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HomeMy WebLinkAbout08/07/1997 Council Minutes• • • COUNCIL BUDGET WORK SESSION AUGUST 7,1997 CITY OF LINO LAKES MINUTES DATE August 7,1997 TIME STARTED 9:00 a.m. TIME ENDED 4:30 p.m. MEMBERS PRESENT Council Members Bergeson, Kuether, Lyden, Neal and Mayor Landers MEMBERS ABSENT None Staff members present: City Administrator, Randy Schumacher; Finance Director, Mary Vaske; Parks Department Lead Worker, Mike Hoffman; Recreation Director, Barry Bernstein; Park Department Office Manager, Sandie Wood; Building Official, Peter Kluegel and Clerk -Treasurer Marilyn Anderson. The purpose of the meeting was to discuss the 1998 General Budget wit the City Council. Mr. Schumacher outlined the 1998 Budget schedule and e j 1 at eeting will give department heads an opportunity to talk to the C t ; c w at they feel are the larger issues in their budgets. Ms. Vaske and Mr. Schumacher expl my has not given the City enough information to determine the t . . t time. Staff is aware that there will be levy limits in 1998 and thhi es ve . een changed by the State Legislature. Parks and Dep Additional staffin ts: !Ho an and Mr. Bernstein - One full-time general maintenance worker - Upgrade part-time secretary to full-time Capital outlay requests: - 2 1/2 ton pickups with snow plows. (Lost one pickup to the Environmental Department and the other is scheduled for the auction) - Toro Groundmaster Mower - Sealcoat trails - Replace playground equipment at Sunrise Park and Shenandoah Park - Replace hockey rink at Sunrise Park - Replace 2 backstops - Complete Elm Street, Ware Road and other trails as needed - Snowblower attachment for Case tractor PAGE 1 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 - Fax machine - (2) Computers (3 year rotation plan) • Council noted that the Recreation Department has provided recreation programs for Circle Pines residents this summer and asked staff if they were heavily impacted. Mr. Bernstein explained that the biggest impact was from the large number of Lino Lakes residents participating in the programs. Centennial School District is building several new athletic fields at the new Centennial Middle School. Meetings have been held with the School District to prepare an agreement similar to the agreement at Rice Lake Elementary School. The School District would own the facilities and the Lino Lakes Recreation Department would provide programming and maintenance of the facilities. Council discussed the added expenses involved with those additional programs. Mr. Hoffman described the maintenance activities in the parks and on the trails and the equipment needed to do the work. Staff noted that trail sealcoating is do at the same time streets are sealcoated to take advantage of the cost savings. Mr. Bernstein noted that the Centennial School District p - • er for Rice Lake Elementary School. That will lessen the load o e y er. Council asked if the Dedicated Park Fund ou fun y e capital improvements. Staff explained that this fund is used k land and equipping those new parks. Council discussed oth funding capital improvements. Mr. Bernstein explained that h- • 1 b. g t Centennial Hockey Association to help fund the new hockey rink at S :' He noted that the costs for these items are the actual cost of the equipment. N • r= get together and help erect the play structures and the hockey rinks. Staff performs an annual audit of play structures and other facilities such as hockey rinks, ballfield fences and bleachers. The play structures and equipment that are determined to be either outdated or unsafe get priority status. This is done to help reduce liability claims. Council discussed funding new trails. Staff was directed to identify the trails that rank No. 1 in needs and prepare an aggressive plan to accomplish the 20/20 goal for trails. Council discussed the need for a new snowblower. Staff explained that it takes about three (3) to four (4) hours to plow each hockey rink. There are almost four (4) miles of trails that must be plowed because they are routes to the schools. PAGE 2 • • • COUNCIL BUDGET WORK SESSION AUGUST 7,1997 Staff explained the need for a new copier. The current copier is too small and does not copy on both sides. Staff noted that the Solid Waste Department also uses this copier. Council discussed the computer and fax machine request. Council asked staff to check out a printer/fax machine. Recreation Department, Mr. Bernstein Additional staffing requests: - Part-time Recreation Programmer Capital outlay requests: - Laptop computer (3 year rotation plan) - Printer - Copier Staff noted that a part-time programmer was approved and inc Because the funding was used in another area, the part -ti The person needed for this job would probably be rig work independently. Staff discussed the capital outlay ite to update schedules in the field no longer efficient. Staff indicated t on-going discuss