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CITY COUNCIL WORK SESSION
APPROVED
DATE
TIME STARTED
TIME ENDED
MEMBERS PRESENT
MEMBERS ABSENT
CITY OF LINO LAKES
MINUTES
September 5, 2007
: September 5, 2007
. 5:45 p.m.
. 10:34 p.m.
: Councilmember Carlson, O'Donnell,
Reinert, Stoltz and Mayor Bergeson
: None
Staff members present: City Administrator, Gordon Heitke; Community Development
Director, Mike Grochala; Director of Public Safety, Dave Pecchia; City Engineer, Jim
Studenski; Finance Director, Al Rolek, Director of Public Services, Rick DeGardner
(part); Senior Planner, Jeff Smyser (part); and City Clerk, Julie Bartell
RUSSIAN BAPTIST CHURCH UPDATE
The council had tabled consideration of an extension of the deadline for completion for
the church project conditional use permit and site performance agreement and requested
an update on the status of construction and screening/landscaping along the westerly
property line.
Community Development Director Grochala provided the council with a copy of the
city's current ordinance regulations relating to property screening and explained the
requirements that were included in the original development agreement with the Russian
Baptist Church.
Engineer Studenski added that the Rice Creek Watershed District permit is in place and
the NPDS has been approved by the Minnesota Pollution Control Agency. Staff has
been working with the project to avoid issues and ensure that the development will be
code compliance when it is complete.
Gary Pike, EnComm Midwest, Inc., explained that his company became involved with
overseeing the project last September, after the collapse problem. They have worked
with the neighbors, informing them of progress on the water connection and sharing ideas
about how to address landscaping concerns. In reviewing a current project plan, a berm
was noted along the entire westerly side of the project. He has just been informed of the
problem in meeting 80% opacity and will work with the landscapers to get that rectified,
including the addition of plantings if necessary.
Mike Kula, 6 Indian Hills Drive, Circle Pines, noted his concern that neighbors have not
received notice when this project has been considered (one notice was received for a
Planning & Zoning hearing). The real concern is with the "sight" plan for the project and
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CITY COUNCIL WORK SESSION September 5, 2007
APPROVED
45 in the idea of plantings instead of fencing. The city of Circle Pines included a request for
46 a landscaping change when they approved the utility hook-up.
47
48 Community Development Director Grochala added that a certificate of occupancy issued
49 this time of the year would only be granted with financial security attached, to ensure that
50 the necessary work will be completed.
51
52 The council clarified that notification to area neighbors traditionally occurs at the
53 beginning of a project to allow for input during the planning stage. The 80% opacity is a
54 requirement that will not be waived.
55
56 The council agreed to consider the requested extensions for the project with the addition
57 of appropriate conditions.
58
59 WATER SYSTEM PLANS/STUDIES UPDATE
60
61 Water Emergency and Conservation Plan — Engineer Studenski presented the final
62 draft version of the plan that includes suggestions from the council and environmental
63 board. It will be presented to the council for adoption and submission.
64
65 Page 10, Table 8 was pointed out and it was noted that the Institutional, Commercial,
66 Industrial category shows no demand reduction potential and that would allow for zero
67 growth. Also the Irrigation demand shows a total reduction; that is especially odd when
68 there is a median watering plan with Anoka County.
69
70 Engineer Studenski will review those figures for accuracy and also provide an
71 explanation of the per capita demand decrease prediction.
72
73 Water Treatment Feasibility Report — Engineer Studenski noted that staff is requesting
74 feedback on the study as it is finalized.
75
76 It was confirmed that some of the noted improvements are included in the 5 Year Plan,
77 although there's nothing in the 2008 budget. All improvements would be part of the
78 capital plan only.
79
80 The council would like abutting property owners be kept informed about any site
81 planning activities.
82
83 Update on Utility Rate Study- Finance Director Rolek explained that a utility rate study
84 is currently being done by Springsted, Inc. with input being provided by the city. The
85 report will be presented in September or October of this year.
