule Background At the December work session staff presented the scheduled capital equipment replacements for 2015, as well as anticipated fire equipment needs for the Lino Lakes Fire Depaitment. Council asked that these be reviewed further at a subsequent work session. Requested Council Direction Attached is the schedule of capital equipment replacements for 2015. Staff would like to review these replacements with the City Council. Timing considerations with replacing squad cars and other equipment needs is a concern, and staff is requesting Council consensus in order to move forward with ordering replacements. The certificates of indebtedness to finance the equipment would be considered at the January 26th City Council meeting. Attachments 2015 Capital Equipment Replacement Schedule City of Lino Lakes 2015 Capital Equipment Replacement Department Description Amount Police (3) Squad Cars & Equipment $96,000 (2) Emergency Sirens 42,000 Fleet 138,000 Ford F-550 4WD Truck with Dump Box & Plow (For Hotbox 69,500 Ford F-350 4WD Truck with Dump Box & Plow 53,000 Chevy 1500 V6 4WD 28,000 Toolcat w/Attachments (Trade in 143) 45,000 Z -Turn Mower (Trade in 141) 15,000 Total Fleet 210,500 Total $348,500 Equipment Levy 0 Capital Equipment Fund 150,250 Series 'A' Certificates to be Issued $198,250 Fire Fire Apparatus (1 engine & 1 utility) 300,000 Turnout Gear 240,000 SCBA (30) 150,000 Communications (portables & vehicle radio) 200,000 Fire Pages 24,000 Rescue Tools 25,000 Thermal Imaging (2) 9,000 Hose 15,000 Series 'B' Certificates to be Issued 963,000 G-2 City of Lino Lakes 2015 Capital Equipment Replacement Future Levy Impact: 2015 Certificates Series 'A' 2015 2016 2017 2018 Totals 1% Principal Interest Certificates Issued 65,000 67,000 66,250 198,250 3,800 1,333 663 5,795 Total w/5% Total Overlevy 68,800 68,333 66,913 204,045 72,240 71,749 70,258 214,247 Balance 198,250 133,250 66,250 0 Future Levy Impact: 2015 Certificates Series 'B' 2015 2016 2017 2018 2019 2020 Totals 1.50/0 Principal Interest Certificates Issued 177,000 193,000 195,000 197,000 201,000 963,000 27,686 11,790 8,895 5,970 3,015 57,356 Total w/5% Total Overlevy 204,686 214,921 204,790 215,030 203,895 214,090 202,970 213,119 204,015 214,216 1,020,356 1,071,374 Balance 963,000 786,000 593,000 398,000 201,000 0 G-2 WS — Item # 6 WORK SESSION STAFF REPORT Work Session Item No. 6 Date: January 5, 2015 To: City Council From: Jeff Karlson Re: Charter Commission 2014 Budget Request Background Last April and August the City Council agreed to amend the Charter Commission's 2014 budget by increasing it by $600 and $725 so their attorney could review the Council's proposed Charter amendments. Last September the Charter Commission received an invoice from the Marty Law Firm for $2089.45, which it submitted to the City. The City had previously paid two invoices to Karen Marty totaling $919.30. In a letter, dated October 2, 2014, I informed Commission Chair Connie Sutherland that the September invoice exceeded the Commission's amended budget of $2,825 and that the City would submit a payment of $1,905.70, leaving an unpaid balance of $183.75. The City is not obligated to pay expenses incurred by the Commission beyond its budgeted amount, but the Council may authorize additional charter commission expenses as it deems necessary. I suggested that the Commission could pay the remaining balance from its 2015 budget. The Charter Commission is instead requesting that the City Council pay the remaining balance of $183.75 from the 2014 budget. Attached is a letter from Connie Sutherland, which provides an explanation for the additional expenditures. Requested Council Direction Consider Charter Commission's request for payment of unpaid balance of $183.75 from the Marty Law Firm invoice of September 2, 2014. Attachments December 15, 2014 Letter from Connie Sutherland, Chair September 2, 2014 Invoice from Marty Law Firm October 2, 2014 Letter to Charter Commission Chair December 15, 2014 Mayor Jeff Reinert 600 Town Center Parkway Lino Lakes, MN 55014 Mayor Reinert: CITY [1N•LkJ<ES During the special meeting held by the Charter Commission on November 6, 2014 a motion was presented and passed to send a request to the Council to increase the Charter Commission budget for 2014 by $183.75 specifically to cover Invoice 365. This invoice was partially paid with the remaining budget for services provided by Attorney Karen Marty to aid in reviewing the City proposed ordinances. The $183.75 still remaining on the invoice is