Loading...
HomeMy WebLinkAbout05-04-2015 Council Work Session MinutesCITY COUNCIL WORK SESSION APPROVED May 4, 2015 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE : May 4, 2015 5 TIME STARTED : 6:15 p.m. 6 TIME ENDED : 10:55 p.m. 7 MEMBERS PRESENT : Council Member Stoesz, Kusterman, 8 Rafferty, Roeser and Mayor Reinert 9 MEMBERS ABSENT : None 10 11 Staff members present: City Administrator Jeff Karlson; Community Development 12 Director Michael Grochala; Public Safety Director John Swenson; Finance Director Al 13 Rolek; Deputy Director of Public Safety Police Division Kelly McCarthy; City Engineer 14 Diane Hankee; City Clerk Julie Bartell 15 16 1. Non -Union Compensation Plan — Administrator Karlson introduced Human 17 Resources Consultant, Ann Antonsen, of Springsted, Inc. The council has previously 18 considered a proposal for salary adjustments for non-union employees. As a part of that 19 discussion, the council requested a review of the system used to create the city's 20 compensation plan and Ms. Antonsen is an expert in the field. 21 22 Ms. Antonsen explained that the city has been using the Hay Evaluation System for 23 determining job values and establishing wage classifications since the early 1990's. It's a 24 well established system and is in place with employers as large as the State of Minnesota. 25 Most recently, an audit of the city's positions was done in 2008 wherein positions were 26 reviewed using the Hay system. Job evaluation is required of the public sector by state 27 law (pay equity) and includes legislated factors such as skills, effort, responsibilities, and 28 working conditions. The Hay system adds to those factors such as know how, problem 29 solving, and accountability. The system allows comparison of factors to set consistent 30 ranges for points. 31 32 The council asked how often a city review should occur and Administrator Karlson 33 explained that review of individual jobs occurs as a part of the process when positions are 34 open. 35 36 The council asked questions about: 37 - Range — how is that established; 38 - Market study — how often is it done (Springsted recommends a 5-7 year job 39 review period); 40 - How does private market impact reviews and how can that be included (it can be 41 included, but it is difficult to get information from the private sector); 42 - There is great interest for job openings at the city; what does that indicate; 43 - The system is 50 years old and a lot has changed in that period of time. 44 1 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED 45 Council Member Roeser noted that the City seems to have a situation where some 46 positions should have a higher salary range but also positions that should possibly have a 47 lower salary range. How can that be addressed? Ms. Antonsen responded that most 48 times the employer should look at both internal and external factors (market range) and 49 meld those two. She noted that the City doesn't currently have a grade system. If the 50 City determines changes are appropriate, you would move up positions that are down and 51 stay put with positions that are up. Considerations are based on points and market. She 52 used the example of the Community Development Director and she suggests that the 53 salary range for that position should be increased based on the market. In the case of a 54 position the City finds too high, she stressed that a view of the market is very important 55 since that position could be hard to fill if the salary range is low. There can be a situation 56 where the position is high demand in the market but the points are lower. 57 58 Council Member Stoesz asked where does working conditions fit in Lino Lakes; it's a 59 great location to work. Ms. Antonsen clarified that the working conditions don't relate to 60 the location itself but rather the working conditions of the positions, i.e. lifting. 61 62 Council Member Roeser remarked that a system of gathering data is important but at 63 some point it becomes a management decision. 64 65 The council directed staff (Administrator Karlson) to provide a summary of the data for 66 the city and also specific market information for the position of finance director. 67 68 2. Presentation of HeartSafe Communities- Officer Kristin Mobraten presented 69 information using a PowerPoint: 70 71 - What is the HeartSafe program; 72 - The five links in the chain of survival; 73 - Why CPR and AED are important; 74 - Training is important because delay is deadly; 75 - Examples of quick response that have occurred within the City. 76 77 The council received sample training on CPR and use of the AED equipment. The goal 78 of the program is to educate as many people as possible to save lives. 79 8o 3. Liquor License for Elwoods Restaurant — City Clerk Bartell noted that the city 81 has received an application for an on -sale wine and beer license from an individual who is 82 not eligible because he already holds an off -sale license in the city. Section 701.06 of the 83 City Code prohibits the issuance of more than one intoxicating liquor license within the 84 city to any one individual. The applicant, Mr. Clayton Gratz, asked to address the 85 council on the matter. 