HomeMy WebLinkAbout08-03-2015 Council PacketUpdated 7/31/2015
WORK SESSION AGENDA
CITY OF LINO LAKES
Monday, August 3, 2015
CITY COUNCIL WORK SESSION
Community Room (not televised)
6:00 P.M.
1. Representative Linda Runbeck and Senator Roger Chamberlain
1.5 Review Well House #6 Revised Design, Michael Grochala
2. Storm Damage Policy, Rob Rafferty
3. American Legion Post 566 Boat/Car/Motorcycle Show, Jeff Karlson
4. Posting for Assistant City Administrator Position, Jeff Karlson
5. Purchase of Fire Communication Equipment, John Swenson
6. Council Updates on Boards/Commissions
7. Monthly Progress Report
8. Review Regular Agenda
9. Adjourn
WS — Item #3
WORK SESSION STAFF REPORT
Work Session Item No. 3
Date: August 3, 2015
To: City Council
From: Jeff Karl son
Re: American Legion Post 566 Car Show
Background
The American Legion is requesting to hold a boat/car/motorcycle show on the corner of
77th and Lake Drive, which is the community garden property. They propose to have 7-
10 boats, 6-10 motorcycles, 6-15 cars and the Schwan's ice cream truck on the site. They
stated the only movement of motorized vehicles will be into and out of the community
garden site. The event is scheduled to take place during the Blue Heron Days festival on
Saturday, August 15.
The American Legion has secured insurance for this event.
Requested Council Direction
Staff is requesting direction as to requirements such as:
1. Fencing off all the community garden plots.
2. Securing parking along 77th Street without traffic driving into the community
gardens area.
3. Notifying gardeners the area will be in use for a city event for the afternoon of the
August 15.
Attachments
Plot Plan from the American Legion
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WS — Item #4
WORK SESSION STAFF REPORT
Work Session Item No. 4
Date: August 3, 2015
To: City Council
From: Jeff Karlson
Re: Assistant City Administrator Position
Background
An Assistant City Administrator position was approved for inclusion in the 2015 budget.
I would like to move forward with the posting of this new position.
In 2011, the Director of Administration position was eliminated due to budget constraints
and a downturn in activity. Activity has increased significantly in Administration the last
18-24 months, resulting in greater workloads for staff.
Requested Council Direction
Staff recommends filling the Assistant City Administrator position.
Attachments
July 14, 2014 Budget Memo
WS — Item # 1
WORK SESSION STAFF REPORT
Special Work Session Item No. 1
Date: July 14, 2014
To: City Council
From: Jeff Karlson, City Administrator
Re: 2015 Administration Budget
The proposed 2015 budget includes three new budget requests in the Administration
Department, which are as follows:
Assistant to City Administrator ($80,602)
One of the staff positions eliminated after the organizational assessment was conducted in
2011 was the Director of Administration. This position served on the City's management
team and assisted the city administrator in several areas. Some of the essential job
functions included the following: administering the job recruitment and selection process;
updating job descriptions; administering workers' compensation claims; administering
the pay equity program and compensation plan; administering the City's drug testing
program; managing personnel files; updating personnel policies; assisting with labor
negotiations; performing a variety of assignments for the city administrator as directed;
assisting with grievance disputes; planning and coordinating training programs;
overseeing the City's government access channel. This list is not all-inclusive, but
illustrates the variety of work this position performed. When the organizational
assessment was completed in 2011, the reduction in force in Administration was viewed
as a temporary solution to get through the lean years.
Activity in the Administration Department has increased significantly in the last two
years. The city administrator has experienced a greater workload in human resources.
Administration has initiated and coordinated several projects, particularly in the
communications area, which include the digital scanning project, the new City website
(which should be ready for launch next month), and the City newsletter.
In addition to many of the responsibilities performed by the former Director of
Administration, the Asst. to City Administrator would supervise, oversee, and monitor
communication activities, including the coordination of the City newsletter, cable
television activities, use of City's website, and use of social networking opportunities.
This position would also assist in the oversight of various department activities and
special projects to ensure they support and are in accordance with City goals and
objectives.
1
The projected salary range for this position is $82,696 to $103,370. You will notice on
the General Fund Forecast Gap Analysis that the increased budget amount is $80,602.
This is because $40,000 remained in the budget when Lisa Hogstad was promoted from a
half-time office tech. position to the deputy clerk position at the end of 2012. These
funds have been used for the two temporary scanner operators that were hired in October
2013.
2
WS — Item 5
WORK SESSION STAFF REPORT
Work Session Item
Date: August 3, 2015
To: City Council
From: John Swenson, Public Safety Department
Re: Purchase of Fire Communication Equipment
Background
During the Council Meeting on June 2, 2014, Council approved Resolution 14-50 which
directed staff to integrate fire services for the City of Lino Lakes into the Public Safety
Department. As part of this initiative Council approved Resolution 15-23 on March 9,
2015, which authorized staff to purchase the needed fire equipment throughout 2015.
These purchases will initially be funded through borrowing from City Reserve Funds
with reimbursement of the reserve funds taking place from a future bond (equipment
certificate) sale. Resolution 15-23 was approved to enable the City to combine fire
equipment purchases into one bond process, which may lead to better terms at the time of
the bond sale.
