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HomeMy WebLinkAbout08/08/1996 Council Minutes• • BUDGET WORKSESSION AUGUST 8, 1996 DATE TIME STARTED TIME ENDED MEMBERS PRESENT MEMBERS ABSENT CITY OF LINO LAKES COUNCIL MINUTES August 8, 1996 6:30 P.M. 5:30 P.M. Bergeson, Kuether, Lyden, Neal, Landers None Staff members present: City Administrator, Randy Schumacher; City Engineer; David Ahrens; Chief of Police, David Pecchia; Accountant, Paula Schloer; Finance Director, Mary Vaske; Building Official, Peter Kluegel; Solid Waste Coordinator, Jackie Constant; Community Development Director, Brian Wessel; Public Works Superintendent, Tom DeWolfe and Clerk -Treasurer Marilyn Anderson. Ms. Vaske explained that the purpose of this meeting is to have the responsible person for each department come before the City Council to outline their program for 1997 and to discuss their budget requests. The budget requests are included in the handout titled, "1997 New Budget Requests". Ms. Vaske said that there will be no discussion of dollars needed to fund the requests. That discussion will be held at another time. BUILDING DEPARTMENT, PETER KLUEGEL Mr. Kluegel explained that there will be no change in the operation of his department. Both he and his assistant, Tom Jackson, remain very busy and are out on inspections for much of the day. He explained that his greatest concern at this time is that a dependable vehicle be assigned to him so that inspections can be made in a timely manner. Mr. Kluegel said that having access to a vehicle when needed is a very important issue to him. Council Member Neal said that he was not satisfied with the way City crew take care of their vehicles. Council Member Kuether said that she has always been in favor of assigning vehicles to certain employees and making them responsible for maintenance of the vehicle. She said that if something is wrong with the vehicle, a written notice should be given to the person responsible for vehicle maintenance. Ms. Vaske explained how vehicles are assigned and rotated in the Police Department. She noted that Mr. Kluegel may be getting a vehicle from that Department. There was further discussion involving all the new vehicle requests that will be discussed at this meeting. The need for a vehicle for the Community Development Department was further discussed. Council Member Kuether asked if it would be better to give Mr. PAGE 1 BUDGET WORKSESSION AUGUST 8,1996 Wessel a mileage allowance and let him use his own vehicle. This will be discussed later when considering the Community Development Department 1997 budget. Council Member Neal suggested that a "computer room" be established instead of each employee in the office having their own computer at their work station. He said that he felt that many of the computers in the office were not used very often. This could reduce the need for additional computers. Council Member Lyden said he would like to see all City vehicles painted the same color as well as having the City logo on them. Mayor Landers talked about a car pool and asked how many vehicles would be needed for a car pool. It was noted that the Building Department is requesting a drafting table which is expected to cost $1,000.00. Mr. Kluegel said that at this time he did not have space for the drafting table. There was discussion about a folding table or one that could be shared with other departments. Mr. Kluegel was asked to research construction of a drafting table such as the table in Mr. Wessel's office. Mr. Kluegel noted the passage of the ordinance requiring property owners to inspect and replace their septic systems if they do not meet code specifications. He suggested establishing a reserve fund to help property owners replace their illegal septic systems. Council Member Kuether said that the City should not be the financing agency for septic replacements, however, she is aware that some property owners do not have enough equity in their homes to qualify for a second mortgage to replace the illegal septic systems. Council Member Kuether suggested that a fund be established and that very explicit language be drafted regarding who would be eligible for the funds. She also suggested that this is something that the Lino Lakes Housing and Redevelopment Authority should consider. SOLID WASTE DEPARTMENT, JACKIE CONSTANT Ms. Constant explained that most of the costs involving the management of solid waste are reimbursed by the SCORE grant. However, the City has approved a resolution establishing a system of organized collection of residential solid waste. This will mean additional costs for implementation of the program. Ms. Constant estimated that it will cost approximately $8,000.00 to put a contract together and get the program started. Council Member Kuether asked if additional revenue could be generated from the haulers. Ms. Constant said that license fees could be increased. Council Member Bergeson asked if City Hall would bill the residents or will the haulers bill their