Departments. Park Board 7 Budget. not hired. ith the ability to ter would allow the programmer ranter is needed since the old one is ted for the Parks Department building because of the new city hall with room for the Parks and Recreation The only change in this budget is in Other Services. Staff is proposing that TimeSavers be contracted to provide minute taking services. Council was given a list of all full-time and permanent part-time City employees. Administration Department, Dan Tesch Additional staffing requests: - Full-time secretary - Part-time Human Resources person Capital outlay requests: PAGE 3 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 - Staff car - Laptop computer - Scanner - Human Resources person set-up costs - Office space rental - Calculator Administration is in need of a full-time secretary. Staff is not proposing that another secretary be hired but is proposing to re -organize the duties in the front office so that Ms. Viger would become the full-time administration secretary. Staff explained the need for a Human Resources person. Council directed staff to prepare a job description outlining duties and the qualifications for the position. Council also questioned the need for a full-time person and suggested that a full-time person could be shared by another city. Council also noted that some of the proposed duties appeared to be duties that are currently handled by the City Administrator and the As .stant to the City Administrator. There was also discussion regarding where to p or this person. Staff noted the need to rent office space since there i Coordinator. Space has been found at the Acto Staff explained that the City has not scanner is proposed for the 199 service could be hired to Staff discussed t nvironmental Road. ed record retention. A $1,100 ggested that staff determine if a Council discusse s ' .' for employee training and employee travel noting the policy should indicate the aximum number of hours an employee could spend away from their regular duties for travel and training. This could tie into an employee benefits plan. Staff was requested to research this matter and to develop some job descriptions. Staff asked if employees get comp time after 40 hours. Staff said no. Cable TV, Dan Tesch No additional staff is proposed for this budget. Capital outlay requests: - Scala character generator - Mini -T -Pro cable input PAGE 4 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 • - Playback decks - Monitors in council chambers • • Staff explained that all of the equipment proposed in this capital outlay budget is portable and can be moved if a new city hall is constructed. Council also discussed the need for a cable TV operator. Solid Waste Department, Jackie Constant Additional staffing requests: none Capital outlay requests: - Park Benches Other Services: - Legal fees for implementing Organized Collection Ms. Constant explained that the 1998 Budget is nearly the for legal services will be needed for the on-going pr collection. udget. Fees ized solid waste Most of this department is funded by �� ' :; his grant will also be used to fund park benches made from recycl discussed where these benches could be placed. Council was tol Ace Solid Waste things they have ers 11 start lobbying against organized waste collection. placed an ad in the Quad Press telling about all the good e City. Police Department, Chief Pecchia Additional staffing requests: none. Capital outlay requests: - (3) squad cars - (2) emergency light bars - (2) emergency siren boxes - (3) Kustom Radar Units - (3) resuscitators - shredder - (4) lap top computers PAGE 5 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 Chief Pecchia reviewed the Police Department goals and provided a handout for the Council. Salaries were discussed. Staff noted that much of the over -time salaries are reimbursed by various agencies. Also noted was the need for over -time salaries to cover court time. Staff also noted that officers donate time to the department. Staff reviewed several areas of the budget: - Need for a pair of night vision binoculars - Long gun training - Additional (5) new reserve officers Staff explained that there are no requests for additional staff for 1998. However, the job description for the CSO will be changed. The purpose of the change is to implement a requirement for all new CSO personnel to be trained so eventually they can become a police officer. Staff noted that a change in salaries reflects the need for anoth Officer within the Police Department will be promoted to this pos' o n ; as the impending retirement of Officer Costa. Staff noted the problems with some of the u will be retired. These cars will be pia d identified the cars that Staff noted that nothing h. " :_e fo ' he current Police Department building. The Department is an ing to the new building. Additional radios will not be ordered until An Co nal s the 800 -megahertz program. Additional warning sirens will not be d ause the State may go to a new system. Staff explained th.