Loading...
HomeMy WebLinkAbout05/20/1998 Council Minutes• • MINUTES MAY 20, 1998 LINO LAKES CITY COUNCIL WORK SESSION MONDAY, May 20, 1998 5:50 p.m. Council Members Present: Mayor Sullivan, Council Members Bergeson, Dahl, Neal, Lyden Council Members Absent: None Staff Members Present: Police Chief/Interim City Administrator, Dave Pecchia; Assistant City Administrator, Dan Teach; City Engineer, Dave Ahrens, Community Development Director, Brian Wessel; Finance Director, Mary Vaske; Parks and Recreation Director, Rick DeGardner; City Forester, Marty Asleson; Building Official, Pete Kluegel; Mary Kay Wyland; City Clerk, Marilyn Anderson; and Police Office Manager, Renee Kaulfuss. The purpose of the meeting was to summarize the events that evolved as it related to the tornado/storm cleanup. To update the Council on the Shoreview Joint Powers Agreement, the Excess Fund Balance, the Severance Agreement with Randy Schumacher and the ongoing process in recruitment of a City Administrator. OVERVIEW AND UPDATE ON THE FRIDAY, MAY 15, 1998 TORNADO Dave Pecchia provided a handout to the Council members summarizing the events on a daily basis that took place within each department of the City and the financial impact to the City as it related to the tornado/storm disaster. Dave Pecchia prepared an Emergency Proclamation and asked for additional funding in the amount of $75,000 to cover the additional cost of cleanup through the week of June 8, 1998. This would bring the total dollars for storm damage cleanup to $175,000. Lyden requested that staff bring back to the Council a summary of what went well, what could have gone better and what if anything the staff would do differently. Pecchia explained that a debriefing would be scheduled in the near future with all key employees. It was suggested that one council member attend this debriefing. Dave Ahrens stated cleanup is approximately 75% completed. There will be an ad in the Quad Press next week informing residents that the final pickup of debris will be the week of June 8th. Anoka County is picking up the trees/branches along the County Roads within the city. PAGE 1 MINUTES MAY 20, 1998 As of this date, there are six homes without power. Three homes located on Lakeview and three scattered throughout the city. The private contractor donated over $14,000 in overtime to the City for cleanup. Public Works staff will be returning to their regular shift. There will be no overtime hours incurred this weekend. Rick DeGardner briefly outlined his information which was located on the last page of the handout packet. The majority of the losses within the City parks will not be covered by insurance. Fencing ballfields is a priority and is included in the request for the additional $75,000 in funding. A question arose why the League of Minnesota Cities does not insure fencing and Mary Vaske stated it could be a covered loss for an additional 259s- increase in premium. Rick stated the City of Shoreview is conducting a "Volunteer Resource" day, and would like to organize the same for our city. The Salvation Army would provide assistance. The City would be the central phone system taking calls from people/organizations willing to donate their time to assist residents with cleanup. The Salvation Army would provide T- shirts, gloves and the canteen for refreshments to the volunteers. The City would be responsible to coordinate all other functions for the event. We would advise volunteers to bring their own shovels, hoes, etc., We would need press coverage and the deadline for the Quad is tomorrow if we schedule Volunteer Resource day for May 30th. Residents requesting the assistance would need to be advised that they would be responsible/liable if a volunteer would get hurt on their property. Rick was instructed to research with Bill Hawkins/City Attorney prior to proceeding with this event. Pete Kluegel stated his department continues to field calls with the majority of questions relating to roofing issues. His department has designed a letter to address most questions and he will be including the letter with the Building Permit packet. Lyden requested that it be put on record that the City should not have the people pay for the Tornado of 98, that it is an insult to injury. It was noted that there is insurance coverage to include the cost of building permits. It was further noted that the trash haulers have agreed to pickup the additional debris from homeowners during their weekly pickup for no additional cost to the homeowners. Council was asked to give formal recognition to the Trash Haulers for this courtesy. It was noted that a dumpster is needed at Marshan Lane. The dumpsters have not been removed promptly from the Sunrise Park area and are overflowing. It was suggested to add the dumpster location information to the City ad. PAGE 2 • • • • • MINUTES MAY 20, 1998 It was noted that approximately one third of the damaged homes will need a building permit. Discussion followed and it was agreed that the City does not want to compromise safety, however, a building permit will be required for improvements with a dollar value greater than $500.00. Staff is to keep a separate account of building permits requested due to storm damage of May 15, 1998. Mary Vaske outlined the costs to date incurred to the City from the storm damage, and asked the Council whether they would like to reconsider the allocation of funds from the excess fund balance. Discussion followed and it was agreed to allocate the excess fund balance dollars as previously recommended. Vaske further explained that a 1991 Resolution states that the City will annually set aside a 15% contingency fund. There is currently a balance of $729,000 in this contingency fund, and the Council could consider using these dollars for storm damage expenditures. The Charter states that a budget expenditure amendment cannot be adopted without offsetting revenues. This dollar amount cannot be increased unless there are revenues to increase it with. Discussion followed and the Council concurred to use dollars from the contingency fund to pay for expenses incurred. The City will set up a separate department, possibly calling it the "Storm Department" and allocate funds accordingly. Dan Tesch spoke on volunteer recognition. Tesch will need a accurate list of all volunteers from each department head. A personalized thank you letter will be given to each volunteer and could be read or given out at a Council meeting. He requested that all department heads provide him with a list of names by Friday. Ray