clients. Ms. Constant explained that the City could realize additional revenue by billing the residents. It was noted that the City already bills for sewer and water usage. Ms. Vaske explained that the City does have the capability of billing the residents. PAGE 2 • • • • BUDGET WORKSESSION AUGUST 8, 1996 Mayor Landers noted that if the City takes the responsibility of billing the residents, the unpaid bills can be assessed to their property taxes. However, there is nothing in the budget to cover this cost. White Bear Township organized waste collection was discussed. Ms. Vaske said that the City could realize some revenue with organized collection. Ms. Constant will check with some other cities who already have organized collection to see what they earn from their programs. Council Member Bergeson noted that if the initial program is established with the haulers billing the residents, the City could avoid all of the flack generated by organized collection. In a year or two (2), the City could look at taking over the billing. Council Member Neal asked if the $1,500.00 listed on the 1997 New Budget Requests is included in the $8,000.00 mention by Ms. Constant. She said yes. CITY CLERK -TREASURER, MARILYN ANDERSON Listed on the 1997 New Budget Request under Mayor/Council is a minute taker. Ms. Anderson explained that since the Council meets at least four (4) times a month, transcribing minutes is consuming all of her time. Duties such as implementing the Data Practice Program procedure, updating the City Code, updating liquor licenses and revising the block party program have been put on hold. Ms. Anderson said that her time could be better utilized if the minutes from regular Council meetings were transcribed by another party. She estimated that it would take about $6,000.00 to cover this request in 1997. Council Member Kuether asked Ms. Anderson how she computed this cost. Ms. Anderson explained that she used figures from the service currently used by the Planning and Zoning Department. Council Member Kuether suggested that the City take bids for this service. ELECTIONS AND VOTER REGISTRATION, MARILYN ANDERSON Ms. Anderson explained that there should be only one election in 1997 and that election is the municipal election for Mayor and two (2) Council Members. She noted that although the City pays election judges $7.00 per hour and the head judges $7.50 per hour, the City does get a partial rebate from the County. The City now has four (4) precincts. This means that the spare accu-vote machine is being put into service. Anoka County strongly recommends that each city have a spare accu-vote machine in case an accu-vote becomes inoperable on election day. The cost for the accu-vote is $7,200.00. There is also $800.00 in the budget for additional voting booths. PAGE 3 BUDGET WORKSESSION AUGUST 8, 1996 COMMUNITY DEVELOPMENT DEPARTMENT, BRIAN WESSEL Mr. Wessel handed out a status report on current industrial/commercial development in the City. He briefly outlined the report. He noted the additional tax revenues that are being generated by these developments. Council Member Kuether noted that all the new projects are still Tax Increment Financing (TIF) projects. She asked how long these projects would be TIF projects. Mr. Wessel explained that both Apollo Business Center and Clearwater Business Park will be TIF for nine (9) more years. He explained that the school districts and Anoka County have been very supportive of what is happening in Lino Lakes because the TIF duration is very short. Council Member Lyden asked for a graphic on what the City should expect to collect in revenues because of the commercial/industrial development. Mr. Wessel outlined some business prospects for 1997 and further explained the town center concept. The University of Minnesota planning department will be working on the town center project concept plan. At this time, Mr. Wessel is waiting for several things to occur and then he will have a concept plan and a master plan ready for City Council review in October. Mr. Wessel noted that the Community Development Department has been reorganized to include Mary Kay Wyland from the Planning Department. His expanded department budget request for 1997 is exactly the same as 1996. Mr. Wessel explained that the update of the Comprehensive Plan is now a function of the Community Development Department. He estimated $30,000.00 would be needed to cover professional fees for the Comprehensive Land Use update and another $10,000.00 would be needed for other expenses. Mr. Wessel explained that many communities have spent $60,000.00 to $80,000.00 for their Comprehensive Plan updates but felt that Lino Lakes could get a quality Comprehensive Plan for approximately $40,000.00. Mr. Wessel also explained that he has placed $1,500.00 in his project requests for new computer software. Council Member Neal asked where the computer would be purchased. Mr. Wessel explained that Ms. Vaske purchases computers for the City from Smith Office