86
87 Request to Subdivide Property/Ordinance Amendment Inquiry — Community
88 Development Director Grochala explained that property owners John and Martha
89 DeHaven are again requesting city assistance in their attempt to secure a reverse mortgage
CITY COUNCIL WORK SESSION September 5, 2007
APPROVED
• 90 on their 15 acre property at 1612 Birch Street. The issue dates back to 2004 at which
91 time the DeHavens request for a subdivision of their property was denied by the Planning
92 & Zoning Board and the City Council based on inconsistency with both the zoning
93 ordinance and comprehensive plan. Staff is not recommending changes to those policy
94 documents to accommodate a specific property request based on a financial institution's
95 requirements.
96
97 Martha DeHaven stated that she is requesting the city's assistance in securing a reverse
98 mortgage that will sustain her at the property for the remainder of her years. The land has
99 been in her family for over 50 years and the home was moved onto it as requested by her
100 father in his will. It is a stand out home in the area, much appreciated by the neighbors.
101 Both she and Mr. DeHaven are disabled and the reverse mortgage is the only means by
102 which they will be able to keep the property. She explained how a reverse mortgage is
103 obtained and the requirements of the FHA process. It is not a request for a subdivision
104 but for a change to the legal description that would allow them to meet requirements for
105 the mortgage.
106
107 A member of the council recalled a program that allows senior citizens to sell off a piece
108 of their property to allow them to stay in their homes. There is a danger of ending up
109 with unbuildable lots. The challenge to the council is to find a way to address the larger
110 goal of keeping people in their homes without making an arbitrary policy change for just
• 111 one property. The council recognizes it is staff's job to follow policy and institute the
112 city's regulations. Would it be appropriate to look at a zoning amendment that would
113 address this type of situation while still protecting the core development goals associated
114 with the regulations?
115
116 Community Development Director Grochala indicated he would confer with the city
117 attorney on the matter and will report back at the next work session.
118
119 Anoka County EDA/HRA — The Anoka County HRA was recently granted powers of an
120 economic development authority (EDA) and is interested in providing services at the city
121 level. Anoka County Commissioner Rhonda Sivarajah explained that she was present to
122 answer questions but not to encourage participation as she understands that communities
123 want to look at this opportunity individually.
124
125 Administrator Heitke reviewed the terms under which the city could participate in the
126 EDA as well as a list of those cities that have opted in or out. City staff is not making a
127 recommendation on city participation, however, the county needs an answer in order to
128 establish the levy.
129
130 The council concensus was to not participate this year but look again at the opportunity in
131 the future.
132
• 133 Draft 77th St Realignment Feasibility Study — Engineer Studenski distributed and
134 reviewed the location map and draft plans associated with the 77th St Realignment
CITY COUNCIL WORK SESSION September 5, 2007
APPROVED
135 Feasibility Study. The maps indicated what would be removed, proposed improvements
136 and right/of/way acquisitions.
137
138 The council asked about the possibility of moving the pond area; there is much loss of
139 valuable Lake Drive frontage property with the roadway and pond.
140
141 Community Development Director Grochala added that this feasibility study represents
142 the city building this road and paying the associated costs; if there is a development, that
143 could be a different approach to what the city must buy and costs. From the city's
144 perspective, this is a basic plan that can be used in the future as development comes
145 forward.
146
147 Costs will be clearer when the final study is available, after September 15.
148
149 2007 Ballot Questions — Engineer Studenski explained that there are two items on the
150 council agenda relating to road improvement projects. Regarding the Shenandoah area,
151 the residents have submitted a petition of more than 50% against the entire project so that
152 project has come to a standstill. The council action requested is to accept the petition.
153 Regarding the West Shadow Lake Drive project, the city did not receive any petitions.
154 Staff is having ballot language and figures prepared.
155
•156 The council recessed from 8:50 p.m to 9:00 p.m.
157
158 Blue Heron Days Update — City Clerk Bartell reported that there were three special
159 event permits issued associated with Blue Heron Days — one to the Blue Heron Days
160 Committee for the parade and festival activities; one to Miller's on Main for their annual
161 tent event; and one to the American Legion for their outdoor picnic. Staff, including
162 police and fire, worked with all applicants as they developed their plans. Police and fire
163 personnel monitored the events in progress as they deemed necessary.
164
165 There were some community comments received after the 2006 event, in particular about
166 the Miller's on Main event. Staff was to report back after this year's events. The fire
167 department has provided a written report.
