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HomeMy WebLinkAbout03/19/2003 Council Minutes• CITY COUNCIL WORK SESSION March 19, 2003 APPROVED CITY OF LINO LAKES MINUTES DATE : March 19, 2003 TIME STARTED : 5:30 p.m. TIME ENDED : 8:55 p.m. MEMBERS PRESENT : Council Member Carlson, O'Donnell, Reinert and Mayor Bergeson MEMBERS ABSENT : Dahl Staff members present: City Administrator, Linda Waite Smith; City Engineer, Jim Studenski; Chief of Police, Dave Pecchia (part); Sergeant Kurt Rausch (part); City Planner, Jeff Smyser; Community Development Director, Michael Grochala; Finance Director, Al Rolek (part); Public Services Director, Rick DeGardner (part); and City Clerk, Ann Blair (part) DISCUSS 2003 PARK BOARD GOALS, DR. GEORGE LINDY Dr. George Lindy, Chair of the Park Board, reviewed the following recommended Park Board Goals for 2003: Clearwater Creek Park Development $75,000 Highland Meadows Park Development $75,000 Pheasant Hills Northeast Trail $45,000 Birch Park - Open Air Shelter $25,000 Behm's Park - 1/2 Court Basketball $10,000 Sunrise Park - Pave Parking Lot $65,000 Pursue Full Court Basketball at Rice Lake Elementary $20,000 Clearwater Creek Park Development ($75,000) - This park began development in 2001. The additional dollars will be used for final grading of the entire park area, 1/2 court basketball court, paving internal trails, irrigation, and seeding. Upon completion of Clearwater Creek Park, the City will be reimbursed $125,000 from an Outdoor Recreation Grant awarded in 2001. Highland Meadows Park Development ($75,000) - This park began development in 2002. The additional dollars will provide playground equipment, complete the 1/2 court basketball court, seed the entire park area, and provide park amenities such as park benches and picnic tables. Pheasant Hills Northeast Trail ($45,000) - The City has been working with the Pheasant Hills Homeowners Association to provide a trail connection to the Regional Park Reserve Trail System. The City Council recently approved Resolution 02-178 that outlines an arrangement 1 • CITY COUNCIL WORK SESSION March 19, 2003 APPROVED to provide a quitclaim deed for a trail easement. The funding for this project will provide an asphalt trail from Sherman Lake Road to the Regional Park Reserve Trail System. Birch Park - Open Air Shelter ($25,000) - With recent completion of the boardwalk, Birch Park is used by residents in several nearby developments. An open shelter will be a nice amenity for area residents and participants in our summer playground program. Also, an open air shelter is indicated on the master plan. Behm's Park -1/2 Court Basketball ($10,000) - A1/2 court basketball court has been requested by residents adjacent to Behm's Park and is indicated in the master plan. Sunrise Park - Pave Parking Lots ($65,000) - Since Sunrise Park is our most heavily used neighborhood park, paving the parking areas will provide more efficient parking and eliminate the dust problem on windy days. Public Works staff will stripe the parking lots in- house. Pursue Full Court Basketball at Rice Lake Elementary ($20,000) - Residents and Park Board members have expressed the need/desire for a full size basketball court. Rice Lake Elementary School seems to be the most logical location. Discussion with the Centennial School District will need to occur to determine whether this is possible. This item will appear on the regular Council agenda Monday, March 24, 2003, 6:30 p.m. LIQUOR VIOLATION HEARINGS — POSSIBLE PENALTIES, POLICE CHIEF • DAVE PECCHIA • Sergeant Kurt Rausch advised two establishments failed the liquor compliance checks that were conducted last December: Shirley Kay's and the American Legion. A memo was distributed from the City Clerk regarding this issue. The memo indicated Notice of Hearing letters were issued to both establishments. Sergeant Rausch continued, stating that according to the Best Practices Policy, the recommended penalty for the violation is a $500 dollar fine, if the Council determines either establishment violated the Lino Lakes City Code 701. City Clerk Blair noted a public hearing is scheduled for 6:00 p.m. Monday, March 24. This item will appear on the regular Council agenda Monday, March 24, 2003, 6:30 p.m. QUAD CITIES POLICE DEPARTMENT PROPOSAL, POLICE CHIEF DAVE PECCHIA City Administrator Waite Smith advised the Quad Press printed incorrect information regarding this issue. The schedule for presentations will begin in Lino Lakes Monday night. She suggested a public hearing be held on April 14, after the presentation is made. The City Clerk will post the hearing in the Quad Press. The four City