Supply. Council Member Neal noted that there is a company in Sioux City that sells computers. Mr. Wessel said that Mr. Asleson had purchased a computer from that company and has had problems with it. Council Member Neal asked why the City let Laurie go. (Mr. Neal was referring to Laurie Tschida who worked for the City several years ago.) Council Member Neal said that she was very sharp and felt that the City needed a full-time computer person. Ms. Vaske explained that Ms. Tschida wanted to expand her horizons. Ms. Vaske said she felt that the City did not need a full-time computer person. Council Member Lyden said PAGE 4 • • BUDGET WORKSESSION AUGUST 8,1996 • that he did not feel that computer technology would hit a plateau for several more years and felt that there should be at least a three (3) year rotation of computers. Mr. Wessel explained the need for a dependable vehicle. He noted that Ms. Divine had been stranded several days ago. Mr. Wessel also explained that it is important to have a respectable vehicle to escort prospective commercial developers to various areas of the City. There was a suggestion to replace the Ford Taurus (Administration vehicle) with a mini -van that is approximately one year old. There also was a suggestion that a mini -van would be more appropriate for the Community Development Department. • Mayor Landers said that somebody has to be responsible for repairs to the City vehicles. He asked what happens when a door handle falls off of a vehicle. Mr. Wessel said that he tells the City mechanic who is responsible for maintenance of City vehicles. Mr. Wessel explained that the City mechanic does keep a regular schedule of maintenance for each City vehicle. Council Member Kuether asked Mr. Wessel if he would be interested in being paid mileage and use his own vehicle. Mr. Wessel said that would be all right, however his vehicle is a pickup truck. Council Member Lyden asked Mr. Wessel if he was saying that his 1997 budget request is exactly the same as his 1996 Economic Development budget and the 1996 Planning Department Budget combined. Mr. Wessel said yes, all non -salary budget items are coming in the same as the 1996 Economic Development budget. POLICE DEPARTMENT, CHIEF DAVID PECCHIA Chief Pecchia gave each Council Member a packet of information which included the 1996 Police Department Goals, 1997 Budget Priority Requests, 1997 Budget Proposal and a graph for Comprehensive Per Capita Spending. He explained that the Police Department budget is the largest budget and gave background information on how the department determined the budget requests. Chief Pecchia said that he wanted his department to be on the "cutting edge" and explained various changes in regard to the operation of the department. He also explained that he had secured $150,000.00 of federal grants and $16,000.00 of state grants to fund some of the programs as well as solicited donations from non-profit organizations and public support. Police Officers are being requested to work security for local events. The Police Department is charging all costs for this service to the persons or organizations organizing the event. Chief Pecchia explained the enforcement activities that generate revenue for the City such as tickets, restitution, state aid reimbursement and reimbursement for officer training. The 1997 budget needs were determined from input from the City Council which sets policy, input from the 20/20 Vision Project, neighborhood watch groups and employees. Because the City is growing, the Police Department will continue to grow. The Police Department staff is in the process of preparing building needs for a growing department. PAGE 5 BUDGET WORKSESSION AUGUST 8,1996 Chief Pecchia outlined City goals for the Police Department such as: 1. Establish identity for City, how does the Police Department get involved with this goal? 2. Expand and enhance Economic Development goals, it is important to have people involved with CEPTD. 3. Address City's infra -structure needs, continue the street weight restrictions program. 4. Enhance City's solvency, explained how new programs are financed. 5. Manage City's growth in a prudent manner. 6. Enhance communication with the public. This is done through the City quarterly newsletter, the quarterly neighborhood crime watch newsletter, City Survey and bicycle patrol officers. Police officers are assigned to precincts and are required to get out of their car often. The bicycle patrol has been well received. In addition, the annual National Night Out program has been a great way to get feedback from citizens. 