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CITY COUNCIL WORK SESSION
APPROVED
DATE
TIME STARTED
TIME ENDED
MEMBERS PRESENT
MEMBERS ABSENT
CITY OF LINO LAKES
MINUTES
February 4, 2008
: February 4, 2008
. 5:30 p.m.
. 9:20 p.m.
: Councilmember Gallup, O'Donnell,
Reinert, Stoltz and Mayor Bergeson
: None
Staff members present: City Administrator, Gordon Heitke; Community Development
Director, Mike Grochala; Finance Director, Al Rolek; Economic Development
Coordinator, Mary Alice Divine; Director of Public Safety, Dave Pecchia; City Planner,
Jeff Smyser; Director of Administration, Dan Tesch.
CHARTER AMENDMENT REVIEW
Administrator Heitke noted that the council reviewed a proposed amendment process and
timeline at the last council meeting, keeping in mind that the process may need to be
accelerated to allow for an additional review period if necessary. As directed, a technical
review on the substitute amendment submitted by the Charter Commission was initiated
with the city's bond counsel and financial advisor. He introduced Steve Bubul of
Kennedy and Graven law firm to report on the matter.
Mr. Bubul noted his written report that had been provided to the council. As the city's
bond counsel, he urges the council to recognize that the language of the charter is
important and must be taken very seriously in relation to the issuance of bonds. His
technical review of the proposed amendment and resulting report to the council is
detailed, reflecting the level of detail necessary in this area. He encourages the council to
review the entire report but pointed out for them that the main themes are concern with:
1) the change of applicability to projects outside of those including special assessment
such as those financed with general revenue; 2) the lack of adequate definition of some
key words or phrases; 3) possibly conflicts with state law; 4) applicability to other areas
such as routine street maintenance; 5) confusion about percentage requirements; 6)
establishment of an election process for portions of improvement without the necessary
functional details; 7) the process for council consideration is unusual, prohibitive and
may not be legal; and 8) referendum process timing is unclear. In general, the proposed
amendment creates a lot of ambiguity.
The council indicated that they will attempt to discuss the intent of the proposed
amendment rather than the detail of the amendment (that may have to be rewritten in a
legal sense). A grid comparing the intent of the current charter, the task force proposal,
the charter commission proposal (and the suggested amendments to the charter
commission proposal) along with existing Chapter 429 would be helpful. Perhaps the
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CITY COUNCIL WORK SESSION February 4, 2008
APPROVED
46 charter commission attorney can speak to the matter of the commission's intent or the
47 commission itself may have to provide that input. The focus of the comparison shouldn't
48 be on details but on the general issue areas.
49
50 Council was reminded that if an amendment different than the current proposal(s) is
51 going to be considered, a first reading of an ordinance no later than March 24, 2008
52 would be appropriate to allow once again for a charter commission review period and still
53 meet a deadline for ballot placement in fall of this year. A legal opinion on how much
54 change constitutes a different proposal is requested.
55
56 Finance Director Rolek noted that he basically concurs with the advice in the letter from
57 city financial advisor Springsted outlining the financial implications of the city's process
58 for improvements. The marketability of the city's bonds has an impact on city costs and
59 possibly the city's bond rating.
60
61 CHARTER COMMISSION EXPENDITURE
62
63 Finance Director Rolek reported that the Charter Commission has submitted bills in
64 excess of their budget for 2007. The outstanding bill to the Marty Law Firm, if paid,
65 would put the commission $545 over budget. The council has authority to increase the
66 budget if that is desired. He added that there is the possibility that there are other
67 outstanding 2007 bills. Although the commission has a 2008 budget, the overage cannot
68 be authorized from that budget since it relates to 2007 expenses.
69
70 The council recognized that the commission is an outside organization, not a city
71 department. State statute, however, requires that the city provide at least $1,500 to the
72 commission.
73
74 The commission will be contacted as to the question of outstanding 2007 bills; when the
75 final figure is known, the council will consider amending the 2007 budget and whether or
76 not that will impact the 2008 commission budget. The legal bill to the Marty Law Firm
77 should be paid.
78
79 EDAC BUSINESS SURVEY
80
81 Economic Development Coordinator Divine reported that the Economic Development
82 Advisory Committee (EDAC) has in the past surveyed city businesses to gain information
83 that will be helpful in supporting and recognizing the needs of those businesses. The
84 Committee has decided that it is time to issue a new survey, especially based on current
85 commercial conditions. Ms. Divine will be initiating an on-line survey, the results will be
86 compiled and a resulting action plan developed by EDAC.
87
88 A council member suggested that the survey include information about YMCA
89 membership as an employee benefit.
90
CITY COUNCIL WORK SESSION February 4, 2008
APPROVED
411 91 EAGLE BROOK LIGHTING UPDATE
92
93 Public Safety Director Pecchia noted that Police Sergeant Bill Hammes has provided the
94 council with a detailed chronology of communications related to the lighting issue at
