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HomeMy WebLinkAbout12/16/1998 Council Minutes• • CITY COUNCIL WORK SESSION DECEMBER 16,1998 CITY COUNCIL WORK SESSION MINUTES DATE : December 16, 1998 TIME STARTED : 5:41 p.m. TIME ENDED : 8:13 p.m. MEMBERS PRESENT : Council Members Bergeson, Dahl, Lyden (Lyden was excused at 6:10 p.m.), Neal, Mayor Sullivan MEMBERS ABSENT : None Staff members present: Interim City Administrator, Dave Pecchia; Community Development Director, Brian Wessel (part); Administration Director, Dan Tesch (part); City Engineer, John Powell; City Planner, Jeff Smyser; Financial Analyst, Daryl Sulander (part); Police Department Office Manager, Renee' Kaulfuss and Clerk -Treasurer Marilyn Anderson ANNUAL APPOINTMENTS, DAN TESCH Dan distributed a list of Board vacancies and a list of people applying for the vacant positions. A letter has been sent to those who have applied for the vacancies acknowledging receipt of their applications. Applications for the Boards will be accepted through December 31, 1998. It was the consensus of the Council to tentatively set Wednesday, January 13, 1999, 5:00 p.m., to interview applicants for the Board vacancies. Dan was asked to leave five (5) minutes open between each interview and to shorten the interview process. Dan stated he will have information from all the applicants for the Council before the interviews. 1998 BUDGET AMENDMENT RESOLUTIONS, DARYL SULANDER Daryl stated the General Fund operations for 1998 varied from budgeted estimates due to personnel restructuring, storm damage and higher than budgeted building/construction activity. The proposed budget amendment resolution recognizes $463,459 of additional revenue and $273,018 additional expenditures during 1998. The remaining $190,441 of additional revenue would be placed in the General Fund reserves which should be designated after final 1998 accounting records are available. The remaining additional CITY COUNCIL WORK SESSION DECEMBER 16, 1998 revenue is an estimate and will change as bills are paid for year end and the books are closed. For instance, the 49er's union employees will receive their back pay before the end of the year. This item will appear on the agenda at the regular Council meeting on Monday, December 21, 1998, INVESTMENTS AND DEPOSITORIES UPDATE, DARYL SULANDER Daryl stated the current investment policy has been in place for six (6) or seven (7) years. An amendment is proposed relating to the Finance Director position. Because that position no longer exists, it is recommended that the policy be changed to state the "Finance Officer". It is important to have the investment policy updated since notifications are sent to different financial firms during the annual audit. Only a minor wording change is needed to correct the policy. This item will be added to the regular Council agenda for Monday, December 21, 1998. Daryl stated he would like to designate depositories for the City on Monday evening. He would like to add the Lino Lakes State Bank and the 4M Fund so that he can use their services. Staff will follow the policy regarding depositories as it relates to newly formed banks. A request for proposals will be sent to all banks in Lino Lakes for normal banking services. The City will use the Firstar Bank through June 30, 1998. It was the consensus of Council to go with the depositories as Daryl recommended and direct Daryl to follow up with bids from other banks for City services. This matter will be on the Council agenda for Monday, December 21, 1998. Brian noted that no incentives were given to the new banks to locate in Lino Lakes. 1998 STORMS UPDATE, DAVE PECCHIA Dave stated a "green sheet" regarding storm costs will be distributed on Friday. Daryl went over the numbers relating to the cost of the damages, Federal funding, State funding and local costs. Considering the reimbursement from other agencies, the City will be responsible for about $42,000 of the costs. The City will be asking for more help from the State surplus fund to help cover that cost. The damage expenditures were paid by the General Fund. Reimbursements will be recited directly into the Cash Balances of the General Fund. COUNTY WIDE POLICE RECORDS SYSTEM, DAVE PECCHIA Dave stated that he and Andy attended a meeting regarding a proposal to pool resources of Anoka County law enforcement agencies to provide a county -wide records system. The Anoka County Attorney's office has completed the necessary paperwork to 2 • • • • • CITY COUNCIL WORK SESSION DECEMBER 16, 1998 implement this system including a Joint Powers Agreement and a Records Management Agreement. The purpose of this proposal is to allow access to data gathered by all law enforcement agencies within the County. The total cost of the system is approximately $780,630. Anoka County will