7. Upgrade City Facilities, explained the need for a new building. More space is needed, a generator is needed for emergencies. There was a lengthy discussion regarding the need for a new Police facility, why the cost of this building is more expensive than a new City Hall and where the new building should be located. Mr. Schumacher explained that if the new Police facility is constructed at the Town Center, on the property recently acquired from the Metropolitan Council Open Space, no taxable property would come off of the tax rolls and possibly the current Police facility could return to the tax rolls. Council Member Lyden said that he would want the Police facility to have its own entry and exit. He did not want police cars and other City vehicles co -mingling. Chief Pecchia identified the need for two (2) additional police officers, one permanent part-time clerical person and one part-time CSO person. He explained that these personnel will be needed to maintain the Police Department as it is currently operating. Council Member Bergeson said that some Council Members want, as a goal, to have two (2) police officers on duty 24 hours per day, seven (7) days per week. He asked if the City Council approves the two (2) additional officers for 1997, would this goal be realized. Chief Pecchia presented a 30 day schedule and noted that there still would be times when only one officer was on duty. Council Member Kuether said that since Chief PAGE 6 • BUDGET WORKSESSION AUGUST 8, 1996 Pecchia became Chief, seven (7) new officers were hired and we still do not have two (2) • officers on duty per shift. • • Council Member Lyden asked if the City Council wants the minimum standard to be two (2) police officers on duty per shift, how many new officers are needed to accomplish this standard? Chief Pecchia said this would require four (4) officers per shift. He noted that the union contract prohibits "floating" officers. He also noted that part-time officers and professional officers do not mix. Part-time officers have priorities elsewhere. The Circle -Lex Police Department has several part-time officers and they are not getting the quality service that the citizens are paying for. Council Member Neal asked if Lino Lakes goes to two (2) officers per shift, will the Circle Pines -Lex Police Department reduce their police force. Chief Pecchia said he would monitor how many times the Lino Lakes Police Department is requested to assist the Circle -Lex Police Department. Chief Pecchia outlined the program for a bike patrol. He noted that the bike patrol officers would be allowed to wear shorts. There would be a minimum of two (2) officers on bike patrol. The officers would stay relatively close to their vehicles so that they can assist in emergency situations. Mr. Schumacher noted that the amount of training for bike officers could have an effect on scheduling. Chief Pecchia explained that training is done on the officers day off. Also, the officers in training do not get comp time. Council Member Neal said that he wanted to compliment the Police Department for being well trained. Council Member Kuether noted the intent to add another sergeant for 1997 and asked how this will impact the salary portion of the Police Department budget. Chief Pecchia explained that a police officer must be a member of the Police Department for at least two (2) years to qualify for the sergeant position test. Council Member Kuether asked to see a pay schedule for current sergeants and the new sergeant. Council Member Lyden asked if two (2) additional officers are hired, would overtime salaries be reduced. Chief Pecchia said that overtime salaries would not be greatly impacted. Court time requiring the appearance of a police officer takes almost all of the overtime salary. Council Member Kuether asked if there would be added revenues such as additional tickets. Chief Pecchia said that this type of revenue will not be impacted until the Police Department is fully staffed. He explained that he has actively solicited donations to cover some of the additional police programs such as D.A.R.E. Mr. Schumacher also noted that Chief Pecchia has done an excellent job of securing grants and donations. Council Member Bergeson said that he had mixed feelings about adding to revenue by issuing PAGE 7 BUDGET WORKSESSION AUGUST 8, 1996 additional tickets. He felt that this could be counter-productive. Council Member Lyden asked if the City would have hearing officers to handle the additional volume of tickets. Chief Pecchia said no although some communities have experimented with this concept. Chief Pecchia was asked about the computer program for the Police Department. He explained that he would like to have all computers on a three (3) year rotation plan. Chief Pecchia explained that he has three (3) new squad cars in his 1997 budget. However, it appears that the 1997 squad cars will be more expensive. He is looking for new 1996 cars that could be purchased and placed in storage until 1997. One squad may be traded in on a new squad and the balance will be taken to the auction. Chief Pecchia explained that he had checked into leasing a vehicle. This is not feasible because too many miles are put on a squad car each year. He outlined the number of vehicles currently maintained by the Police Department. Other Police Department requests included a new fax machine. The old machine will be traded