HomeMy WebLinkAbout08/11/2004 Council Minutes•
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SPECIAL COUNCIL WORK SESSION
APPROVED
DATE
TIME STARTED
TIME ENDED
MEMBERS PRESENT
MEMBERS ABSENT
CITY OF LINO LAKES
MINUTES
AUGUST 11, 2004
: August 11, 2004
. 5:40 p.m.
. 11:15 p.m.
: Council Members Carlson, Dahl,
Reinert, Stoltz and Mayor Bergeson
: None
Staff members present: City Administrator, Gordon Heitke
DISCUSSION OF PLANNING AND ZONING BOARD APPLICANTS
The City Council interviewed applicant Ms. Julie Jeffrey -Schwartz, for the Planning and
Zoning Board opening.
Mayor Bergeson noted an official vote for the Planning and Zoning Board position will
take place at the August 23, 2004, regular Council meeting.
1306 FIRE CODE
City Administrator Heitke advised in April of 2003, the Council adopted the State
Building Code including optional Chapter 1306 Fire Protection. This chapter specifically
requires airplane hangars of over 2,000 sq. ft. to be sprinkled. Staff has been requested to
meet three times with property owners in the airpark and Surfside Sea Plane Base to hear
their concerns of the impact of 1306 on their hangar plans.
City Administrator Heitke stated he has been told that the cost of 1306 is at least doubling
the construction cost of the hangars. One person claims it will cost $30,000 to comply
with the requirements. At this point in time, staff knows no way to exempt hangars from
the requirements, even if that were the desire of the Council. Therefore, those looking to
build hangars are proposing that the City repeal 1306, which will also affect other
structures. There are 18 undeveloped potential sites (lots) for hangars in the airpark, plus
the potential for hangars on some previously developed airpark lots. There is also the
potential for hangar construction at Surfside.
City Administrator Heitke advised the prospective hangar owners are inquiring as to
whether the Council will consider repealing 1306 and consider a discussion of this matter
at a work session.
Mr. Gary Mann stated the affected parties did not realize what the implications were
when 1306 was going through the City process. He stated he thought the issues would be
resolved as the process was worked through. He stated he is trying to manage a
financially responsible hobby at the airpark. The new code moved the requirements to
2,000 sq, ft. causing costs to go up between $10,000 and $20,000. He stated many
SPECIAL COUNCIL WORK SESSION AUGUST 11, 2004
APPROVED
1 municipalities have not adopted 1306 because of the financial burden for a non-existent
• 2 problem. He asked that the Council consider going back to the previous fire code.
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4 Mr. Ron Barrows noted 1306 would also affect future development within the City.
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6 Mr. Dave Pitzen stated his costs so far are $6,000 and he is less than half way to the
7 hangar. He noted he would also have to heat the hangar resulting in more extra costs.
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9 It was the consensus of the Council to revisit the issue of 1306 at a future work session
10 after more information has been provided including safety issues, the Joint Powers
11 Agreement and status of 1306 in surrounding communities.
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13 PLANNING AND ZONING BOARD VOTE
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15 A ballot was distributed and the Council voted on the applicants for the Planning and
16 Zoning Board position.
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18 It was announced that Mr. Perry Laden was appointed to the Planning and Zoning Board.
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20 POLICE DEPARTMENT JOINT POWERS AGREEMENT
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22 Mayor Bergeson advised Centerville and Circle Pines would like to know if the Council
23 has changes its position regarding a joint police department.
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25 City Administrator Heitke advised he has been asked by the city administrators of
26 Centerville and Circle Pines to find out if the Lino Lakes City Council has changed its
27 position on the merging of the police departments (including Lexington) and whether
28 there is any reason to initiate discussions on a joint powers agreement. They do not wish
29 to waste time and resources on research and meetings if the outcome is already known
30 and is going to be unchanged.
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32 City Administrator Heitke stated Chief Pecchia has informed him that he has no
33 information to share on this issue. There are no new factors, which make a merger more
34 or less beneficial to Lino Lakes than the last time this was discussed.
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36 Mayor Bergeson stated the involved parties could not get past the governance issue
37 during the last negotiations. The possibility of contracting services to adjoining
38 communities was briefly discussed.
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40 It was the consensus of the Council to provide the following two-part response to the city
41 administrators:
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43 1. The position of the City Council has not changed its position on the
44 merging of the police departments.
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46 2. The City Council is open to discussing the possibility of contracting
47 services with adjoining communities.