due to a shortfall in the 2014 budget. There was significant discussion as to the legal implications of carrying over this amount due in 2014 and being paid from 2015 funding. The Commission's amended budget for 2014 was $2,825. Originally the Commission had asked for an additional $3,000 above its annually established budget of $1,500 to review the City proposed ordinances. Even with this latest shortfall, the Commission is well under its original request. As Chair, I came before you with a very practical approach and estimate for review. All of this was done so that the Commission could continue to review the City proposed ordinances. All budget increase requests and approvals were all contingent on those funds being used only for the City proposed ordinances, and that is what was done. The Commission was laser focused during all discussions and as Chair, we kept to a very tight agenda as it related to Attorney Marty's presence and the work she was doing with us on the City proposed ordinances. It is for these reasons that we feel the amount above is not exorbitant given the excellent work provided and the diligence of the Commission in fully exploring the City proposed ordinances. Sincerely, ,A Connie Sutherland Chair, Lino Lakes Charter Commission Enclosure: Invoice 365 CC: Julie Bartell, City Clerk Kathryn Timm, Lino Lakes Charter Commission Vice Chair Caroline Dahl, Lino Lakes Charter Commission Secretary Marty Law Firm, LLC 3800 American Blvd. W. Suite 1500 Bloomington MN 55431 United States Phone: 952-921-5859 LLCC Caroline Dahl Land Use, Municipal Law, and Real Estate since 1981 Invoice #: 0000365 Date: September 2, 2014 Amount Due USD: $2,089.45 To View Your Invoice Online » 1. Go to: https://martylawfirm.freshbooks.com/code 2. Enter this code: y2EBUxZcHw78LwC Task Time Entry Notes Rate ($) Hours Line Total ($) Time [07/25/14] Met with the Charter Commission. Developed ideas for amending special assessment provisions in the charter. Time [07/28/14] Worked on amendment language. Time Time Time Time [07/30/14] Researched definitions of street or "road improvements". Drafted revisions to charter chapter 8 covering the issues. Drafted a memo that could be revised and sent to the city council. Emailed both to the Charter Commission Chair for review prior to Friday's meeting. [08/01/14] Reviewed 2007 to 2009 notes regarding amending Charter chapter 8. Looked at city council packet. Noted additional ways the city council ordinances could be revised to meet the common goals. [08/05/14] Discussed charter amendments with Chair, Made changes requested in draft ordinance. Prepared comparison sheet for benefit of commission members. [08/06/14] Reviewed draft again and analyzed options for Charter Commission in voting on draft and original ordinances for charter amendment. Met with the Charter Commission and discussed latest draft and concerns. 145.00 3 435.00 145.00 0.25 36.25 145.00 2.58 374.10 145.00 4.33 627.85 145.00 145.00 1.42 205.90 2.83 410.35 Subtotal: 2,089.45 Total: Amount Paid: 2,089.45 -0.00 Balance Due, USD: $2,089.45 October 2, 2014 Connie Sutherland, Chair Lino Lakes Charter Commission Re: Invoice No. 0000365 from Marty Law Firm Dear Ms. Sutherland: As you know, the Charter Commission's 2014 budget was originally established at $1,500. In the months of April and August the City Council agreed to amend the Commission's budget by increasing it by $600 and $725 so Karen Marty could review the Council's two proposed Charter amendments. The Charter Commission's amended budget is $2,825. The September invoice shows an unpaid balance of $2,089.45. The City previously paid two invoices to the Marty Law Firm in July 2014 totalling $919.30. Therefore, the City is sending a check to Karen Marty in the amount of $1,905.70, which is the balance remaining in the Charter Commission's 2014 budget. Henceforth, the Commission is responsible for the unpaid balance of $183.75. Sincerely, (9-M Jeff Karlson City Administrator Cc: Caroline Dahl, Charter Commission Secretary WS — Item #7 WORK SESSION STAFF REPORT Work Session Item No. 7 Date: January 5, 2015 To: City Council From: Jeff Karlson Re: Long -Term Financial Planning Background Council and staff have been discussing the need for strategic planning meetings in 2015 to effectively put together a long-term financial forecast. Staff would like to schedule possible dates in February or March and obtain the services of a facilitator. Requested Council Direction Consider dates for strategic planning meetings.