in. A work station is need for a part-time office employee. Council Member Neal asked Chief Pecchia if his department could use any of the computers that are being replaced in the Administration Department. Mr. Schumacher explained that the Police Department has placed their computers on a rotation program. The used Administration Department computers are being replaced by equipment that is updated. They would not be useful to the Police Department. Chief Pecchia noted that he had prepared a graph showing that his proposed budget reflects a $87.40 cost per capita. This is under the national average for a Police Department. Promotion of officers to sergeants positions costs were outlined. Chief Pecchia expects to test five (5) officers. He is proposing to use the same firm for testing as he used for hiring new officers. If no one in the department qualifies for the position, an explanation will be provided to the City Council. He said that he would like a sergeant "on -board" by September 1, 1997. Council Member Kuether asked if a defibrillator should be placed in every squad car. Chief Pecchia explained that he is watching a new program that may allow the department to apply for EMS grants for each defibrillator. He noted that Lino Lakes does not qualify for the program at this time because the City already has four (4) defibrillators in the three (3) fire stations and in the Fire Chief' s car. Council Member Kuether felt that because Lino Lakes is spread out over a large area and because of the senior complex, there should be a defibrillator in each car. Chief Pecchia noted that the cost is $5,000 each plus the cost of training an officer. Council Member Kuether asked Chief Pecchia to prepare costs of battery operative defibrillators. Mayor Landers felt it was not necessary to have defibrillators in squad cars since the Fire Department has them at each fire PAGE 8 • BUDGET WORKSESSION AUGUST 8, 1996 station. He noted that the fire fighters who operate the defibrillators have on-going 411 training. • Council Member Bergeson asked Chief Pecchia if he felt comfortable with cameras and computers in the squad cars. Chief Pecchia said yes. Council Member Bergeson asked why additional cameras and computers were not being requested. Chief Pecchia explained that he has one camera in each sergeants care. Mayor Landers asked what happens when there is a call for a second defibrillator? Chief Pecchia explained that there would be second at another fire station for their use. Mayor Landers felt that if the City had a major fire, there could be a problem. Chief Pecchia will prepare costs for two (2) additional defibrillators. Chief Pecchia noted that the Police Department has been getting calls from angry citizens trying to reach the Police Department after regular work hours because the department does not have voice mail. The department is also unable to transfer telephone calls to the squad cars. It was noted that $1,000 has been placed in the Police Department budget for contracting winter patrol on Bald Eagle Lake. Chief Pecchia noted that the focus for this area has changed to what is happening on the Lake instead of monitoring the trash problem. He recommended that the $1,000 be spent on additional patrol on the lake by the Lino Lakes Police Department. Council Member Neal asked him when work would be started on the new police station. Chief Pecchia said that he would like to get on it right away. Chief Pecchia explained his plan for four (4) additional police officers. In May, 1996 one officer from the COPS grant program was hired. One June 15, 1996 another officer was hired to replace an officer who resigned in 1995. In July, 1996 another officer was hired to replace Officer Keller. In August, 1997, two (2) additional officers will be hired to assure that there are two (2) officers per shift. Chief Pecchia asked the Council Members to call him if they have further questions. PARKS AND RECREATION Mr. Asleson explained that his department is trying to provide quality service in a growing city. He presented the Parks and Recreation program needs: 1. One full-time person 2. Increase the part-time office persons hours from 25 to 30 per week 3. Contracted Services includes seal coating of trails. This would be a new program. A trail overlay program will also be started. 