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HomeMy WebLinkAbout08/07/2002 Council MinutesCITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED CITY OF LINO LAKES MINUTES DATE : August 7, 2002 TIME STARTED : 5:30 p.m. TIME ENDED : 9:30 p.m. MEMBERS PRESENT : Council Member Dahl, Carlson, O'Donnell, Reinert and Mayor Bergeson MEMBERS ABSENT : None Staff members present: City Administrator, Linda Waite Smith; Community Development Director, Michael Grochala; City Engineer, Jim Studenski; City Planner, Jeff Smyser; Finance Director, Al Rolek, Chief of Police, Dave Pecchia (part); and City Clerk, Ann Blair (part) Mayor Bergeson stated Mr. William Houle, one of the founding fathers of the City of Lino Lakes, passed away recently. He owned land in the northeast part of the City and was very instrumental in getting the rural reserve zoning area in Lino Lakes. The visitation is this evening and the funeral is tomorrow. He noted the City missed the opportunity to talk to Mr. Houle regarding the City's history. Councilmember Carlson stated Natalie Haas Steffen's husband also passed away. She indicated she would get a card for the Council to sign and have the City send it out. CONSIDER PURCHASE OF SCANNER, ANN BLAIR City Clerk Blair distributed and reviewed a memo regarding the need to purchase scanning equipment. Included was a copy of a proposal from Coordinated Business Systems. The purchase price of the proposed system is approximately $20,000. City Clerk Blair advised staff has done considerable research prior to proposing the current option. It has been approximately three years since the City has purchased any scanning equipment and upgrading the existing equipment is necessary. City Administrator Waite Smith stated it would be very helpful to have the "search" option that is available with the new scanner. Money for the equipment was not put in the current budget, however, there are some funds available from the contingency fund. There is currently approximately $79,000 in the contingency fund. Councilmember O'Donnell asked if there is the opportunity to eliminate other equipment that is currently being used by City staff. City Clerk Blair stated the current scanner may be able to be sold and the City is currently not using it at all. Use of the new scanner will 1 • • CITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED take away some heavy use of other equipment such as the copier. She indicated it is difficult to estimate exactly how much a new scanner would prolong the life of existing machines. Councilmember Reinert asked staff to inquire about financing the scanner. Councilmember Carlson inquired about the warranty on the new scanner. City Clerk Blair stated there is a manufacturer's warranty and she would inquire how long that warranty is in effect. Councilmember Reinert stated he believes the equipment should be purchased even if it cannot be financed with the company. Councilmember O'Donnell asked staff to determine if there was any new equipment that was budgeted for this year that could be eliminated because of the new scanner. It was the consensus of Council to move forward with the purchase of the new scanner, as presented by staff. This item will appear on the regular Council agenda Monday, August 12, 2002, 6:30 p.m. CONSIDER LIQUOR CODE AMENDMENTS, ANN BLAIR City Clerk Blair distributed and reviewed a copy of the proposed changes to the City's Liquor Code. She noted allowing one liquor license to every 4,000 — 5,000 population is an option. The City currently has five off -sale licenses. Staff is not proposing any changes to the on -sale licenses at this time. The City will have twelve on -sale licenses available per state statute. Councilmember Carlson stated the City needs to have a license for organizations like the Lion's Club to sell liquor at one -day events. Councilmember Reinert suggested the possibility of regulating the number of off -sale businesses by regulating a standard for what type of store is developed. Mayor Bergeson indicated Council would review the proposed changes and discuss this issue at a future work session. City Clerk Blair distributed a copy of a current liquor license application for Council review. City Clerk Blair advised the Council Mr. Chad Wagner, Millers on Main, has inquired about a one -day event with bands performing out in the parking lot. A conditional use permit would be necessary under current City code. The process for a conditional use permit is quite lengthy and there would not be enough time to have it approved. CITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED Councilmember Carlson expressed concern regarding the lack of parking. Chief Pecchia stated he has spoken to Mr. Wagner regarding this issue. The weekend he would like to have the event is the same weekend as the Snow Baron's Hey Days. The Police Department already