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HomeMy WebLinkAbout06/25/2002 Council MinutesCITY OF LINO LAKES MINUTES DATE : June 25, 2002 TIME STARTED : 5:30 p.m. TIME ENDED : 10:16 p.m. MEMBERS PRESENT : Council Members Carlson, Dahl, O'Donnell, Reinert, and Mayor Bergeson MEMBERS ABSENT : None Staff members present: City Administrator, Linda Waite S Dan Tesch (part); Community Development Director, Micha Director, Al Rolek; Public Services Director, Rick DeG and Chief of Police, Dave Pecchia inistration Director, ala; Finance geant Rausch (part); Mayor Bergeson established a timeline for the age._ s noting the Council will adjourn the meeting at approximately 9:30 p. 0 FIVE-YEAR FINANCIAL PLAN Finance Director Rolek stated the rea . discussion is because the Council had concern about the overall increases e Fide -Year Plan. Department Directors will review their projections from the m ® e Council will have the opportunity to ask questions. Finance Director Rolek "� �°th P1an is just a plan and is not a budget. It is not in anyway a policy statement :The ' an will change as it is revised each year. Expenditure Estimates, Pu " lic Services Department, Dave Pecchia — Chief Pecchia advised a cost per capita matrix was previously distributed at a Council work session. Chief Pecchia reviewed some of the changes that have occurred in the past five years relating to equipment, policies and personnel. Estimates in the Plan were based on the information received from the Building Department relating to future population forecasts and building permits. He noted there has a big change in daytime population within the City due to development. The City has a minimum of two officers on patrol at all times. Chief Pecchia advised there is another focus group meeting on Thursday and the group will have their draft of a program based Five -Year Plan. The City is going to look into the use of volunteers within the Department that would help reduces some costs. SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 Councilmember O'Donnell inquired about the 800 -Megahertz system. Chief Pecchia stated the 800 -Megahertz system is not in the Plan and the legislature has passed a special taxing district regarding that issue. The County Board will be coming back to say they want local involvement in the program. Funding is an outstanding issue so it should not be included in the Plan at this time. Chief Pecchia stated that for every three officers added to the Department there are additional costs relating to work stations, training and uniform costs. All officers within the Five -Year Plan are grant officers because the City can justify the need for additional officers. Supervisory positions are not included in the Plan. There are currently twenty- two officers, four sergeants and one chief. Councilmember Reinert stated the growth in population over the next five years would probably be 10-12%. It is projected in the Plan that staff in department is increasing 50%. He asked why there is such a large increase in staff co ,fi d to the population increase. Chief Pecchia stated the projections come from populati dat, calls for service and availability to determine the number of officers that ded. As officers reach the top benefit level and they are on vacation more o � .a �, the number of officers increases, the number of officers on the street d of n essarily increase. The Department also expects an increase in the nu « ber ® calls because of the growing community. Figures also have to be based e population and not resident population alone. Councilmember Carlson stated she i : ncerned about the budget especially because of the shape the state is currently Chief Pecchia stated the Departm ows that it is expensive because it is labor driven. The Chief of Police fro as discussed the possibility of joining police forces with Mounds Vie o ow; cos' s. A joint police force is not included in the Lino Lakes Plan. Mayor Bergeson stated the percent of increase in the Plan includes inflation and will automatically go up 15% over a five-year period. He inquired about the number of officers in the Plan. Chief Pecchia stated the Plan includes 33 officers. Mayor Bergeson asked how many grant dollars the Department is currently utilizing. Chief Pecchia stated the current grant dollars are in the amount of $125,000. Councilmember Reinert stated increases in the Department seem excessive. The perception will be that the Council has accepted this plan and will have these kind of 2 SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 increases. The reality is the numbers may be lower but they could also be higher. He stated he needs justification for the increases that are in the Plan. Chief Pecchia stated the numbers in the Plan are based on a community policing policy. Utilizing that formula the increased numbers in the Plan are justified. However, it would be a luxury for the City to have that many officers. To maintain the current type of policing philosophy will be very expensive. City Administrator Waite Smith noted the Council will have the opportunity to decide about the increases each year at budget time. She asked if it would be easier for the Council if the Plan included only one additional officer per year knowing that there may be the need for additional officers. Mayor Bergeson stated that he is concerned that most of the Council is strong on the idea of no tax increases. If the budget model is changed to a "b :ones" model versus what is really needed there may be a problem. Expenditure Estimates, Administration Department, 3i — Administration Director Tesch stated most budgets will increase every ,6� d to inflation, which is true in the Administration Department. There are no new ot. for the Administration Department in the Plan. There is only the additio` . ' uman resource technician in 2004. Finance Director Rolek stated there is also precincts is being expanded. Administration Director Tesch note years. Some cities have changed is $10,000 —12,000. Changin money. ection costs because the number of elections for the Council are held on odd eral elections. The cost for a special election