4. Rental Equipment, primarily outdoor toilets PAGE 9 BUDGET WORKSESSION AUGUST 8, 1996 5. Safety Education, Safety Committee 6. Capital Outlay includes a pickup, mower and low profile trailer. The department is getting a lot of pressure from residents to upgrade their playground equipment and the trail system. Possible sources of revenue for these items include Dedicated Funds, General Funds, donations and grants. Mr. Asleson discussed the building concerns and maintenance of current parks. He also described the vehicles used in his department. Council Member Lyden asked if the crews used noise control devices. Mr. Asleson said yes. He also noted that his crew takes pride in what they do and they listen to the wants and needs of the residents. Council Member Bergeson asked if a new trails come from developers. Mr. Asleson said not all of them. He budgets for trail construction in established neighborhoods. Council Member Lyden noted that there is $15,000 in the proposed budget for trail maintenance and asked why no dollars are being requested for establishing additional trails. Mr. Asleson explained that if the survey currently in progress indicates a need for trails, he will discuss a referendum with the City Council. Council Member Lyden noted that an environmental group was established by the City Council. He indicated that they should have a budget. Mr. Schumacher noted the need for startup funding. Mr. Asleson explained that he is submitting an application for a grant. He will keep the Council updated on this matter. Council Member Lyden asked if the community wanted to hold a very large celebration, where would it be held. Mr. Asleson noted several places and explained that the City does hold an Earth Day celebration. This could be used as a City celebration. Council Member Lyden asked where fireworks could be held. Mr. Asleson suggested the Regional Park. Mayor Landers noted that a 1/2 ton pickup with a plow is included in Capital Outlay. He asked if the plow would be a straight plow or a "V" plow. Mr. Asleson explained that he is looking at a "V" plow. The cost difference is $1,200 to $1,500 more. Council Member Neal noted that he had been thinking about the need for an athletic complex and asked if it could be located on the vacant land just south of Schwan's Foods on Lake Drive. Council Member Bergeson felt that this property was to valuable to take off of the tax rolls. Mr. Asleson noted that he has contacted a lot of people with land outside of the MUSA. They all have indicated that they want to hold onto their land knowing that it is becoming more and more valuable. He explained that he is concentrating on recreational opportunities in the local parks. Originally, the Park Board had discussed an athletic complex on both the north and south side of the City. However, PAGE 10 • • • BUDGET WORKSESSION AUGUST 8, 1996 at this time the Park Board is searching for a parcel of 60 or 80 acres for the complex. The Park Board has already conducted an extensive search for such land. Council Member Lyden said that he felt the first issue is what is land worth. Barry Bernstein presented the 1997 warming house/playground programs. He requested a wage increases for leaders of these programs. He noted that salaries of staff will also increase. He discussed the need for a teen program as well as a transitional program. He is now considering a Lino Lakes part-time person and a North Metro Recreation part-time person. Mr. Bernstein discussed a proposed Partnership Recreation Program to begin January 1, 1997. He listed the provisions of the Partnership. At this point, only the initial meeting has been held and he is very excited about the possibilities of the program. The intent is to operate the Program in the same manner as the Centennial Fire District. Council Member Neal said he is in favor of anything that will make money. Council Member Kuether felt that if the resources of three (3) cities are combined, there should be more service for each dollar. Mr. Asleson noted that this program would eliminate the competition between the cities. Council Member Kuether asked if some of the recreation programs make money for the City, Mr. Bernstein said yes, however, playground programs, warming house attendants and performances in the parks are all supported by the General Fund. He noted that about 95% to 98% of the programs break even. It was suggested that a special revenue fund be created to keep track of program costs and income. Mr. Bernstein will be coming back to Council with additional information about the Partnership Recreation Program. Mr. Bernstein explained that fall soccer just started and there are over 200 participants. It will be the biggest program this fall. FORESTRY DEPARTMENT Mr. Asleson explained that developer escrow dollars are used to purchase and plant boulevard trees. No additional funding is being requested for this department. GOVERNMENT BUILDINGS Mr. DeWolfe noted that all City buildings must comply with the ADA standards. A recent study indicated that most ADA standards are addressed. Capital Outlay - Mr. DeWolfe noted the need for an additional storage building of at least 5,000 square feet. Mayor Landers asked if/when the City Center is built, will the Public Works Department stay at its current location. It was determined that it probably would stay on Main Street. Mr. DeWolfe explained that in the future he is looking at enlarging and upgrading the shop. Council Member Kuether noted that it should include an air exchanger. PAGE 11 BUDGET WORKSESSION AUGUST 8, 1996 Postage Meter - He also noted the plan to purchase a new postage meter. His research indicated that the new postage machine would