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HomeMy WebLinkAbout10/25/1994 Council Minutes1 1 1 CITY COUNCIL BUDGET WORK SESSION CITY OF LINO LAKES COUNCIL MINUTES OCTOBER 25, 1994 Staff members present: Accountant, Paula Schloer; Finance Director, Mary Vaske; City Administrator, Randy Schumacher; Public Works Superintendent, Tom DeWolfe; Police Chief, David Pecchia; Building Official, Pete Kluegel; Planning Coordinator, Mary Kay Wyland; Economic Development Director, Brian Wessel and Clerk -Treasurer Marilyn Anderson. PUBLIC WORKS, FLEET BUDGET, TOM DEWOLFE Mayor Reinert asked Mr. DeWolfe to explain some of the duties of the former Utilities Superintendent. Mr. DeWolfe said that would take some time and research since he was not aware of the responsibilities of the position. Mayor Reinert said that he would like to set a meeting to discuss where certain persons are working and discuss some of the responsibilities of the Utilities Superintendent. Mr. Schumacher suggested that a City Engineer be hired and then determine his strengths and weakness and then shift duties as would be appropriate. Mr. DeWolfe provided written information regarding the number of employees in the street maintenance division, the number of miles of City streets, monthly and seasonal work schedule, outline of the duties of the Street Superintendent, outline of man power needed for tasks, street division maintenance required manpower, reconstruction needs of certain City streets, and an equipment list. Mr. Schumacher explained that he would like to take this day and look at the conceptual issues of each department such as how can the City address the five million dollar road plan. He noted that at different meetings, the City Council had discussed the possibility of assessing a portion of the cost of street lighting. The City cannot afford to continue to finance these PAGE 1 2:3/ 23 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 types of utilities from the General Fund. Mr. Schumacher asked that the day be sent looking at the costly issues and start developing long term financial policies. Mr. DeWolfe referred to Information Sheet B, Outline of Man Power Needed for Tasks and reviewed the various tasks and the personnel required to keep pace with the work. He displayed a map dividing the City into specific areas for snow plowing and noted the number of personnel and vehicles required for each area. He explained that it will take approximately eight (8) to ten (10) hours to plow the entire City after a moderate (six (6) to eight (8) inch) snowfall and much longer if the snowfall is heavier. Mayor Reinert asked how long it takes to plow the trails and ice rinks. Mr. DeWolfe estimated four (4) to five (5) hours. Mayor Reinert asked if trail plowing could be contracted freeing an employee to help plow the streets. Mr. Schumacher noted that the trails help get children to and from school. A contractor may not be as conscientious about getting the trails plowed as a City employee. Mayor Reinert felt this was something that should be considered. He also suggested that the persons plowing the school parking lots and driveways could be contracted to plow the trails. Mr. DeWolfe was asked to get estimates for plowing the trails. Mr. DeWolfe explained that this would be the duty of the Public Works Director. Mr. DeWolfe itemized all the equipment needed for plowing snow. It was noted that truck #211 needs a new motor. The truck is 14 years old and has 133,865 miles on it. Mr. DeWolfe explained that the normal life span for a dump truck to plow snow is 10 to 12 years. The last dump purchase was in 1993 at a cost of approximately $79,000.00. Council Member Bergeson asked how many pickup trucks are equipped with snow plows. Mr. DeWolfe explained three (3) one -ton pickups and three (3) half -ton pickups. One pickup (#215) is 12 years old and in bad shape. Mayor Reinert asked what the Mazda pickup was used for. Mr. DeWolfe explained the mechanic uses it for picking up parts. Council Member Bergeson asked if the pickup trucks in the Parks Department are also used for snow plowing. Mr. DeWolfe said yes. Mayor Reinert noted that a certificate of indebtedness is due in 1995 and asked how much is owing on it. Ms. Vaske explained $100,000.00. Mayor Reinert asked how many miles are put on the dump trucks each year. Mr. DeWolfe explained about 5,000. The trucks are PAGE 2 1 1 1 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 used to plow snow and in street maintenance. Materials such as salt and sand are delivered by contract. Mayor Reinert asked how much would it cost to repair dump truck #211. Mr. DeWolfe explained approximately $22,000.00 including new plowing equipment. Mr. DeWolfe explained that he would need two (2) additional