86 87 Clayton Gratz explained his plans to open a family friendly sandwich shop in the city. 88 He provided a copy of his proposed menu. He has always planned to include wine and 89 beer service. He began meeting with staff on his plans in March and was straightforward 2 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED 90 about those plans. At this point, he is being told he is not eligible for the liquor license 91 and is asking for council advice. He wonders about the intent of the city's law that limits 92 licenses. 93 94 Mayor Reinert said he is also interested in understanding the history of the restriction; 95 why is that included in the code? If the council is to consider a change, he would want 96 other license holders to be informed and part of the discussion. This certainly isn't a 97 promise or guarantee that the language will change but the council is open to receiving 98 more information on the matter. A council member noted that his rationale isn't based as 99 much on why the restriction was included but more about what makes sense now. The 100 mayor noted that he hears from residents that they'd like more restaurants and this 101 restriction could be one reason that has hindered more of them from opening in the city. 102 103 The council discussed a schedule for considering the subject; the city clerk reminded 104 them that an ordinance amendment takes a minimum of about two months with the 105 required two readings and publication. The council would like the initial discussion as 106 soon as possible to allow the business owner to at least have an idea of the direction this 107 could go for his business planning. Mr. Gratz was informed that he does have the option 108 of seeking a 3.2 license within the current regulations. 109 110 4. 2015 Mill and Overlay Project - City Engineer Hankee explained that staff 111 recently reviewed the city's Pavement Management Plan (PMP) in order to prepare for 112 2015 elements. They are now presenting the recommendations for roadways that would 113 be milled and overlaid in 2015 (noting a map in the staff report). She noted County 114 Road J and the possibility of Ramsey County turning their portion over to White Bear 115 Township and improvements that would be done prior to that switch. The proposed 116 project contains some alternates because there are different cost possibilities. Staff has 117 held a neighborhood meeting for those impacted by the project and has set up an 118 information site on the city website to keep people updated throughout the project. Staff 119 did hear some questions about including water and sewer but explained to property 120 owners that this would is not a street reconstruction project so a petition process would be 121 required. She noted the schedule to receive bids on the project. Council Member Stoesz 122 asked if all the alternates would get done this year and Ms Hanke said there is the 123 potential of some shifting to next year if costs run too high. 124 125 7. Old Birch Street Overlay Update- City Engineer Hankee reviewed her staff report 126 outlining improvements planned on Old Birch Street as part of the 2016 Mill and Overlay 127 project. The project was presented at a neighborhood meeting and a PowerPoint 128 presentation used for that meeting is included in the staff report. The mayor noted that 129 he attended the meeting and heard different types of requests, including sewer and water 130 (want or don't want) and aids to developing more or less. Questions were answered for 131 those who attended and the information presented clearly. 132 133 5. SAFER Grant Administration — Administrator Karlson noted that questions 134 had arisen about these grant funds (in particular an Artstone contract for website and CITY COUNCIL WORK SESSION APPROVED May 4, 2015 135 marketing). Staff has gathered as much information as possible about the grant. He 136 pointed out in his memo that there is a missing page but actually meant to say that there 137 was no missing page. It appears that everything provided was intact. Staff would be 138 happy to do further research if directed by the council. 139 140 Council Member Rafferty asked if the referral bonus would still be offered by the City as 141 a fire department. Chief Swenson said that should be possible. The department is 142 submitting requests for reimbursement on some hiring expenses and will be submitting 143 for certain firefighter equipment. 144 145 6. Metropolitan Council Thrive MSP 2040 Forecast Update — City Planner 146 Larsen explained that staff has reviewed the forecast. Staff wanted to show how things 147 have come forward. Their system updates will provide information for the city's next 148 comprehensive plan update. She reviewed the basic data included in her report. 149 150 8. 49 Club Demolition — Community Development Director Grochala reported on 151 discussions with the owner of the property whereby there is interest in demolition of the 152 building with the public taking the lead. With that in mind, staff understands that it is an 153 important time to look at other needs on the site such as water and sewer improvements. 154 He outlined how tax increment financing (TIF) could be leveraged with a specific plan. 155 To preserve the opportunity to use TIF, the city would need to take certain steps before 156 proceeding with a demolition. While it's clear that the building needs to go, he would 157 like council direction on preserving the TIF options. Mr. Grochala noted some points for 158 consideration: 159 160 There isn't certainty about the costs involved; 161 - There are some potential site issues such as the need to cap a well; 162 - The project is proposed for mid -summer; 163 - The cost of staff time could be charged back as part of the demolition cost that is 164 assessed. 