Administrators met today to clarify the next step. If the four cities wish to proceed, the next step is to select two committee members from each City to work on a Joint Powers Agreement. It is 2 CITY COUNCIL WORK SESSION March 19, 2003 APPROVED • assumed that each city will not vote on the Quad Cities Police Department until the Joint Powers Agreement is completed and each city reviews it City Administrator Waite Smith noted the presentation is under open mike and all four City Administrators will participate in the presentation. She added she would introduce this item at the regular Council meeting on Monday. Councilmember Carlson stated she did have a lot of questions about the funding. She indicated she wants to make sure the numbers are comparing apples to apples in relation to the financial aspect. City Administrator Waite smith stated the City Administrators continue to refine that information and hope to have that available soon. She noted she is not sure they will be able to reconcile those items completely. Councilmember Carlson stated the City is not achieving its goal if the project does not save citizens money. City Administrator Waite Smith stated she would talk to Councilmember Carlson regarding that issue tomorrow. Councilmember Reinert stated the project is not worth it even if there is a cost saving and there is a lesser quality of service. Other cities will not be growing or increase in value. Lino Lakes will grow and will have to bear the brunt of the costs. City Administrator Waite Smith advised that issue has been discussed and it will have to be addressed. She stated she has made it clear that the City of Lino Lakes has not committed to a Quad Cities Police Department. Councilmember Reinert stated he needs more information and there are a lot of questions that still need to be answered. Councilmember Carlson stated she also has similar concerns . The cost formula is also a concern. The City of Lino Lakes starts out paying over 60% of the costs. She stated it is estimated that in the future the City will pay 75% of the costs due to growth in population. Councilmember O'Donnell stated no one would get everything they want with this project. Everyone will have to give something up for a win/win situation. City Administrator Waite Smith stated it has been determined that there has to be a cost formula. That formula has not yet been determined. Mayor Bergeson noted that public hearings in Lino Lakes are often continued to another meeting. City Administrator Waite Smith advised she has told the other cities that it may take some time for the City of Lino Lakes to determine if they want to move • forward. The Council can continue the April 14 hearing to April 28 and decide then if they want to continue exploring a joint department. CITY COUNCIL WORK SESSION March 19, 2003 APPROVED Chief Pecchia stated the sooner the decision is made the better whether the Council determines to proceed or drop the project. There are currently officers who are starting to look for other employment opportunities. City Administrator Waite Smith stated she hopes the Council will know by April 28 if they wish to participate in the committee. Councilmember Reinert stated the one big thing for him is who will control the department after the merger is completed. He stated he could not see the City going into the merger if the City will lose control. Councilmember Carlson stated the factors for her are safety, quality, cost and governance Mayor Bergeson suggested this item be on the next Council work session agenda for more Council discussion. MEETING MINUTES OF JANUARY 8, 2003 AND FEBRUARY 24, 2003, CITY CLERK ANN BLAIR City Clerk Blair advised a copy of the draft minutes in question were included in the packets. She noted the changes on the January 8 minutes are shown as a strike out with the new verbiage underlined. She suggested the format of the minutes be more summarized for cost savings. Councilmember Carlson stated she wanted the changes on the January 8 minutes clarified by the City Clerk because the City Clerk listened to the tape and added the verbiage. She stated she agrees the length of the minutes is an issue and she has spent a lot of time correcting the minutes. There are a lot of errors on the February 24 minutes and the length should be cut back. City Administrator Waite Smith stated that when she first came to the City, each director reviewed his or her portion of the minutes for correction. At this time it is impossible for the directors to do that because of the length of the minutes. Councilmember Carlson stated she has many more corrections and would prefer to go