employees and a dump truck just to maintain the current maintenance schedule. Council Member Bergeson asked what the annual cost of two (2) employees would be. Mr. Schumacher explained approximately $140,000.00 to $150,000.00 for employees and equipment. The new employees probably would not be hired until spring, 1995. Mayor Reinert asked about purchasing used equipment. Mr. DeWolfe explained that you would be buying someone's problems and would rather keep what he had. Mayor Reinert asked if there is any trade-in value. Mr. DeWolfe explained that normally unused equipment is sold at the Hennepin County auction. He could also advertise and ask for bids. Mr. DeWolfe explained the need for a salt storage facility and explained that it is costly because of the need to keep salt from penetrating into the soil and eventually into the water supply. Special storage for salt will be required by the legislature in the next year or two. Mayor Reinert noted that it could take five (5) years to implement the legislation. Mr. Schumacher explained another concern regarding this facility. He noted that building this facility and the fueling station at this site may not be wise if there are plans to build a new city hall and public works department in the near future at a different location. Mr. DeWolfe explained that the current fuel tanks must be removed, inspected and replaced if necessary. He described a fueling station and outlined the savings in the cost of fuel if such a facility were constructed. Mayor Reinert asked if the City of Circle Pines had their own fueling station. Mr. DeWolfe said they have their own fueling station. Mayor Reinert asked if they would be willing to share their fueling station. Mr. DeWolfe explained that they may not have a large enough facility. The cost of a new fueling station is approximately $40,000.00. The fueling station could save approximately $8,100.00 per year in fuel costs. Council Member Bergeson felt that some necessities are getting so expensive that cities will be forced to share facilities. Mr. DeWolfe used the overhead projector and displayed pictures of PAGE 3 231., ?4 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 streets that need extensive renovation. Some streets discussed were Black Duck Drive north of Birch Street, LaMotte Drive, West Shadow Lake Drive and East Shadow Lake Drive. Mr. Schumacher explained that restoring these streets requires more than maintenance and is costly. He noted that the City Council has discussed assessing a portion of the restoration cost to the affected homeowners. However, the City Charter allows homeowners to petition out of a project and requires that no ad valorem taxes be used for such improvements. There is no way to pay for an extensive reconstruction of the streets. Mr. Schumacher explained that the City cannot continue to spend large amount of dollars for street overlay. This is only a temporary solution to a major problem. He suggested that new policies be established and suggested one such policy could be a combination of a referendum and assessments. This would require a change in the City Charter. Mr. DeWolfe explained that he has cut down the amount of overlaying and does not do any overlaying on streets where there are sewer and water utilities. Mr. Schumacher explained that SEH had studied the situation and developed a plan to included one (1) major public hearing and then go through the State Statute 429 procedure. However, if residents bring in petitions, the project is stopped. Mayor Reinert suggested that the Charter Commission be told why streets cannot be upgraded. He also suggested that a meeting of the neighborhood be called and explain to them why neighborhood cooperation is needed. Mr. DeWolfe explained that organizing these meetings is a Public Works Directors job. Council Member Bergeson felt that Lino Lakes has a unique problem because of the soil conditions and the inability to use tax dollars. Mayor Reinert suggested that Mr. Schumacher and someone from Public Works meet with the Charter Commission and ask them to help establish a program to take care of these needs. Mr. Schumacher will attend the next Charter Commission meeting. Street lighting was discussed. Mr. DeWolfe explained that the City will be responsible for approximately 247 street lights in 1995 at a cost of approximately $30,696.00. He noted that other cities have a street light utility or a combination street light and some other type of utility. Some cities bill the homeowners annually for street light service and some cities assess this cost. Mr. Schumacher explained that the General Operating Fund can no longer afford to fund this service and suggested that a policy be implemented requiring the homeowners to help fund