168
169 Police Chief Pecchia reported that noise monitoring did occur on Friday and from
170 different locations and with a citizen riding along. Readings exceeding the legal limit
171 occurred on the Miller's property line and at the Fast Break parking lot across the street;
172 those readings were taken before the band started. The monitoring equipment
173 malfunctioned on Saturday so no readings occurred. Calls to the department during the
174 weekend were typical of those received during a large event.
175
176 Compensation Study Proposal - It was announced that Springsted, Inc. consultant Ann
177 Antonsen was out of town. The item will appear on the October work session agenda.
• 178
CITY COUNCIL WORK SESSION September 5, 2007
APPROVED
179 Police Chief Pecchia announced that the police department recently instituted an
180 evaluation process that is working well so he would recommend that any new program
181 need not include that department.
182
183 It was clarified that the council's goal is to put in place a clear process as to how the city
184 goes about evaluating and compensating employees. The two areas are being proposed
185 separately however they would both be necessary.
186
187 VLAWMO — a) JPA Agreement; b) 2008 budget — Council Member Carlson, the city's
188 VLAWMO representative, reported that the board would not be meeting again until
189 October so there is nothing new to report. She did hear from State Representative Paul
190 Gardner who was going to speak with a colleague who leads in the water management
191 organizations area. There is concern at the state level about water management
192 organization including their oversight and finances.
193
194 The matter should be discussed again in October although action by the city should be
195 taken in October.
196
197 County Road J/Hodgson Traffic Signal Update — Community Development Director
198 Grochala reported that the project appears to be coming together this year. All
199 jurisdictions are working together on this as a joint project. Signals will be up but will
•200 basically be a temporary fix, pending development or other changes in the area. There
201 will be a memorandum of understanding before the council in the future outlining
202 responsibilities.
203
204 City Hall Access Policy — Administrator Heitke explained that this policy discussion was
205 requested by two council members. The access policy in place came about as a result of
206 installation of a new security system. The question of council member access was
207 discussed and policy was established by the council.
208
209 Information was provided on a survey of other area communities and their city hall access
210 policies or practice.
211
212 Two council members announced that they would like a policy change that would allow
213 access to council members. It would improve their ability to communicate with staff.
214
215 Cards will be issued to allow council access 24/7 to City Hall and the office area.
216
217 Regular Agenda Items - There were no changes to the regular Council agenda.
218
219 2008 Budget — Finance Director Rolek distributed a set of adjusted pages for the budget,
220 based on recent budget discussions. The pages include changes related to the reduction
221 in the revenue estimate for building permits. The Charter Administration budget was
•222 increased as directed. Reductions include feasibility study money in the Engineering
223 Department, reduction in storm system maintenance increase, and a contingency
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CITY COUNCIL WORK SESSION September 5, 2007
APPROVED
224 reduction. The capital equipment transfer is also being reduced requiring more financing
225 cost in that area. This would balance the budget without the use of reserves. The tier two
226 changes were also reviewed including the impact of reversing the in-house to contract
227 engineering service. The decision on that change will be discussed further.
228
229 When asked about the use of reserves, it was explained that while reserve use isn't
230 recommended, the degree of use and the alternative of changing the capital program may
231 lead to that course.
232
233 Understanding that the levy must be set at the upcoming council meeting and having been
234 presented with information on their requested changes and concerns, the council was
235 comfortable that the proposed budget is something they can approve as preliminary and
236 can work with, understanding that changes under the levy limit may be instituted.
237
238 The council discussed 2008 outside funding requests. The one time refund
239 (approximately $17,300) from the hospital district was considered as a funding source.
240 There was support to allocate the funds to three entities — Forest Lake Youth Services
241 Bureau, Alexandra House and Blue Heron Days. If the city decides to become a member
242 of the Association of Metropolitan Municipalities that would be most appropriately added
243 to the budget as a regular item. The funding source is about $400 short of the three
244 requests and the council indicated that the Blue Heron Days allocation would reflect that
245 reduction.
246
247
248 The meeting was adjourned at 10:34 p.m.
249
250 These minutes were considered, corrected and approved at the regular Council meeting held on
251 September 24, 2007.
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256 Ju is : Bartell, City C er
257
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Ph',
John Bergeson, Mayor