through them with the City Clerk as opposed to doing it at a Council meeting. Councilmember O'Donnell stated he is concerned about the practice of changes to the minutes. The entire Council should know about changes. He stated that even his own comments were changed without his knowledge. Mayor Bergeson stated Councilmembers should not be making changes for other Councilmembers. • Councilmember Carlson noted the City Clerk made the changes to Councilmember O'Donnell's remarks. • • • CITY COUNCIL WORK SESSION March 19, 2003 APPROVED City Clerk Blair stated she is concerned about getting the approved minutes in a timely manner. She noted if approved minutes aren't available, the City gets requests for draft minutes and the City does not like to distribute minutes until they are formally approved, because it becomes confusing as to which version of a draft someone may have Mayor Bergeson suggested the changes be reviewed at a Council work session prior to approval at the Council meeting. Councilmember O'Donnell stated he does not have a problem with Councilmembers working with the City Clerk on changes as long as the changes are noted on the draft. The Council determined the January 8 minutes would appear on the regular Council agenda Monday, March 24, 2003. City Clerk Blair stated the Councilmembers do not have an email address at City Hall. It is possible for Councilmembers to have an email at City Hall as long as everyone agrees to the terms of service. Councilmember O'Donnell stated he would prefer email that comes to City Hall but is automatically forwarded to another email address. City Clerk Blair stated she believes it is physically possible but would be very administratively difficult. The privacy of each Councilmember's computer is also a concern. She stated she would look into this matter further and give the Council an update. City Administrator Waite Smith stated another option is to have an email address at City Hall and have a staff member print them. Councilmember O'Donnell stated his only concern with that is citizens may be expecting a reply from City Hall via email. He suggested an outside web access for each Councilmember. City Clerk Blair stated she would look into that possibility also. Mayor Bergeson stated Councilmembers need to give citizens a way to email them. DISCUSS PROPOSED STATE AID CUTS AND RECOMMENDED BUDGET ADJUSTMENTS, AL ROLEK Finance Director Rolek stated it is still unclear as to what the legislature is going to do regarding budget cuts. The proposed cuts indicate the City would lose LGA Credits and the Homestead Credit in the amount of $502,546. The good news is those funds would be lost in the first year and it could not get any worse the second year. The City would not be able to recoup any of those funds from a tax levy. The City will not know until May or June as to what the legislature will do. • • CITY COUNCIL WORK SESSION March 19, 2003 APPROVED Finance Director Rolek distributed and reviewed a proposed budget adjustments and other possible future budget cuts information sheet. He noted if the proposed cuts are approved, they would be cut right away and not pro -rated. Finance Director Rolek recommended the City move forward with converting the Equipment Fundto Debt Financing as soon as possible due to timing issues. That would mean issuing $200,000 in Certificates of Indebtedness. City Administrator Waite Smith noted a franchise fee is listed as a possible future revenue source and she would like Council direction regarding that issue. Councilmember O'Donnell stated he thinks instituting a franchise fee for budget deficits would be for the wrong reason. He stated that if a franchise fee is established it needs to be done to level the playing field for all involved. He noted he does believe the Council should revisit that issue. Mayor Bergeson stated he is still in favor of a franchise fee. Councilmember Reinert stated it has always been a goal of his to level the playing field for all involved parties. City Administrator Waite Smith advised she will gather the information regarding a possible franchise fee. Authorization to issue $200,000 in Certificates of Indebtedness will appear on the regular Council agenda Monday, March 24, 2003, 6:30 p.m. RESPONSE TO COMMENTS; EAGLEBROOK EAW, JEFF SMYSER City Planner Smyser advised that included in the packets was a draft document that contains the City's response to comments received on the EAW for Eagle Brook Church. He stated he would like the Council to review the document and responses and a discussion can be held on the April 9 Council work session with the Council making a decision on the