The City has purchased the fire apparatus and related loose equipment as detailed in the
March 9, 2015 Staff Report and staff is now ready to purchase the needed 800 MHz
mobile and portable radios as well as the fire pagers. The total cost for the purchase of the
fire communication equipment is $195,625.
Portable
$ 125,400.00
Single Head - Mobile
$ 14,920.00
Dual Head - Mobile
$ 29,981.00
Pagers
$ 25,324.00
Total
$ 195,625.00
As previously discussed, Staff has applied for an Assistance to Firefighter (AFG) grant
for the purchase of SCBA and PPE for fire personnel. The City has been informed by
FEMA that the City's grant application has successfully made it through the initial
screening process and we are currently awaiting a grant award determination from
FEMA. If the City is not awarded this grant or if the City is not informed of a grant
funding decision by the fall of this year, staff will be required to order SCBA and PPE for
fire personnel. If no grants funds are awarded, this purchase will be part of the bond
process for needed fire equipment.
Requested Council Direction
No Council action is required on this item.
Attachment
Council Resolution 15-23
CITY OF LINO LAKES, MINNESOTA
RESOLUTION NO. 15-23
DECLARING THE OFFICIAL INTENT OF THE
CITY OF LINO LAKES TO REIMBURSE
CERTAIN EXPENDITURES FROM THE PROCEEDS
OF BONDS TO BE ISSUED BY THE CITY
WHEREAS, the Internal Revenue Service has issued Treas. Reg. § 1.150-2 (the
"Reimbursement Regulations") providing that proceeds of tax-exempt bonds used to reimburse
prior expenditures will not be deemed spent unless certain requirements are met; and
WHEREAS, the City expects to incur certain expenditures that may be financed temporarily
from sources other than bonds, and reimbursed from the proceeds of a tax-exempt bond;
WHEREAS, the City has determined to make this declaration of official intent
("Declaration") to reimburse certain costs from proceeds of bonds in accordance with the
Reimbursement Regulations.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
LINO LAKES AS FOLLOWS:
1. The City proposes to acquire certain capital equipment for its public safety building,
which items of equipment are provided in EXHIBIT A attached hereto (the "Project").
2. The City reasonably expects to reimburse the expenditures made for certain costs of
the Project from the proceeds of bonds in an estimated maximum principal amount of
$1,000,000.00. All reimbursed expenditures will be capital expenditures, costs of issuance of the
bonds, or other expenditures eligible for reimbursement under Section 1.150-2(d)(3) of the
Reimbursement Regulations.
3. This Declaration has been made not later than 60 days after payment of any
original expenditure to be subject to a reimbursement allocation with respect to the proceeds of
bonds, except for the following expenditures: (a) costs of issuance of bonds; (b) costs in an amount
not in excess of $100,000 or 5 percent of the proceeds of an issue; or (c) "preliminary expenditures"
up to an amount not in excess of 20 percent of the aggregate issue price of the issue or issues that
finance or are reasonably expected by the City to finance the project for which the preliminary
expenditures were incurred. The term "preliminary expenditures" includes architectural,
engineering, surveying, bond issuance, and similar costs that are incurred prior to commencement of
acquisition, construction or rehabilitation of a project, other than land acquisition, site preparation,
and similar costs incident to commencement of construction.
4. This Declaration is an expression of the reasonable expectations of the City based
on the facts and circumstances known to the City as of the date hereof. The anticipated original
EXIHIBIT A
LIST OF EQUIPMENT
Engine/Pumper
$15,000.00
Engine Loose Equipment
Engine/Pumper
98,310.00
Engine Loose Equipment
Total
15,000.00
98,310.00
$226,620.00
A-1
STAFF ORIGINATOR:
MEETING DATE:
TOPIC:
VO IE REQUIRED:
INTRODUCTION
CITY COUNCIL
AGENDA ITEM 1D
Al Rolek
March 9, 2015
Consider Resolution 15-23 Declaring the Official Intent of the City
Of Lino Lakes to Reimburse Certain Expenditures from the
Proceeds of Bonds to be Issued by the City
3/5
Staff is seeking City Council approval on Resolution 15-23 declaring the official intent of the
City of Lino Lakes to reimburse certain expenditures from the proceeds of bonds to be issued
by the city.
BACKGROUND
On February 9, 2015 the City Council approved the purchase of two engine/pumper trucks
from the City of Woodbury at a total cost of $30,000.00. The Council also approved the
purchase of loose equipment for each engine/pumper at a total cost of approximately
$196,620.00. The total amount of equipment purchases will be approximately $226,620.00.
The City intends to pay for this equipment and future equipment purchases through the
issuance of certificates of indebtedness. However, these certificates of indebtedness will not be
issued until later this year. In anticipation of this future financing, staff has prepared
Resolution 15-23 declaring the official intent of the City of Lino Lakes to reimburse certain
expenditures from the proceeds of bonds to be issued by the city. If approved by the City
Council the resolution would allow the city to reimburse itself for the cost of the equipment
from the proceeds of the certificates. Until the certificates are issued the equipment will be
financed through temporary loans from other funds.
RECOMMENDATION
Staff recommends the City Council approve Resolution 15-23.
ATTACHMENTS
Resolution 15-23