the service. Mayor Reinert asked that a survey be made to determine PAGE 4 1 1 1 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 how other cities fund street lights. Council Member Bergeson suggested one policy could be that the City would assess one-half of the cost of streets lights and pay the other one-half from the General Fund. Mayor Reinert asked if the City implemented such a policy, would everyone want a street light. Mr. Schumacher explained that the City has a policy in which a definite number of street lights can be installed each year. Mr. DeWolfe also explained the need for a storm sewer replacement financing policy. The Fleet Department budget was addressed. Mr. DeWolfe explained that this is a new budget created by removing all fleet maintenance items from each department budget and centralizing the costs for fleet maintenance into one budget. An information sheet on the 1995 Fleet Management Budget was given to each Council Member. Mr. DeWolfe explained how he determined the budget figure for fuels, capital items such as a drum and rotor lathe for brake work, and additional tools and shop parts. He also noted that he is asking for a computer update and software. Mr. DeWolfe was asked if he gets special rates on most tools and also how he kept track of the tools. Mr. DeWolfe explained that the City does get special rates. The mechanic is responsible for all tools and they are kept in an area that is locked. There has not been a problem with tools disappearing. Mr. DeWolfe explained the cost savings that would be realized with a new drum and rotor lathe for brake work. The savings would be in man hours as well as repair costs. Ms. Vaske was asked to determine the cost of the new requests for the Public Works Department which include two (2) new employees, drum and rotor lathe, one pickup, one dump truck and the computer upgrade. The removal of the fuel tanks was discussed again. It was noted that the tanks must be removed and inspected in 1995 in order to qualify for petro funding. Mr. DeWolfe explained that the remainder of the Public Works Department budget is "bare bones" and is needed just to keep up to current maintenance standards. POLICE DEPARTMENT, DAVID PECCHIA Police Chief Pecchia presented a video that was produced with the cooperation of KSTP, Meredith Cable and the Lino Lakes Police Department. The video was produced as a market and educational PAGE 5 24 ?_4 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 tool to be used at neighborhood group meetings and to produce good public relations. Chief Pecchia also gave the Council Members a written presentation that outlines justification for the 1995 budget requests. Chief Pecchia explained that the #1 priority of the 1995 budget is personnel. The Deployment Worksheet outlines the need for 10 patrol officers, two (2) sergeants, two (2) investigators and one (1) chief. This means that four (4) additional staff persons should be added in 1995; one sergeant and (2) patrol officers and one investigator. Chief Pecchia explained that during the negotiations for the Centerville police contract, Centerville said that Lino Lakes could not provide any guarantee that there would be adequate staffing. He indicated that adequate staffing will place Lino Lakes in a better position to negotiate a contract in 1995. Chief Pecchia reviewed the Patrol Officer Deployment Worksheet and noted that this Worksheet determines the number of officers needed per shift for a 24 hour period. The Patrol Workload Computation Worksheet is a technique that determines the number of work units needed based upon the work load estimates for the department. The Officer Availability Worksheet determines the actual number of days that are expected from an "average" employee. This figure will help determine the number of employees that need to be hired to staff the required work units as determined on the Patrol Workload Computation Worksheet. Chief Pecchia explained the graph which shows the required number of officers per capita. The population estimates were provided by the Metropolitan Council. The ICMA 1994 Per Capita Spending for Police graph indicated that even with the proposed 1995 budget, the per capita cost will be substantially lower that the ICMA recommendation. Chief Pecchia explained that if the budget is approved as requested, he would hire one new officer in January, and two (2) officers in May and a fourth officer in September. He would also hire two (2) part-time Community Service Officers and a college student studying for a degree in law enforcement for part-time office help. Chief Pecchia explained the cost of the new personnel for 1995, 1996, 1997 and 1998. He noted that the total budget for personnel for 1995 is $853,166.00. Chief