VanDeveer our State Representative is going to request assistance at the State level. Fire Chief Milo Bennett gave him a tour of the damaged area. It was noted that people who have called and offered services, gifts, clothing, food items and such to storm victims are not to be ignored. If their offering is not needed, staff needs to thank them. Currently a family is in need of bicycles and rollerblades. Shoreview Joint Powers Agreement It was noted that this is a regular agenda item, see packet 9C, green sheet and resolution are included. Staff was directed to research whether the City could be reimbursed through the Errors and Omissions Insurance coverage. Randy Schumacher Severance Agreement Mary Vaske stated there remains two open issues. The Insurance Carrier for the long term disability coverage stated that any benefit that would result from this coverage would be based on salary and Mr. Schumacher is no longer being paid a salary. If he would submit a claim for payment, the company would not pay a benefit. PAGE 3 MINUTES MAY 20, 1998 Council directed Vaske to consult with the City Attorney and have the City Attorney put in writing his findings and recommendation. The second open issue was that Vaske requested that the Mayor and City Clerk sign the check personally. Mayor Sullivan stated if the timing was right, she would sign the check. Mayor Sullivan directed Vaske to confirm with the City Attorney that all obligations have been met and would like the confirmation in writing. Mayor Sullivan noted that she pulled the government training dispersement from the consent agenda last meeting as it was for administrator training and it was not covered in the agreement. Mayor Sullivan directed staff to put it back on the consent agenda for the next meeting. PDI UPDATE There is currently sixty four candidates for the City Administrator position. PDI will narrow it down to twenty three candidates. Mr. Brull will meet with the City Council on June 3 prior to the work session to review the questions for the panel and to review what type of questions can be asked of the candidates. The interviews are scheduled for June 15 and he anticipates there will be six to seven finalists. There will be a four person panel interview. It was suggested that all interviews take place at Wargo Nature Center. The day should include lunch and a tour. Panel members will have resumes to review. It was suggested to have a mixed panel possibly a department head/line employees, a council member, and commission/committee members. From the interview process, the top three candidates would advance to the testing process including a background. A second interview could be conducted Mr. Brull will need the rating scale. If a medical and psychological test is required, the City could make a contingent job offer upon successful completion of the medical and psychological tests. At that point, the negotiation process could take place. Staff Attendance at Council Meetings and Work Sessions The Council members would like to have staff attend the meetings as their schedules accommodate. Mayor Sullivan reminded staff that a normal work week for salary employees is forty eight hours. Discussion followed and it was agreed to conduct a test and require staff attend meetings throughout the month of June. It will be noted how many times staff is requested to answer questions during the meetings held in the month of June. It will be revisited in July. PAGE 4 • • MINUTES MAY 20, 1998 Regular Council Meeting Agenda Items Mary Kay Wyland discussed the agenda item 5B (2), Linda Avenue. Two residents were in attendance at the work session, Connie Grundhofer of 235 Linda Avenue and Judie Bruner of 270 Linda Ave. The P & Z had recommended approval of a rezone from Rural to R -1X and allocation of Interim MUSA Reserve for the Collova Addition. The original request before the P & Z was for R-1 Zoning. The preliminary plat is being revised to meet the R -1X requirements and was tabled by the P & Z until June 10th. Discussion followed and comments included the neighborhoods contention that the R -1X zoning does not fit with the existing neighborhood and concerns regarding drainage, wetland and soil issues. It was noted that two existing homes on Linda Avenue have experienced septic system failure and have connected to the City sewer even though they are zoned rural and outside the MUSA. Wyland explained that any resident on Linda Avenue, in this location, who experienced septic failure would be required to connect to City sewer rather than replace their septic system. Residents expressed concern that should they be rezoned and receive MUSA designation they would experience a tax increase. Mayor Sullivan suggested the residents contact Todd Smith, the County Assessor, and ask him if MUSA designation would increase their tax rate. Council Member Lyden was not in favor of the rezone or the MUSA expansion request and expressed his wish to see the matter denied. After further discussion the Council determined that they would table the request until they have an opportunity to review the revised preliminary plat. Staff was asked to review process deadline. Other Issues Council Member Neal recommended that the City Council reimburse the Interim City Administrator for dollars lost due to cancelled vacation. Council members agreed to reimburse him for his loss and to turn in his receipt to finance. Dave Pecchia expressed once again the great job performance of the Public Works crew during the storm/tornado. Mayor Sullivan requested staff to research the legal process as it relates to closed meetings and minutes. She requested that staff obtain a letter in writing from the City Attorney of the findings. In addition, Mayor Sullivan requested staff to include a copy of all meeting notices and attachments related to the meetings with the minutes. She would like this letter for the Tuesday meeting of May 26, 1998. Budget time for 1999 begins on June 8 as department heads will be handed their forms. PAGE 5 MINUTES MAY 20, 1998 Code of Conduct, there is a list of items to check in the within the next thirty days. The ordinance does address some of the issues. Councilmember Bergeson would like to discuss an item at the end of the meeting. ADJOURNMENT: Meeting adjourned at 9:19 pm. Transcribed by Renee Kaulfuss, Lino Lakes Police Department These minutes were considered, corrected and approved at a regular meeting of the City Council on June 8, 1998 Alt I ELL Marilyn iG. Anderson, Clerk -Treasurer Ki��•- ullivan, Mayor • • • PAGE 6