165 - 166 The council agreed with the next step of directing staff to work with the city attorney on a 167 tax increment approach. 168 169 9. Police Department Staffing — Police Chief Swenson reported that he is seeking 170 council discussion and direction on staffing of the Police Division. His report outlines 171 the status of the department's staffing and plans for the future. Currently the department 172 is engaged in the hiring process for one officer that would bring the level to 25 officers. 173 174 Mayor Reinert noted that he has spoken against a certain level and he isn't certain that the 175 council actually approved the addition of an officer noted. Council Member Rafferty 176 recalled budget discussions and noted that he wasn't comfortable with adding three 177 positions. Council Member Stoesz asked the Chief to speak about the department's 178 model. 179 4 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED 18o Chief Swenson explained that the department's model focuses on prevention and 181 activities and that model relies on officer availability, meaning who is available to be 182 proactive. Council Member Rafferty said he agrees with the proactive approach but he 183 also sees that the city hasn't added a lot of homes in the last few years; he wonders how 184 that impacts the department's needs. Chief Swenson explained that the officers' 185 availability rate is going down. Council Member Roeser recalled that the council 186 discussed funding in the budget in case certain levels of development occurred. He also 187 noted the officer that is assigned to the drug task force. Chief Swenson explained the 188 status of one officer who is assigned to the task force, who works with them but who 189 provides resources through the task force to the city. Council Member Roeser asked 190 about the use of forfeiture funds for personnel and Chief Swenson explained that use of 191 those funds is very limited and is not allowed as a regular budget item. Mayor Reinert 192 remarked that Lino Lakes is the only city in Anoka County that provides an officer to the 193 drug task force and he wonders why. Chief Swenson explained that the task force only 194 wants one city officer representative; there is an Anoka County Drug Task Force that 195 includes participants from many cities but not Lino Lakes. When asked about school 196 resource officers Chief Swenson said that the department provides one officer to the 197 middle school and are reimbursed by the school district for the cost. There was a 198 discussion about the department's fleet of vehicles. 199 20o The council discussed the relationship between the city's population growth and the 201 growth in numbers in the police department. Chief Swenson reviewed the department's 202 availability rate in correlation to the national average. Council members questioned the 203 leave and labor hours figures included in the report and Chief Swenson explained what is 204 included in time away (vacation, sick, comp, lunch, break). 205 206 Council Member Kusterman suggested that since the past council direction isn't clear, 207 there could be a reset to allow discussion again about the matter of staffing for 2016; he's 208 not committed at this time to adding an officer in July. 209 210 Mayor Reinert clarified that the council consensus is not to add a position but to have 211 discussion again as the 2016 budget comes forward. 212 213 Council Member Roeser asked if the department is at this time preparing to hire the 25th 214 officer and Chief Swenson explained that without adding an officer in July, they will be 215 at 25 (and 26 with the officer hired under the grant). 216 217 10. Report on Staff Overtime — Administrator Karlson explained that the council 218 requested and is receiving a monthly report on staff overtime. Based on the amount of 219 overtime received by staff (which is very little), he doesn't feel a monthly report is 220 necessary. There is a monthly budget report that he could provide to the council and it 221 does provide general information on overtime. 222 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED 223 Council Member Roeser noted that, looking at the report, he sees there are peak periods; 224 he wants to understand how an additional police officer would impact overtime costs in 225 the Police Department. 226 227 11. Art Tower Proposal — Administrator Karlson reviewed his written report. The 228 Minneapolis Institute of Arts (MIA) is looking at putting artwork on three metro area 229 water towers. They like Lino Lakes as a location because of the highways. They would 230 have to further explore the possibility of using the tower here but he wanted to make sure 231 the council is interested in the prospect. 232 233 The council confirmed that there would be no advertisement involved; the MIA will 234 advertise that these tower exist only. The council concurred that they are interested in 235 learning more; they are interested in the timing of the project as well as what art is 236 available for the towers. 