Pecchia reviewed the Department Vehicle Schedule. The 1995 budget is requesting two (2) new squad cars. The current detective and CSO vehicle would be placed on the Hennepin County PAGE 6 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 auction and all new cars will be marked for visibility. Chief Pecchia said he planned to supplement the fleet by using forfeiture vehicles. Mayor Reinert asked if the Blazer is important. Chief Pecchia explained that it is used by the police reserves and by officers traveling to court. It is also used during snow storms. Chief Pecchia explained that there is a substantial increase in cost of new squad cars. He suggested purchasing new 1994 model cars if available. He also noted that Hennepin County is trying to get new bids and trying to reduce the costs. Chief Pecchia noted other capital budget items which include a computer for the officer, a lap top computer and software for his office and a new copier. Mayor Reinert noted that Chief Pecchia's budget contains a total of approximately $160,000.00 in new requests. The increase in service calls to the Police Department was discussed. Chief Pecchia noted that the City is growing and therefore the problems will increase. He also noted that when citizens gain confidence in their Police Department, they call more often. The Animal Control and Civil Defense budgets were discussed. Chief Pecchia noted that there have been problems with the warning sirens. He and Tim Hillesheim have addressed the maintenance problems and now all sirens are working. Chief Pecchia explained that additional development will require additional sirens. Chief Pecchia requested office space in the new water tower planned for the east side of Lino Lakes. Chief Pecchia explained that he is currently studying how often his department assists other agencies (Circle/Lex, Anoka County, etc.) and how often other agencies are called to back his officers. If appropriate, he may initiate surcharges for this service. Chief Pecchia noted that the Chief of Police in Circle Pines is also investigating this matter. Chief Pecchia addressed the types of calls received by the Police Department and noted that many involve "quality of life" that is people feel more comfortable calling the police who respond adequately. The Police Department is trying to get children to play in the parks and playgrounds rather than in the street. This message is being given to parents during neighborhood meetings. Ms. PAGE 7 24 24`'4 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 Kaulfuss explained that many children are home alone while the parents are working. They have been instructed to stay close to the telephone so that parents can check on them. This keeps children out of the parks. Chief Pecchia felt that the problem with residential alarms has been resolved. Hunting and gun safety is the next issue to be addressed. He is currently working on updating the current firearms ordinance. Chief Pecchia explained that emphasis is being placed on getting involved with neighborhood policing. This is a personnel intensive policy, however it does get the citizens to be more comfortable with the Police Department. Also there has been some consternation with the officers about getting involved with the DARE program. However, he felt that the need is there. Overall, Chief Pecchia felt that Lino Lakes is a safe community but he is seeing potential concerns. Chief Pecchia noted that the new animal control services have been implemented. This may be a small change, however it does make a big difference. Chief Pecchia was asked if there was any new information regarding a County holding cell facility for prisioners in Lino Lakes. He explained that he has a law enforcement meeting Wednesday evening and will get more information on this matter. Chief Pecchia explained that Sergeant Ross is researching how Oak Park Heights is reimbursed for their services at the prison there. BUILDING DEPARTMENT, PETE KLUEGEL Mr. Schumacher explained that the Joint Powers Agreement between Lino Lakes and White Bear Township has not been completed. White Bear Township will be using the Lino Lakes Building Official on an as needed basis. The fee for this service will be an hourly rate. Council Member Neal explained that he had received a telephone call from someone in Centerville asking about assistance from our Building Department. Mr. Schumacher read a letter from the City of Centerville asking if Lino Lakes would be interested in sharing a City Engineer. Mr. Schumacher will respond to the letter indicating that Lino Lakes has not decided how the City Engineer position will be filled. PAGE 8 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 Concern was expressed that if Lino Lakes issues 200 