ection to general` elections could save Mayor Bergeson stated the tat ission may have to make that decision. Councilmember Carlson state she believes there is a time period that cities have to initiate that type of action. Administration Director Tesch stated occasionally the City has done a community survey that cost $20,000 — 30,000. If the City wants to conduct another survey that expense would have to be added to the Plan. Consultant fees were increased 3-5% per year within the Plan. Expenditure Estimates, Finance Department, Al Rolek — Finance Director Rolek stated this department basically has inflationary increases except for an information technology specialist in 2004. An information technology specialist would also work in other departments. This position would not entirely eliminate the need for contractual SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 needs. Other increases in the department include a half-time accounting clerk/special assessment clerk in 2005. Councilmember Carlson asked where the general obligation funds fit into the Plan. Finance Director Rolek referred to page B-3 and indicated the bonds are for levies required for debt. He stated a debt schedule will be distributed later in the meeting. The general obligation funds do show up in the annual report and the budget includes a debt section. Expenditure Estimates, Community Development Department, Mike Grochala - Community Development Director Grochala stated the budget for Community Development includes inflation and the addition of three staff persons: Building inspector, associate planner, and engineering technician. Those positions will lower the department's contractual needs. Councilmember O'Donnell asked when it makes sense for look at a full time engineer as opposed to consulting. Community Develo •, • t . m , tor Grochala stated staff looks at that option every year and three additional • plo' ees would be necessary to cover the City's needs. The City would also still ha consultants. City Administrator Waite Smith stated the City every year. There would probably not be a co additional training costs. A full time engineer Expenditure Estimates, Public Sery Services Director DeGardner stated programs and three new staff pos outlay expenses that are foreca Public Services Director needed for parks trail and needed. Based on vehicle ri will also be necessary. do to needing a full time engineer gs the first year and there would be probable within the next two years. rtment, Rick DeGardner — Public ent used the assumption of no new eferred to page D-87 and noted the capital d a full time park maintenance worker will be es. A full time street maintenance worker will also be eds and the age of current equipment a full time mechanic Finance Director Rolek referred to page D-83 relating to the fleet management budget. The capital outlay increases steadily and represents the City's maximum levy on equipment. Equipment may be funded through that and would save $70,000 — 80,000 of interest that is paid every year. That possibility will be subject to what comes out of the legislature. City Administrator Waite Smith noted that staff numbers will also increase as the greenway program develops. Councilmember Carlson stated greenways are included in the Comprehensive Plan and the City has to think about those costs. 4 SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 Councilmember Reinert inquired about additional snow removal equipment. Public Services Director DeGardner stated that is why the Plan included a street maintenance worker. New equipment would be needed for snow removal. The City now takes approximately nine hours to remove snow. This issue needs to be kept on the radar as more and more streets are developed within in the City. Councilmember Carlson asked if the Montain property is being farmed without any revenue going to the City. Public Services Director DeGardner stated the property can be farmed until January 1, 2004. The property may bring in additional revenue after that time. He noted he will check into possible revenue sources for the property. Mayor Bergeson referred to page B-1 and asked if the revenues and expenses are balanced if it accommodates all requests. Finance Director > a:' ek stated the Plan is a forecast of anticipated needs for the next five years. It is bas current levy limits and laws. Based on this Plan, the taxes would go down after 20 Mayor Bergeson stated the City does have a balanced do He asked if the Council should move forward with p presented to the public. that fulfills its obligation. and what Plan should be Councilmember Carlson stated she is very co ;cern 2 about possible future actions by the legislature. Finance Director Rolek stated the City City will have to revise the projects he recommends the City go with will be revised yearly. He state looking at a forecast and what wi Plan is not meant to be eceives $157,000 from the state. The what action the legislature takes. He stated d plan because they are only projections and ay look like a large increase but staff is eded to keep the services at the same level. The t and not necessarily meant for the public. City Administrator Waite ith stated the document is not accurate if it is presented in a way that does not reflect the e needs of each department. Councilmember O'Donnell stated he would be more comfortable with a plan that includes inflation costs and costs due to increased population. Council directed staff to present a plan that has a maximum 35% increase to year 2006 from year 2001. Finance Director Rolek stated the cuts will largely be in the personnel area. He stated he does not believe existing staff will be affected. The new numbers will take additional staff work and time. SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 Councilmember Dahl stated she sees the Plan as a blueprint for the future and everything staff does is helpful to the Council. She stated she believes the Plan is just a guideline and developing the Plan was a learning process. Outstanding Obligations, Al Rolek — Finance Director Rolek distributed and reviewed an Analysis of Financial Commitment as