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SPECIAL COUNCIL WORK SESSION AUGUST 11, 2004
APPROVED
ADMINISTRATOR'S EVALUATION PROCESS/DATE
City Administrator Heitke advised it is time for his 6 -month review. The City's
agreement with PDI Inc., in addition to evaluating candidates, is for them to also facilitate
the 6 -month performance review. Mr. Harry Brull has sent correspondence and a
questionnaire to the Council.
City Administrator Heitke stated the Council needs to set a date with Mr. Brull to conduct
the performance review. He asked the Council to fill out the questionnaire and e-mail it
to Marcia at PDI. He noted the Directors would be filling out the questionnaire also.
The Council directed staff to publish the following meeting dates and times:
August 18, 2004
August 23, 2004
August 26, 2004
September 2, 2004
COUNCIL OPERATIONS
OBSERVATIONS
Site Meeting, 4:30 p.m.
Performance Evaluation, 5:00 p.m.
Budget Meeting, 5:30 p.m.
Legacy Group Meeting, 6:30 p.m.
- COUNCIL SURVEY AND ADMINISTRATOR'S
City Administrator Heitke reminded the Council he had prepared and had them fill out a
survey, prior to the decision to utilize Carl Neu as the facilitator. Before the goal setting
workshop in May, the survey responses were compiled and noted with an asterisk, those
items that warrant some discussion due to the differing responses. Those items were
distributed to the Council. The "Council/Staff Relations" issues were not marked as
those items were to be addressed during the facilitated session. He referred to compiled
survey responses noting if there are more or less than five responses shown, it is because
some did not respond to all questions and some provided multiple responses.
City Administrator Heitke referred to a distributed list of issues from the Council/Staff
survey that had responses ranging from "agree" to "disagree". He indicated he feels he
would be remiss in his responsibilities if he did not provide an opportunity to discuss
these issues to see if there is a way to lessen the differences of opinion in the hopes of
increasing the Council's level of satisfaction with the services provided by staff. He
noted the survey was done early in the year and that the responses were based on past
history, which may or may not have changed since the survey was completed.
City Administrator Heitke reviewed the issues and suggested the Council determine
which of the issues warrant actions to be taken to gain greater Council satisfaction. He
noted the issues noted with "(GH)" are issues he would like to comment on. Also
included are recommendations for the Council's consideration.
The Council directed staff to implement the following changes in terms of the
outstanding issues:
1. Length of Council Meetings — Staff should inform the City Boards that
Council is looking into a policy, which establishes a 10:00 p.m.
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SPECIAL COUNCIL WORK SESSION AUGUST 11, 2004
APPROVED
1 adjournment time. The policy would allow for an extension, by formal
• 2 action specifying the agenda items to be addressed and the extended
3 period of time. The Council would like comments or suggestions
4 regarding that policy from Board Members.
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6 2. Consent Agenda Content — Any changes to the meeting minutes should
7 occur at the Council work session so the meeting minutes can be placed on
8 the consent agenda.
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10 3. Minute's — Content — Staff should gather information from other cities so
11 the Council can come to a consensus on the content of meeting minutes.
12 When the content has been determined, a discussion can be held about
13 internally preparing minutes or contracting services.
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15 4. Meeting Packets and Staff Reports Contain Adequate Information — The
16 Council indicated staff does not have to read the entire staff report. Also,
17 additional information on action items should be distributed as soon as
18 possible.
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20 5. Open Mike — Consider requirement to sign-up to speak, have procedure
21 posted on monitors before meeting, and enforce a four -minute limit. Also
22 consider renaming open mike.
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24 6. Advisory Boards — Schedule joint meetings between Council and advisory
1111 25 boards. Direct staff to review purpose of each board with members.
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27 City Administrator Heitke distributed and reviewed a list of Administrator Goals.
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29 ADMINISTRATOR GOALS
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31 The Council directed City Administrator Heitke to include the Administrator Goals in his
32 performance review. Council also directed City Administrator Heitke to make a list of
33 issues that were not resolved this evening to discuss again at a future meeting.
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35 The meeting was adjourned at 11:15 p.m.
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37 These minutes were considered, corrected and approved at the regular Council meeting held on
38 September 13, 2004.
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43 Ann Blair, ty Clerk John erges.n, v ayor
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47 Transcribed by:
48 Kim Points
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SPECIAL COUNCIL WORK SESSION AUGUST 11, 2004
APPROVED
1 TimeSaver Off Site Secretarial, Inc.
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