plus building permits next year, will there be enough time to spend in White Bear Township. Mr. Schumacher explained that Lino Lakes building concerns will take top priority and he was sure that the Lino Lakes Building Inspector would not spend more than 15 hours per week in White Bear Township. It was noted that the total Building Department budget for 1995 is estimated to be $91,000.00. Revenues attributed to this department are expected to be approximately $293,000.00. Mr. Kluegel noted that some permit fees will be increasing on January 1, 1994 making the estimated revenue somewhat larger. There was discussion regarding selling building inspection services to other communities. It was noted that if the commercial building increases in Lino Lakes, there would be no inspection time available to sell to other communities. Mr. Schumacher was asked to include an "escape" clause in the White Bear Township Joint Powers Agreement. A recent article in the Minneapolis Tribune regarding building concerns because of wet soils in Lino Lakes was discussed. At least two (2) developers have called City Hall expressing concern that this article gave the wrong impression about building in Lino Lakes. Mr. Schumacher said that staff is also concerned about the article and will see what can be done to show the positive aspects of building in Lino Lakes. Mr. Schumacher explained that the Building Department budget format has been changed by eliminating the line items that are now included in the Fleet Budget and by adding a line item for secretarial service fees. The person currently providing secretarial support is also the Accounts Payable Clerk. Mr. Schumacher noted that Mr. Jackson is continuing his education to become a certified Building Inspector. Mr. Kluegel said that 1995 appears to be another good year for building. He also noted that there are less complaints regarding garage and out building sizes since the new ordinance was adopted increasing the sizes of these buildings. Ms. Wyland said that she has also received fewer telephone calls on this matter. ENGINEERING/PLANNING, MARY KAY WYLAND Ms. Wyland noted major items that will be addressed in 1995. They include an update on the Comprehensive Land Use Plan (Comp Plan), 20/20 Vision and recording secretarial support. The cost of updating the Comp Plan was expected to cost between $24,000.00 PAGE 9 2 4'. 24r CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 and $30,000.00. However, this cost will be reduced because some of the work will be done for the 20/20 Vision plan. Ms. Wyland stressed the importance of getting the Comp Plan updated noting that it was a very important tool for use by the Planning and Zoning Board. Ms. Wyland explained that Mr. Brixius is the "lead" person working with the Metropolitan Council. The map work is currently required for the Comp Plan is in progress. Mr. Schumacher noted that no significant changes have been proposed for the Engineering Budget. A Cal -Comp plotter is the only major request. Ms. Wyland explained that the new recording secretarial service has been implemented. She was pleased with the minutes of the first meeting and noted that she has given suggestions regarding reducing the amount of pages of minutes. Mayor Reinert requested information regarding the cost of the planning consultant. Ms. Wyland explained that Mr. Brixius will be working on miscellaneous zoning ordinance reviews, working with the Metropolitan Council regarding MUSA adjustments and a MUSA "land bank" system, and conferring with clients. Some of Mr. Brixius time will be billed to the client. Ms. Wyland explained that the Planning Department Budget includes her salary and benefits. About 20% of her time is billed to clients. It was noted that Northwest Associated Consultants (NAC) (Al Brixius) is located in the same building as Orr-Schelen-Mayerson (OSM). After the first of the year, the City Council will be touring the OSM facility and it was suggested that the City Council also tour the NAC facility. Council Member Bergeson felt that the City Council should make a decision regarding what to do about the vacant City Engineer position. Ms. Wyland felt that Mr. Powell is doing a fine job and the City Council should take time to fill the position. ECONOMIC DEVELOPMENT, BRIAN WESSEL Mr. Wessel explained that he had just met with Anoka County regarding trading land in Lino Lakes for a piece of property at the end of Marshan Lane. Mr. Wessel explained that the budget will be very similar to 1994. He is requesting that the secretary position become a full time Economic Coordinator position and that less dollars be spent in the promotional area. Mr. Wessel felt that his work is now PAGE 10 1 1 1 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 