needs for an EIS at the April 14 Council meeting. City Planner Smyser noted that also included in the packet is the criteria that should be considered in deciding whether a project has the potential for significant environmental effects. Councilmember O'Donnell asked if the City has a formal application from the Church. City Planner Smyser advised the City does not yet have a formal application. However, the City can make a determination on whether or not an EIS is necessary without a formal application. Councilmember O'Donnell inquired about a staff recommendation regarding an EIS. City Planner Smyser advised staff has not yet made a recommendation but a recommendation from staff will be given at a future date. CITY COUNCIL WORK SESSION March 19, 2003 APPROVED • CSAH 14/8 (MAIN STREET) ENVIRONMENTAL ASSESSMENT (EA) COMMENT PROCESS, MICHAEL GROCHALA • Community Development Director Grochala advised the City has received an EA/EAW prepared by Washington County for CSAH 14/8 project. No formal action is required on this but the City will respond to Washington County. The City can respond in letter form or a formal resolution. The comment period ends April 16. There is an information meeting scheduled next Tuesday at Hugo City Hall. There will be a public hearing immediately after the information meeting. Copies of the EAW will be distributed to the Council and Councilmembers will have the opportunity to comment. 62ND / ELM STREET DISCUSSION, MICHAEL GROCHALA Community Development Director Grochala distributed and reviewed a memo that outlined the options for 62' Street/Elm Street projects. He noted the two general issues that need to be resolved prior to moving forward include an amendment to the Comprehensive Plan and the petition against assessments for street/sewer that was received from the residents. Community Development Director Grochala reviewed the options including the pros and cons of each option for 62" Street and Elm Street. He noted additional analysis will need to be done to address financial impacts that some options may create. Staff is recommending that 62' Street is reconstructed. Mayor Bergeson stated he believes the question is to what extent sewer goes in and answering the land use issues. He stated he believes the Council also agrees that the street should go through. City Administrator Wait Smith stated Ms. Rosemary Williams has requested a lot of information in relation to this issue. Some of that information is readily available and some would take a lot of staff time. She advised she spoke to the City Attorney and he suggested the City can provide the past meeting minutes for Ms. Williams to review or the City can bill her for the staff time to gather the information. Ms. Williams referred to option 1 and inquired about the two properties on 62' Street. Community Development Director Grochala advised none of the residents there have MUSA. Ms. Williams stated the Council voted to reconstruct the road despite the fact 89% of the residents petitioned against it. Once the road is approved development should be allowed on both sides of the street. Both sewer and water should be put in when the road is done. The Comprehensive Plan was done without approval of 62nd Street being improved. The problem is the City is giving the area heavy traffic to deal with without the ability to develop until 2010. She noted she may decide to seek legal counsel regarding this issue. Community Development Director Grochala stated there is still the issue of assessments • and how the City should proceed. CITY COUNCIL WORK SESSION March 19, 2003 APPROVED Councilmember O'Donnell stated he believes the City has to follow the process as it is outlined in the Charter. Community Development Director Grochala stated staff is looking at this in the long term and how the funding for these type of projects will be obtained. Mayor Bergeson stated he believes it has been the City's policy to not do something the neighborhood doesn't want. However, he believes in the case of 62nd Street the City is making an exception to that rule for the transportation plan of the City. Community Development Director Grochala advised the Elm Street project will also need a Comprehensive Plan amendment. This item will be discussed further at a future Council work session. REGULAR AGENDA ITEMS, MARCH 24, 2003 There were no changes to the regular Council agenda. The meeting was adjourned at 8:55 p.m. These minutes were considered, corrected and approved at the regular Council meeting held on April 14, 2003. Ann B1, City Clerk Jo%iBergon, Niayor Transcribed by: Kim Points TimeSaver Off Site Secretarial, Inc. • 8