has enough challenges on that particular night and Miller's would have to rely on private security. Mr. Wagner is researching the parking issues and will contact the Department after receiving new information. City Clerk Blair advised she would inform Mr. Wagner that the Council does have some concerns regarding that type of event. FIVE YEAR FINANCIAL PLAN, AL ROLEK Finance Director Rolek distributed and reviewed a copy of the current draft Plan noting the last directive from the Council was to reduce the percentage of increase in the Plan to 30-35%. That was accomplished by removing all staff additions with the exception of the additions this year. Removing all the additional staff is not realistic but it does balance the Plan. Additional staff will be needed over the next five years. Also cut from the Plan were related costs such as office space, equipment, uniforms, etc. Finance Director Rolek stated the first year of the plan, 2002, is almost over. If the Plan is not adopted soon, staff would recommend the Plan be amended and adopted for years 2003-2007. Councilmember Carlson asked when the new state budget comes out. Finance Director Rolek advised the new state budget will be out in November. Mayor Bergeson asked when the 2003 budget process for the City will begin. City Administrator Waite Smith stated the budget process for 2003 has already started. The budget work session will be held on August 28, 2002. Mayor Bergeson stated that a consensus on the Five Year Plan may be easier to reach after the budget decisions are made. He stated he is not comfortable with adopting the current Plan Councilmember Reinert stated he can not vote for the revised Five Year Plan. Councilmember O'Donnell indicated he is also not agreeable to the revised Plan. Councilmember Carlson stated she is very concerned that the City is putting the Plan off. However, it is not realistic that the City will not hire any new employees in the next four years. 3 CITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED Mayor Bergeson asked if the increases could be sorted out into costs for existing personnel, supplies and benefits along with additional employees. Finance Director Rolek stated that exercise can be done but would take some time and work. That work has begun with the increases. He distributed a copy of the cost breakdown for the increases included in the Plan. Mr. Pat Ellias, resident of Trappers Crossing, came forward and read a flyer that was received from Sue Walseth regarding the road reconstruction of 12th Avenue and Holly Drive which is included in Year 2004 of the draft Five -Year Plan. He stated safety is a huge concern in that area and the road improvements need to be done. Community Development Director Grochala stated the assessments have been made for the improvements but staff needs to determine if they all have been paid. Approximately $2.69 million will be needed for the entire project from Ash Street to Birch Street. A feasibility study was done in 1995 but staff is currently preparing a more detailed study. The project is planned for 2004. Councilmember Carlson stated she would like information regarding fund balances, dollars going out to past projects and dollars needed for future state aid projects. Mr. Ellias asked why Elm Street became a higher priority that Holly Drive. Community Development Director Grochala stated Elm Street became a higher priority because of the condition of the road, drainage issues and the new elementary school. Councilmember Dahl stated she is very concerned that Holly Drive keeps getting pushed back and not getting reconstructed. Administrator Waite Smith clarified that the City Council establishes the priority of projects. Community Development Director Grochala stated work is currently being done on detailed feasibility studies. Timing is an issue even after funding is determined. It is anticipated that the feasibility study for 62nd Street will be presented to the Council in September. Neighborhood meetings are currently being held for Elm Street. Information is being gathered on Holly Drive. In approximately 90 days all the feasibility studies for each project should be completed. Mayor Bergeson advised it will be November before the City has all the necessary information. The City will then reaffirm the schedule for the projects or modify it if necessary. The Council should look at the information on all three projects at the same time. ELM STREET, SECOND AVENUE, DONNA CARLSON Councilmember Carlson referred to and read a memo from the City Administrator regarding this issue. The memo outlined the concern of Second Avenue becoming a 4 • CITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED thoroughfare after Elm Street is reconstructed. She indicated she attended the neighborhood meeting and was very disappointed. She stated the agenda items referred to Second