producing some real interest in Lino Lakes and would like someone in the office on a full time basis to provide the face to face type of contact that is so important. Mr. Wessel also noted that the current secretary could also provide public relations services for all departments. The current secretary is committed to this position and has already returned to school to further her education in this particular area. Mr. Wessel explained that he is developing a plan to charge landowners for promotional services provided by the City. He noted that the Apollo Business Park brochures are completed and the promotional brochures for Clearwater Creek are nearing completion. Although major brochures are not needed in 1995, some advertising and promotion is still needed. Mr. Wessel said he also plans to upgrade the quality of proposals made by the City. Mr. Wessel noted that the post office is looking for a new site and a very professional proposal has been made for the facility. Proposals on two (2) different sites have been made to the Post Office. It will be a month or so before the Post Office makes any preliminary decisions. Mr. Schumacher explained that the Parks and Recreation Department will present their proposed budget after the next Council work session. He said a summary of what has been presented today will be prepared and sent to the City Council. Mr. Schumacher was asked to meet with Council Member Kuether to update her regarding this budget meeting. MAYOR AND COUNCIL, RANDY SCHUMACHER Mr. Schumacher explained that the only change requested in this department is for a recording secretary. The cost for this service is approximately $4,000.00 for the year. ELECTIONS AND VOTERS REGISTRATIONS, MARILYN ANDERSON This department is planning only one election in 1995. New voting booths in the amount of $670.00 have been requested. ADMINISTRATION, RANDY SCHUMACHER Mr. Schumacher explained that there will be internal shifts in positions, however, no new positions or new dollars are being requested. He noted that the personnel consultant is included in this budget. Mr. Schumacher noted the 1994 Budget contains $47,000.00 for PAGE 11 24 24 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 salary adjustments and the 1995 Budget contains $100,000.00 for salary adjustments. He also noted that Mr. Tesch will come to the next Council work session with recommendations for non-union support staff salary adjustments. GOVERNMENT BUILDINGS, RANDY SCHUMACHER Mr. Schumacher reviewed proposals for upgrading areas of the city hall. Council Member Elliott felt that most of the proposals should not be addressed until a decision is made regarding whether or not a new city hall is to be constructed. Council Member Bergeson noted that $30,000.00 of the upgrade proposals is for ADA compliance. Mr. Schumacher explained that nothing will be done until the ADA evaluation is completed. Ms. Vaske noted the request for fencing the salt and sand piles. This request is to address the safety concern in this area. Mayor Reinert addressed the Certificate of Indebtedness and asked if anything can be done to help with the 1995 budget capital improvements. Mr. Schumacher explained that the current Certificate of Indebtedness was structured so that taxes would remain stable and not have "peaks and valleys". He suggested looking at long term as well as short term debt. Mayor Reinert felt that the major issue is the purchase of a dump truck. Mr. Schumacher felt that the Police Department requests for two (2) new squad cars and two (2) additional officers was also significant. Council Member Elliott noted that the Utility Department Superintendent position is vacant and that possibly some dollars could be shifted from that position to address these needs. Council Member Bergeson asked that a new list of requests be prepared showing the dollars needed to fund the requests. Mayor Reinert also asked for the dollar impact of increasing some building permit fees. Council Member Elliott noted that the City Council has not heard the needs of the Parks and Recreation Department. She felt that the most immediate need is for part-time office staff. The next budget meeting will be on November 9, 1994 to meet with the Parks and Recreation staff. This will follow the normal Council work session. A Ways and Means Committee meeting has been scheduled for Saturday, November 12, 1994. The purpose of this meeting was changed to finalizing the 1995 Budget. PAGE 12 1 1 1 1 1 CITY COUNCIL BUDGET WORK SESSION OCTOBER 25, 1994 The meeting adjourned at 4:10 P.M. These minutes were considered, corrected and approved at a regular meeting of the City Council on November 14, 1994. �/ ��z�, Mari1G. Anderson,Vernon F. Reinert, , Clerk -Treasurer Mayor PAGE 13 2 4')