pay for itself in two and one-half years. Mr. DeWolfe explained his plan to rewire the shop so that it would be independent of the city hall electrical wiring. Professional Services -This item includes septic system pumping and the carpet cleaning for all buildings. Contracted Services - This item includes nightly cleaning in all buildings. Mr. DeWolfe noted that the janitor service is placed out for bid every two (2) years. Additional Storage Building - Mr. DeWolfe explained the need for an additional storage building. He also explained the need for a salt -storage building. The legislature had mandated that all storage of salt -sand be enclosed and measures be taken to prevent the material from leaching into the ground. MnDot has asked that the mandate be lifted. The best site for a salt -sand storage building in Lino Lakes is in the area where there is sanitary sewer and municipal water service. Mr. DeWolfe added that the request for a salt -sand storage building also includes a request for a pad to mix the salt and the sand. Council Member Lyden asked if the salt -sand could be stored in another city. Council Member Kuether asked if two (2) or more cities could jointly construct a building. She said that it is hard to imagine that smaller cities could comply with this mandate. Mr. DeWolfe noted that the building floor and the mixing pad would be constructed using black top not concrete. PUBLIC WORKS DEPARTMENT Mr. Ahrens explained a pavement management system. This system will take time to initiate as all city streets would be listed and rated as to their condition. In addition, a staff member will have to be trained to implement and manage the program. Council Member Lyden asked how many cities use this program. Mr. Ahrens said many cities have implemented a management system. It is a very useful tool in the budgeting process. This system does require specific computer software. Mr. DeWolfe explained that the City should have money budgeted for reconstruction of streets. He was aware of the restrictions of the City Charter. Council Member Lyden asked for more information on the software needed for the program. There was general discussion regarding how some streets would have to be reconstructed including the use of mesh in areas with poor soils. Mr. DeWolfe noted that when developers construct new streets to dedicate to the City, they are required to use mesh when constructing streets in poor soils. Elmcrest (24th Avenue) is a gravel street that requires a great deal of maintenance. Mr. DeWolfe explained that the Council should look at upgrading it. He has included in the budget the costs of increasing the amount of gravel on this street. PAGE 12 • BUDGET WORKSESSION AUGUST 8, 1996 II/ A new dump truck is included in this budget. It will replace a 1983 truck. This truck will also be used as a plow truck. He noted that all dump trucks are the same color. • • Council Member Neal asked who pays for street signs in new developments. Mr. DeWolfe explained that the City installs the signs. The signs are paid for by the developer. Fleet Management - This budget items includes the salary and benefits for a part-time on- call mechanic. Certain periods of each year cause additional mechanical work. This part- time mechanic will help the full-time mechanic get caught up. Professional Services - Random drug and alcohol testing is conducted throughout the year. Random testing is mandated by the State. REVENUES Mr. Schumacher explained that he has prepared a preliminary budget that does not include everything each department head has requested. An additional $400,000 will be needed to balance this budget. Council Member Lyden asked if there were any other City funds that could help pay these General Fund expenses. Mr. Schumacher noted that the City does have the Closed Bond Fund, however, he did not recommend that the City Council use these funds to balance the General Fund budget. Council Member Lyden said that he wanted everything "on the table". He asked what is the Closed Bond Fund. Ms. Vaske explained. Council Member Lyden asked why isn't he aware of other funds that could be used. Mr. Schumacher said he wouldn't recommend using these funds because they could be needed in a crisis. Council Member Lyden asked Mr. Schumacher if he had his own agenda. Mr. Schumacher explained that the Council gets quarterly reports. He again said that Closed Bond Funds should not be used to balance the General Fund. Council Member Lyden felt that this should be a Council decision. Council Member Bergeson noted that every year the City is audited by an outside auditor. He felt that if needed, they should provide the "big picture" to the Council. He also suggested that Council Member Lyden should talk to the auditor if he did not understand the audit. ENGINEERING DEPARTMENT Mr. Ahrens presented the Engineering Department preliminary budget. He is requesting a printer that is needed to put together presentations. He also noted that a transportation plan is