be responsible for about $400,000. The balance will be distributed between the other agencies on a pro -rated basis by call load. Lino Lakes will be responsible for about $20,000 which includes operating costs and phone equipment costs. On going costs would be approximately $2,600 per year. The current record system is out dated and as of January 1, 1999, there will be no support. It would cost about $20,000 to upgrade the current system. Dave noted the "call load" is based on calls dispatched by the County for emergency situations. The County will bond to pay for all of the equipment. The City will be billed for their portion of the costs over a four (4) year period. Dave indicated there is money in this year's budget to fund this proposal and the cost can be justified. The annual maintenance cost will be the same or less than the current records system. The proposed system will offer the City the opportunity to do everything electronically and store more records. The public will not be able to access the information so privacy and legalities are not an issue. This item will appear on the agenda at the regular Council meeting on Monday, December 21, 1998. LIVABLE COMMUNITIES PARTICIPATION/GOALS, BRIAN WESSEL Brian noted that if the City participates in the Livable Communities Program the City will be eligible for participation in a Digital Community Program. The City would then be eligible for funding of the latest technology for the Town Center. An update regarding this program will be given in a few weeks. Staff met with Met Council as directed by the City Council to discuss the proposed Livable Community goals. Met Council is comfortable with the more realistic changes staff suggested. This includes an 85/15% owner/rental mix and a 65% affordability goal for owner -occupied housing. Brian noted the goals apply only to new units constructed in the future. That is, the existing housing units are not to be included in the calculations for comparing progress to the long-term goals. In addition, the goals cannot be applied specifically to the Town Center. Jeff reviewed current data and explained how it related to the Livable Community goals and the Comprehensive Plan projections. It was noted that these goals will be outdated in two (2) to three (3) years and will be reviewed again after the 2000 census. CITY COUNCIL WORK SESSION DECEMBER 16, 1998 Brian added that density housing does give a boost to the tax base as compared to single family housing. If the City does not renew its participation in the Livable Communities program or approve the goals, the Metropolitan Council would rescind funding not already spent and the $2 million in additional funding will not be available. It was noted that the percentage applied to new units is a huge distinction from what was originally thought. The ultimate number will be fairly low. It was also noted that if the City built 32 new units in the $600 rent range in the next 11 years, the City would meet its goal. Although all new rental units cannot be built in the Town Center, the majority of rental units will be located there. The goals will be part of the Comprehensive Plan. Andy requested a copy of the goals addendum for the Comprehensive Plan. It was noted the goals need to be submitted by the end of the year. This item will appear on the agenda at the regular Council meeting December 21, 1998. AMERICAN LEGION CLUB PROJECT UPDATE, BRIAN WESSEL The Blaine American Legion Club, #566 is looking for a facility to house their operation. They had been looking at two (2) locations, the Straight Shooter's building on Lake Drive and the current Lino Lakes Police Department building. Andy explained the plan is to go with the Police Station and remodel it to fit their needs. Plans are being drafted next week and another meeting will be held. The plan will add 90 feet to the back of the building and a 35 or 40 foot buffer in the back. Eventually the original building will be torn down and a new building erected. At this time the original building will be all bricked to match the new addition. Brian stated Gary Uhde will be the developer for the entire piece of property. There are two (2) options regarding numbers to make the deal work. One is a straight land write down and assessment. Another is an exclusive long term contract with Mr. Uhde, the American Legion, and the City. Once actual numbers are known, a presentation will be made to Council. UPDATE, COUNTY ROAD #14 (MAIN STREET" TASK FORCE, JOHN POWELL John Powell stated a Technical Advisory Committee has been assembled to look at access management along Main Street from I - 35W west through Lino Lakes, Blaine and Coon Rapids and ending at Highway 10. The purpose is to look at accesses, such as driveways, and to determine a plan to maintain the current level of service as these areas develop. Those involved include the Metropolitan Council, MnDOT, Centerville, Lino Lakes, Blaine, Coon Rapids and Anoka County. In Lino Lakes, there are 150 entrances along a three (3) mile stretch of Main Street. If traffic increases in this area, a real problem will arise. The intent of the Task Force is to prepare a plan so there will be a consolidation of accesses as changes occur. It is desired to have guidelines, policies, and a plan in place as development occurs. 