95 Eagle Brook Church. Basically, staff will be awaiting the decision of Eagle Brook
96 Church on how they will proceed and can then discuss options with concerned parties.
97
98 POLICE ADMINSTRATIVE STAFFING STRUCTURE
99
100 Public Safety Director Pecchia was present along with Captain Kent Strege and Volunteer
101 Coordinator Karen Anderson. He reviewed the proposal before the council that would
102 involve restructuring of staff in the Police Department. With the vacancy of the Office
103 Manager position in the department, there is an opportunity to review the structure. The
104 core component of the proposal is to eliminate the Office Manager Position and enhance
105 the department's current volunteer coordinator position to a command level position
106 entitled Community Relations Coordinator. The new position would include
107 coordination and enhancement of all department volunteer activities along with
108 management of all the volunteer administrative duties. Along with the change to that
109 position, the chief is proposing to enhance one of the current clerical positions in the
110 department to lead clerical with some technical responsibilities. He is also proposing the
111 addition of two part-time community service officer (CSO) positions. The financial
•112 impact of the restructuring would, in the worst case, be budget neutral. The change
113 would, however, put the department in a better position to respond effectively to the
114 anticipated service delivery and fiscal challenges that face the city in the future. There are
115 personnel already in the department qualified and interested in the new positions: Karen
116 Anderson for the Community Relations Coordinator position and Jackie Bowdich for the
117 Lead Clerical position.
118
119 Administrator Heitke added that he will be further exploring and, with the Police Chief,
120 establishing criteria to deal with any situation where he would be responsible for making
121 a Police Depaitment chain of command decision.
122
123 COMPENSATION AUDIT RFP
124
125 Director of Administration Tesch explained he is returning to the council with the one
126 RFP that was submitted for a personnel related audit. He requested that the council direct
127 staff to proceed with any elements. He is recommending audit of the employee
128 compensation system and philosophy as well as internal equity. As requested he is
129 providing information on other city administrator positions. Mr. Tesch added that,
130 although the city has filed with the state all required pay equity information, he would
131 like to get updated information in the area of internal equity to ensure that the city is on
132 the right track.
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•134 Performance evaluation, employee compensation and pay for performance are the specific
135 areas of interest to the council. Internal equity could be included if staff recommends.
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CITY COUNCIL WORK SESSION February 4, 2008
APPROVED
136 Market competitiveness should be included in the analysis. It appears those items would
137 cost in the range of $8,150.
138
139 When Director Tesch pointed out that there is no budget for services. However, with the
140 council's direction to proceed, he will get the ball rolling.
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142 PROFESSIONAL SERVICE FIRMS
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144 Director of Administration Tesch recalled that the council requested a list of professional
145 service consultants in addition to the city's appointed consultants. He is providing a list
146 of additional consultants in the areas of legal, labor, fiscal, engineering and auditing
147 services.
148
149 There were no objections to the list presented.
150
151 COMPREHENSIVE PLAN UPDATE — LAND USE PLAN
152
153 Community Development Director Grochala reviewed the written update. The council
154 reviewed at a previous work session the draft Land Use Plan (the "Plan"). The Plan
155 presented at that time represents a full build out of the city even though full build out isn't
156 anticipated within the next 20 years Planning is necessary in order to understand what
157 city systems will be needed long term. The actual amount of land area guided for
158 development over the next 20 years will depend on infrastructure timing and growth
159 management objectives. The Plan has been reviewed by residents at a recent open house,
160 with mostly positive feedback. Staff feels that the Plan satisfies the advisory panel goals,
161 the city's (council) housing goals as well as the Metropolitan Council's directive for
162 average residential density.
163
164 The consultant team is preparing the analysis for developing the systems element of the
165 Plan. The advisory panel is meeting to discuss growth management and will host an all
166 board/city council meeting on that subject on February 20, 2008.
167
168 Regarding a council question on how the limited growth ordinance fits into the future,
169 staff suggested that current discussion seems to point toward the Plan as the future
170 primary growth planning tool.
171
172 It was noted by a council member that the conservation development element has worked
173 well with the limited growth tools in place; the concept of conservation development
174 needs to be maintained. Staff replied that the city's development process will be further
175 identified as part of the Plan and its development.
176
177 REVIEW REGULAR AGENDA ITEMS OF FEBRUARY 11, 2008
178
179 There were no changes to the regular Council agenda.
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CITY COUNCIL WORK SESSION February 4, 2008
APPROVED
181 Regarding Item 3b, contracted assessment services through Anoka County, Administrator
182 Heitke indicated that the Finance Officer will be reviewing the impact of the proposed
183 increase in fees for assessment services and more information will be provided on the
184 material impact, beginning in 2009.
185
186 ANIMAL CONTROL REGULATIONS ORDINANCE
187
188 Community Development Director Grochala explained that staff is presenting a revision
189 to the City's animal regulations. The proposed ordinance would combine and improve
190 current sections regarding dogs, farm animals, non -domesticated animals and kennels.
191 The recommended improvements to the ordinance are based on citizen needs and current
192 state animal regulations; the recommendations of the Public Safety Division have been
193 included. Staff would like to bring the ordinance forward for council action and then
194 follow with related changes to the zoning code.
195
196 2007 GOALS FOURTH QUARTER REPORT
197
198 Administrator Heitke presented the quarterly update on the Council's Goals, Objectives,
199 Management Action Plan for the final quarter of 2007.
200
201 SPIRIT HILLS PARKING UPDATE (requested by council)
202
203 Administrator Heitke indicated that this matter was placed on agenda as requested by
204 council; the Spirit Hills Center has changed ownership.
205
206 A council asked if the standing order from the city remains that no new certificate of
207 occupancy will be issued for the center until the parking ordinance requirements are met.
208
209 Community Development Director Grochala indicated that staff found the center to be in
210 compliance. The issue could arise with future occupancy.
211
212 The meeting was adjourned at 9:30 p.m.
213
214 These minutes were considered, corrected and approved at the regular Council meeting held on
215 February 25, 2008.
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219 C___...
220 Julianne artell, City ler
221
Yrs
5
John Bergeson, Mayor