of December 31, 2001. Also included in the information was a Tax Increment Financing (TIF) Update and Summary of Outstanding Debt. Mayor Bergeson referred to the Deficit in Construction Funds and suggested an estimate of expected assessments be included in the staff analysis for each project. Finance Director Rolek advised the TIF numbers are not included in the Plan but are incorporated into the value figures. The information on the does not include the Council action that was taken last evening. UPDATE ON CSAH 49 Report on Status, Mike Grochala — Community De :lo're t Director Grochala stated the County did respond to the City's submittal. .' uted a copy of the County's current plan noting it is the same as the plan su ' 'tted . years ago: 100 feet of right- of-way and a 68 foot wide street. The Coun ou ike an answer from the City and will utilize the money elsewhere if the pl. .8 eptable. The County is prioritizing their projects by need, City cooperation a g -11 and financial involvement. Community Development Director does get the roadway completed. County will reconstruct them. will be affected. He referred to Road J will be 66-83 fee stated the plan is not a perfect solution but and signal lights are a safety issue and the he es not have a breakdown of what parcels oting the right-of-way on Lake Drive to County Councilmember Carlson stated she is very concerned that two years after the process started the City is still lookin at the same plan. The whole process took a lot of time and money. Councilmember Reinert stated he does not believe there is any more room for negotiations. The County is expecting the City to either take or leave the plan as is. Mayor Bergeson inquired about a timeline for the City's decision. Community Development Director Grochala stated the County would like a decision by the end of the month. The project is now scheduled for 2005 if the County has the City's support and the County decides to move forward. He stated the City does not want to see the road with more than 100 feet of right-of-way, the City does want the streetscaping that is included in the plan along with the 45 mph speed limit. 6 SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 Mayor Bergeson suggested staff give the County a date when the Council will make a final decision. Councilmember Carlson stated she needs to see the full plan from the County and get their compromises in writing. Community Development Director Grochala read a letter from the County that outlined how the road will be designed. Councilmember Reinert stated that if the County acts on the plan favorably a list of contingencies should be included in the approval. Mayor Bergeson stated an approval with a list of contingencies will probably cause the County to spend the funds elsewhere. Councilmember Carlson stated the City should invite its re when this issue is on the agenda. Another issue is where the Miller Farm is developed. Mayor Bergeson suggested the City respond in a way th with the plan but strongly urges the 45 mph speed li be placed on the Council's agenda for as long as t discussion. entatives to a meeting will come out when tes the Council agrees f Birch. This issue should ty will agree to further City Administrator Waite Smith stated staf w r ' to work on a draft letter to be sent to the County. CENTENNIAL UTILITIES F City Administrator Waite Smi Lino Lakes Circle Pines Municip meeting with the franch d reviewed a memo regarding the City of ty Franchise. Staff is recommending a closed to a July Council meeting. City Administrator Waite ith advised the agreement can be opened for discussions without terminating it. Staff so found out that it is illegal to waive the City's right to eminent domain and that section of the agreement is not enforceable. Right of First Refusal relates to the City operating its own utility. Council directed staff to schedule a closed meeting with the franchise attorney prior to a Council meeting to discuss this issue further. COMPREHENSIVE PLAN Report on Met Council Concerns, Mike Grochala — Community Development Director Grochala distributed and reviewed a memo regarding the Comprehensive Plan and the outstanding issues of the Metropolitan Council. The two major issues are total household growth and density, especially medium and high density. SPECIAL COUNCIL WORK SESSION JUNE 25, 2002 Options to Address Met Council Concerns, Mike Grochala — Community Development Director Grochala advised the City will need to increase the total number of new units, increase the overall density for new growth, and increase the amount of medium and high density. These issues are inter -related. Community Development Director Grochala advised staff will continue working with the Metropolitan Council's staff to arrive at a combination of methods to resolve the issues. This will include agreeing on numerical values to use for the several variables in the equations. Mayor Bergeson inquired about a timeline relating to the outstanding issues. Community Development Director Grochala stated the Blueprint 2030 is coming out soon. The City will not be held to those requirements. The Metropolitan cil has until August 27 to act on the proposed Plan. If the City want to reconcile the is , response needs to be made by August 7. Mayor Bergeson stated he needs more time to review th a and options. The Council determined this issue would be disc session. There was a general agreement amon suggestions regarding the outstanding issues City Administrator Waite Smith stated th the public hearing on the Five -Year P write a letter to the Charter Commis and still moving forward. A cop er at the next Council work Co it that some of staffs an will be considered. arter Commission may be concerned that, changed again. She stated staff will ating the Council is working on revisions er will be included in the Friday update. There being no further business t adjourned at 10:16 p.m. ss regarding this issue, the meeting was These minutes were considered, corrected and approved at the regular Council meeting held on July 8, 2002. Transcribed by: Kim Points TimeSaver Off Site Secretarial, Inc. 8 Berge n, Mayor