>" he four (4) lap top computers would be used in the squad cars to aid officers in identifying drivers at traffic stops. The Department may be eligible for a grant to fund at least some of the lap top computers. Staff will keep the Council updated about the grant. Staff discussed the need for Mobile Data Terminals (MDT's) and noted that matching grants for these items may be available. Staff also noted that three (3) other grants will be used for special programs: the Safe and Sober Traffic Enforcement grant; Youth Resource Officer grant and Bike Patrol Enhancement Safety Patrol grant. Chief Pecchia explained that this proposed budget will help the Police Department meet its goals and meet the citizen's requests. Council discussed their concerns about what is going on at the Waterworks in Centerville. Chief Pecchia explained that ticketing patrons of the Waterworks is a big revenue PAGE 6 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 resource for the City of Centerville. Council directed staff to research information regarding how the operation of the Waterworks impacts the Lino Lakes Police Department. Building Inspections, Pete Kluegel Additional staffing requests: none Capital outlay requests: 1/2 ton pickup Council Member Kuether noted that this department has the smallest budget and brings in the most revenue. Mr. Kluegel noted that then pickup he uses has over 90,000 miles on it and it should be replaced. A truck is "all used up" by the time he is done with it and they are usually sent to the auction. Mr. Kluegel presented a list of the housing starts for the past five (5 new housing starts have declined in the past few years. Counc for a graph showing new housing starts over the past few e noted that her asked Council Member Lyden noted that the Council g ut ing pickups with the same color and same logo. Mayor Lander e ked n . t s and Council can tell who is driving the truck by its color. Counci sked if there is a specific policy outlining how trucks are rotate Engineering, Streets, overnment Buildings, Tom DeWolfe and David Ahrens Additional staffin ts: - Full-time mechanic - On-call mechanic - Shared Planning Coordinator (50%) Capital outlay requests: Engineering: - ArcView/Autocad software - Plotter - (2) computers (3 year rotation plan) PAGE 7 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 Government Buildings: - ADA upgrades - Seal roof on current city hall - Upgrade heating & air at current city hall - Upgrade lighting at current city hall Streets: - Sale & sand storage building - Single axle dump truck - Vibrating/static self propelled roller - 1/2 ton 4x4 pickup truck - Tandem trailer - Computer (3 year rotation plan) - Plow Fleet Management: - Air compressor - Radio repeater system Engineering contracted services: - Increase in consulting engine • - Complete transportatio 1 - GIS setup Streets contracte ' e - Mill and overla onion of 2nd Avenue Mr. DeWolfe described the need to overlay 2nd Avenue. He also noted that in the near future the City will be mandated to build a salt -sand storage building to keep the material from leaching into the soil. Mr. DeWolfe suggested that revenues from antenna leases could be directed to this project. Mr. DeWolfe addressed the need for a new single axle dump truck. This vehicle was in the 1996 Budget, however, it was cut. He also explained that a new plow is needed to replace those that break down during a significant snow event. Mr. DeWolfe noted the vibrating/static self-propelled roller usage and explained that he could buy a new roller with 18 months of rental. The new tandem trailer would be used to haul the loader or skidster. Mr. DeWolfe gave the Council a list of all the equipment owned by the City. PAGE 8 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 Mr. DeWolfe addressed the need for maintenance of the fleet noting that last year the City hired a seasonal on-call mechanic. This worked very well, however, it is a problem finding a qualified person to be available on an on-call basis. Mr. DeWolfe noted the problems associated with the current radio system. He also noted that a new air -compressor is not a high priority item. Staff was directed to prepare a list of items and their costs needing attention to make the current city hall livable. Staff outlined current problems indicating that energy costs are enormous. Staff noted that work involved with preparing a road improvement project. The feasibility for reconstruction of streets in the Lakes Addition area has been completed and the public hearing on the improvement has been held. If no negative petitions are received, this matter will be placed on the November election ballot. There was discussion regarding funding this improvement project a ture improvement projects. Council asked if street improvement prremoved from Chapter 8 of the Charter. Mr. Dunn, a