4 • • CITY COUNCIL WORK SESSION DECEMBER 16, 1998 The Task Force will have the final draft of a plan ready January 14, 1999. John will bring the draft to the January 20, 1999, Council work session for a detailed discussion. (Note: this date has been changed to February 3, 1999 to accomodage Anoka County;s schedule.) The draft will include recommendations from all cities involved. In Lino Lakes, plans may include frontages and median installation. The right-of-way is 100 - 120 feet for most of its length in Lino Lakes. ASSESSMENT POLICY AMENDMENT, JOHN POWELL John explained this item involves a change to the Public Improvement Financing Policy. The current policy was adopted in 1990. Recently, a property owner expressed an interest in hooking up to City sewer and water. The property is a large lot that could be subdivided in the future so the property owner did not qualify for the Bisel Amendment. The estimated assessment would be $45,000. The property owner sent a letter to Council Members about this matter. Staff feels it is reasonable for properties that can be subdivided to pay the typical R-1 (Residential) fee and defer other fees until they subdivide. If approved, this will provide the City with an opportunity to recoup stub costs and allow large property owners to hook up. John compared the costs of a large lot with the Bisel Amendment and without the amendment. John stated an agreement would be executed by the property owner and recorded at Anoka County so that if the property is sold, the new owner would be aware of the agreement. The City Attorney would be asked to review the agreement before it is executed. He asked this item be added to the agenda on Monday night. Caroline was asked to let Paul Montain, Charter Commission Chairman, know about the change in policy. Caroline indicated she will have Mr. Montain call John. John noted this change in the policy does not refer to areas where service is not available. It was the consensus of Council to add the Public Improvement Financing Policy to the agenda at the regular Council meeting on Monday, December 21, 1998. REGULAR AGENDA, DECEMBER 21,1998 Item 3F, Investment Policy, was added to the regular agenda. Public Improvement Financing Policy was also added to the regular agenda. DISCUSSION OF MINUTES, KIM SULLIVAN Kim stated the policy relating to the minutes was agreed to earlier this year. The policy is a description of minutes from Robert's Rules of Order. Robert's Rules of Order states the minutes should have three (3) to four (4) paragraphs for each issue. The first paragraph CITY COUNCIL WORK SESSION DECEMBER 16, 1998 should include a statement regarding the issue being addressed. The second paragraph should be a summary statement. If it is desired that a specific statement be included, a request can be made. Part of the problem with a "he said/she said" type format is not all statements are included. The third paragraph should indicated what action the Council took. The fourth paragraph involves the decision made. The regular Council minutes must identify who makes and seconds all motions. In addition, minutes must be available within 30 days. Kim asked that every page of all minutes that are sent to Council and Boards be marked "DRAFT" since they are "drafts" until they are approved by the Council. The City must keep the audio tape and notes for a minimum of two (2) years after the minutes are approved. There is no State requirement regarding the video tape. Kim also suggested that each person presenting an item before the Council, proof their sections of the minutes to increase accuracy. All corrections should be made by the City Clerk. Kim stated she wanted the changes to the minutes policy documented. She also recommended Council Members receive the "draft" before the meeting. If there are changes, they should be made prior to the final vote. It was the consensus of Council to direct Dave to go forward with the corrections to the minutes of the August 24, 1998 minutes according to the minutes policy. The meeting was adjourned at 8:13 p.m. These minutes were considered, corrected and approved at a regular Council meeting held on January 11, 1999. (//4ctA;i21.JA 04,tif2b‘40)1 Marilyn G. Anderson, City Clerk Transcribed by: Kim Points TimeSaver Off Site Secretarial, Inc. 6 Sullivan, Mayor • • •