Avenue. The feasibility study was ordered on Elm Street and there was no mention of Elm Street. Many of the residents were very upset with the City and the City Council. The question is if the City plans to reconstruct Second Avenue. The City needs to get the feasibility study on Elm Street done with traffic calming on Elm Street and Second Avenue so the project is completed next spring. A resident present stated the meeting was very unprofessional and very disorganized. City Engineer Studenski read a letter that was sent to residents on Second Avenue and Elm Street regarding the neighborhood meeting. The intent of the meeting was to discuss options for traffic calming on Second Avenue that may also be utilized on Elm Street. Community Development Director Grochala noted that when the Council authorized the feasibility study last May neighborhood meetings were suggested relating to options for traffic calming on both Elm Street and Second Avenue. Councilmember Carlson asked if the City is going to have a project ready to go in the spring and has that direction been given to TKDA. Community Development Director Grochala stated the project on Elm Street is scheduled for spring 2003 and that direction has been given to TKDA. Staff has reviewed a draft feasibility study for Elm Street but drainage options also need to be reviewed. Councilmember Carlson asked if the City is rebuilding Second Avenue also. Community Development Director Grochala stated the City is not planning anything for Second Avenue but is looking at traffic calming options that could be used for both Second Avenue and Elm Street. Mayor Bergeson suggested a City staff person attend neighborhood meetings with consultants. City Administrator Waite Smith noted this issue was discussed with TKDA. COLUMBUS CONTRACT FOR POLICE SERVICES, DAVE PECCHIA Chief Pecchia stated National Night out went very well and there were 22 neighborhood parties. Chief Pecchia distributed and reviewed two proposals for providing Police services to Columbus Township in 2003. Proposal A included prices for police services contracted with the City of Lino Lakes and Proposal B suggested Columbus pay the same per capita amount as Lino Lakes' citizens for coverage. He noted Proposal B would include offering the same programs to Columbus as Lino Lakes has, such as DARE. • CITY COUNCIL WORK SESSION AUGUST 7, 2002 APPROVED Chief Pecchia advised the proposals have not yet been presented to Columbus. He asked for Council direction noting any agreement will be for a three year minimum. He advised he does not believe the City would lose money on the contract but it would cause personnel changes within the City. It was the consensus of Council to direct staff to present the proposal to Columbus, as presented by staff. COMPREHENSIVE PLAN UPDATE, MICHAEL GROCHALA, JEFF SMYSER Community Development Director Grochala stated staff met with the Livable Communities Committee last week. The Committee is going to recommend approval of the Comprehensive Plan to the Metropolitan Council based on twelve conditions and recommendations. He reviewed the recommendations and conditions noting the proposed Plan will be going to the Metropolitan Council next week for approval. Councilmember Carlson clarified with staff the statement regarding the careful monitoring of development within the City and the actual number of homes in the Plan. City Planner Smyser stated the control mechanism for the Plan will be discussed at the next Council work session. CLEARWATER CREEK, 5TH ADDITION UTILITIES, MICHAEL GROCHALA Community Development Director Grochala stated the Clearwater Creek 5t'' Addition utilities were discussed at a previous work session. The City has received a letter from GOR -EM, LLC., indicating they accept the risk of beginning the utility construction in Clearwater Creek without the assurance of MUSA allocation. It was the consensus of Council to move forward with GOR -EM, LLC., beginning utility construction, as presented by staff. REGULAR AGENDA, JUNE 22, 2002 Item 7Ai and 7Aii, Spirit Hills Commercial Development — Councilmember Carlson requested staff look into the possibility of tanks still being in the ground on that particular site. Item 7C, PUBLIC HEARING, 21St Avenue Improvement Project — Councilmember Carlson requested a copy of the current feasibility study. Finance Director Rolek asked for Council direction regarding the Five Year Plan. The Council directed staff to present options that are somewhere between the original Plan and the revised Plan that has no additional staff. • CITY COUNCIL WORK SESSION APPROVED The meeting was adjourned at 9:30 p.m. AUGUST 7, 2002 These minutes were considered, corrected and approved at the regular Council meeting held on August 12, 2002 Ann Blair, C(t' Clerk John Ber eson,'layor Transcribed by: Kim Points TimeSaver Off Site Secretarial, Inc. 7