Charter Co s+ vu •'ed that this probably could be done, however, the Council shoulop a favorable way to pay for street improvement costs. Staff n s • e City streets are reconstructed, it would be prudent to inst. t .ewe nd er trunk lines and not assess benefited properties until they petitio k:� o _�� services. Mr. Dunn explained that t i o =j 's on held some neighborhood meetings to discuss the improvem. _, + t eets. trong opinions were expressed about the City doing something _ es many residents felt that bad streets kept traffic low. Council expresse requested that the from Chapter 8. that the ballot question would be defeated in November. They atter Commission seriously look at removing street reconstruction Council continued to discuss the need for a street improvement financing policy. Staff was directed to continue working on this issue. Staff discussed the need for an in-house City planner. Council noted that consultants are technically oriented but do not have "ownership" in City projects. They directed staff to make sure current employees are comfortable with the staff reorganization plan. Staff explained that those employees affected by the reorganization have been updated and told how their day to day activities will be affected. Council discussed how incoming telephone calls are handled and how walk-in inquiries are handled. Council suggested placing a recording on the telephone system that contained answers to the most often asked questions. Staff explained that they are PAGE 9 COUNCIL BUDGET WORK SESSION AUGUST 7,1997 working on this matter as well as preparing a handout with questions and answers to give people quick answers to the most asked questions. Mr. Ahrens referred to the Contracted Services portion of his budget and explained that he relies on consultants to pick up his work overload. He also presented a handout that outlined uses for the GIS system including a land information management system. This tool makes staff more efficient. Mr. Ahrens explained that the GIS system can be interfaced with the GEO system. Many additional uses are then available. The need for two (2) new computers was noted. Ms. Vaske explained that the current computers would be rotated to other areas in city hall where they will not be heavily used. Community Development, Brian Wessel Additional staffing requests: - Senior Planner Capital outlay requests: none. Mr: Wessel noted this preliminary budget is almost t request for a City planner. The City Planner w Wessel's position when he retires. Council discussed Ms. Wyland new Planner would take s•e take some of Ms. Vige full-time Admin tio t except for the ed take over Mr. ment. Mr. Wessel explained that the d s responsibilities and Ms. Wyland would ity Development duties since Ms. Viger will become a r. Wessel used the overhead projector to show the proposed staff -re flow of a project lan. Council discussed the need for continuity, continuous w -up once the project is approved. Council asked if a new City Planner would eliminate the need for consulting planning services. Staff explained the goal is to reduce the need for a consulting planner. Mr. Wessel explained that the Contracted Services portion of his budget will continue at the same level as in 1996. The Comprehensive Plan update will continue to take top priority because the City is mandated to have a Comprehensive Plan Update in place by January 1, 2000. Staff explained that the Forestry Department duties have been removed from the Park Department budget and combined with the Solid Waste Department budget. A job description has been prepared for the combined departments. Mr. Asleson is the Forestry/Solid Waste Director. He will have a temporary office in a leased space until a new city hall can be constructed. PAGE 10 • • COUNCIL BUDGET WORK SESSION AUGUST 7,1997 Council asked for an explanation of the need for an overtime budget in the Solid Waste Department. Staff explained spring and fall cleanup days require staffing. Employees who work during the cleanup days receive overtime pay. Staff noted that nothing has been budgeted for a storm damage event. Mayor Landers suggested at the very least, a place should be designated at city hall where homeowners can bring storm -damaged trees so that they can be chipped. Council Member Bergeson noted that informally, the Council has agreed that the Environmental Board should receive a stipend in the same manner as the Park Board and the Planning and Zoning Board. This item should be included in the budget. Staff asked Council to go over the 1998 General Fund preliminary budget and give Mr. Schumacher their thoughts. He can combine them with his recommendations for finalizing the budget. Council briefly discussed how the State Legislature has revised the tax b The meeting was adjourned at 4:30 p.m. These minutes were considered, corrected and approuncil meeting held on June 14, 1999. Ai M ilyn'G. Anderson, Cle an, Mayor PAGE 11