required by the Metropolitan Council as part of the Comprehensive Land Use Plan and he has included the cost of preparing this plan in his budget. Council Member Bergeson asked if the cost of this plan is included in the overall Comprehensive Land Use Plan presented by Mr. Wessel. Mr. Ahrens said no, this is an additional cost. He noted that the total cost of the transportation plan is approximately $40,000. He suggested that $17,000 be budgeted for 1997 and $23,000 for 1998. Mr. Ahrens explained that the PAGE 13 BUDGET WORKSESSION AUGUST 8, 1996 estimated cost for the land use plan is $40,000 and the cost for the sewer and water plans are $25,000 each. Mr. Ahrens explained that the current transportation plan was prepared in 1982 and was updated in 1987. This plan should be updated every five (5) years. Mr. Schumacher noted that Metropolitan Council will not do anything for Lino Lakes until the transportation plan is updated. He also noted that the sewer and water plans have already been updated so there should be little cost in updating them again. Mr. Ahrens noted that the City is growing very fast and that is the reason updating the various plans is so important. Council Member Bergeson said that he felt that communities like Lino Lakes are paying for the State transportation plan. He asked if the City of Shoreview had to prepare a similar plan. He was told yes. Mayor Landers indicated that the Comprehensive Land Use Plan update must be started in 1997 and completed by the end of 1998. A timetable for completion of the Comprehensive Plan was discussed. Mr. Ahrens continued outlining his budget requests. A four (4) wheel pickup is included in the budget. This vehicle will be used by the Engineering Tech who does field inspections. Mr. Ahrens noted that there was some reorganization of his department and the planning portion was transferred to Community Development and included in that budget. Council Member Neal asked what are the duties of the Engineering Tech. Mr. Ahrens explained. ADMINISTRATION DEPARTMENT Mr. Schumacher noted that Mr. Tesch should be presenting this budget. However, Mr. Tesch was not available. Mr. Schumacher explained this budget includes cost for graduate school for Mr. Tesch as well as a laptop computer. He explained that Mr. Tesch's position is becoming more specialized in the area of personnel management, benefits and employee rights. Council Member Kuether requested that Mr. Tesch attend the next work session. Council Member Lyden asked for the breakdown of salary and benefits for a new police officer. He noted that $39,000 was budgeted for a new officer and felt that was rather high. Council Member Bergeson said that he was not comfortable with the Council determining if a new drafting table is important. He said he would rather have a list of requested equipment to review and then designate "X" number of dollars and have Administration decide what items to fund. PAGE 14 • • • • • BUDGET WORKSESSION AUGUST 8, 1996 Council Member Kuether noted all of the computer requests in the budget. She said that there are stores that will come and evaluate the offices and determine how many computers are needed and where they are needed. Council Member Bergeson asked if the revenue estimate included additional tax revenue. Mr. Schumacher explained that the revenue estimate reflects zero increase in fee income and no change in tax revenue. SUMMARY Finance Department - Ms. Vaske said that her staff is recommending that employee payroll go to direct deposit. She suggested that she request proposals from several different banks on all bank services. Fire Department - Mr. Schumacher explained that this budget has already been completed and approved by the City Council. Police Department - Chief Pecchia suggested that the $1,000 budget for the Bald Eagle winter patrol be given to the Police Department to use during the saturation patrol. He noted that if his department knew when they would be moving into their new building, his budget would be impacted. Council Member Kuether questioned the need for the computers. Chief Pecchia explained that his department has to be able to communicate with other communities police records department. There is a need for sharing information. Council Member Kuether noted that the Council will probably not know until October if the Town Center will be approved. If approved, ground breaking will take place in 1997. Chief Pecchia said again that he would like to know if it is a "go" because his budget would be impacted. Council Member Lyden asked for permission to take a comprehensive look at the proposed budget with Ms. Vaske. Council Member Bergeson noted that permission was not needed but noted that if something is in the audit and he did not get a satisfactory answer, he should call the auditor. The meeting was adjourned at 4:45 p.m. These minutes were considered, corrected and approved at a re on July 13, 1998. • Marilyn G. Anderson, Clerk -Treasurer Council meeting held Ki PAGE 15 ivan, Mayor