237 238 12. Water Reuse Study Proposal — Community Development Director Grochala noted 239 that water is a frequent topic for the city council. The subject brought forward with this 24o report is the reuse of storm water for irrigation in the city. The reuse could occur for 241 park irrigation or could even be included in upcoming development plans for projects 242 such as Mattamy Homes. The proposal is for the city's engineering firm, WSB, to study 243 possibilities and prepare a report back to the city evaluating water reuse for irrigation. 244 The irrigation would be supplemented by the regular water system. He added that 245 irrigation is a big use for the city, driving higher use during certain periods and that in 246 turn drives the need for additional capital improvements. The study would include costs 247 and funding options. In noting how water reuse is in place already, City Engineer 248 Hankee explained that the City of Medina requires a water reuse system with new homes. 249 It reduces the need for capital improvements and has saved the city significantly on its 250 water system. 251 252 Mayor Reinert remarked that if the water flow is taken that would normally flow through 253 to the groundwater sources, isn't it just taking water from one source for another. City 254 Engineer Hankee said they don't pretend to fully know the impact on reflow (ground 255 water) but the study would certainly provide more data. Funding for the study would 256 come from city trunk utility funds. City Engineer Hankee added that for a system itself, 257 staff is aware of two potential grant sources. 258 259 Community Development Director Grochala noted that WSB is also proposing seeking 260 grant funds for an integrated water management plan and proposes a grant application 261 including a couple other cities. WSB has proposed to do that for a city cost of $7,400 and 262 only if it gets past the preliminary stage. A grant application would be due next Monday. 263 264 Council Member Stoesz noted that he has some concerns about water reuse; there could 265 be cross contamination in the water system. 266 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED 267 Staff will present the grant application to the Council on Monday night; the feasibility 268 study will be on the agenda as well but it is not as time sensitive. 269 270 13. Council Update on Boards and Commissions — Council Member Roeser gave a 271 brief update on the last Centennial Fire Steering Committee meeting. Mayor Reinert 272 indicated that he'd like a copy of that organization's audit report. 273 274 Mayor Reinert said he'd attended a meeting of the Anoka County Fire Finance Board but 275 it was non -eventful; the group is in its formative stage. 276 277 14. Monthly Progress Report — Administrator Karlson reviewed the written report. He 278 asked the council if and when they'd like to schedule a time to have an official 279 photograph taken. The mayor concurred with the practice; it provides good history for 280 the city and creates an identity. 281 282 Council Member Roeser asked that the booking of a city asset tour should be added to the 283 report. He'd also like to follow the Lino Lakes Ambassador's float project. 284 285 15. Review regular council agenda of February 9, 2015- the agenda was reviewed 286 and the following information was presented: 287 288 Item IE- Approval of Wage Increase for Video Technician — Administrator Karlson 289 reviewed the job duties. He noted that the current technician hasn't received a raise in 290 salary for about 8 years (since he started) so an increase is recommended. 291 292 Item 1B — Canceling Paid On -Call Fire Recruitment Incentive Program — Police Chief 293 Swenson pointed out that recruiting has gone well for fire personnel and he anticipates 294 reaching the goal of 42 fire fighters by the end of 2015. Therefore the incentive isn't 295 needed any longer. 296 297 Item 1 C — Establishing Paid On -Call Fire Training Compensation Program — Chief 298 Swenson recommends that the city establish a compensation program for training (since 299 the incentive will be cancelled). This would provide compensation at the end of training 300 periods rather than as an hourly wage, in case there are drop outs. 301 302 Item 1D — Accept donation of AED from Shakopee Mdewakanton Sioux Community — 303 Chief Swenson explained that the department would like authorization to accept this 304 equipment through an established donation program. The value of the equipment 305 $2,326. 306 307 Item 6A — Amending Conditional Use Permit for PUD Development Stage 308 Plan/Preliminary Plat for Turnberry Crossing — City Planner Larsen reviewed the request 309 to amend previous approvals for the preliminary plat for this townhome development. 310 Originally all units were proposed to be two story and the developer would now like some 311 single level units due to demand. Base lots need to be widened, three units would be 312 313 314 315 316 317 318 319 320 321 CITY COUNCIL WORK SESSION May 4, 2015 APPROVED detached that were planned to be together, and a setback changed in a certain area. There is a color scheme change proposed also. The meeting was adjourned at 10:55 p.m. These minutes were considered, corrected and approved at the regular Council meeting held on May 26, 2015. 32 / 323 `Julian�e Bartell, City C16k 324