HomeMy WebLinkAbout01-04-2016 Council Work Session MinutesCITY COUNCIL WORK SESSION
January 4, 2016
APPROVED
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE January 4, 2016
5 TIME STARTED 6900 p.m.
6 TIME ENDED 9000 P.M.
7 MEMBERS PRESENT Council Member Rafferty, Kusterman,
8 Maher, Manthey and Mayor Reinert
9 MEMBERS ABSENT None
10
11
12 Staff members present: City Administrator Jeff Karlson; City Clerk Julie Bartell; Finance
13 Director Sarah Cotton; City Engineer Diane Hankee; Deputy Director of Public Safety
14 Police Kelly McCarthy; Public Safety Director John Swenson; Public Services Director
15 Rick DeGardner; Deputy Director of Public Safety Fire Dan D'Allier.
16
17 Oath of Office - The Oath of Office was administered by the City Clerk to the following
18 elected officials:
19 -Jeff Reinert, Mayor;
20 - Melissa Maher, Council Member;
21 - Michael Manthey, Council Member.
22
23 1. Public Safety/Public Services Vehicle Capital Replacement Plan.
24
25 Public Safety Director Swenson reviewed his written report, including the current
26 equipment inventory for the Public Safety Department - Fire and his recommendation for
27 a replacement schedule. Director Swenson discussed his recommendation to use
28 Centennial Fire District (CFD) capital replacement fund assets that will be transferred to
29 the city for the purchase of two light rescue/mini pumper vehicles. He reviewed the
no benefit of adding those vehicles to the city fleet, including less use of the larger used fire
31 vehicles thus cutting down on repair costs, a reduction in city's fire vehicle fleet (sell
32 grass trucks and possibly a rescue vehicle) and the possibility of improving the city's ISO
33 rating.
34
35 The council discussed the use of the capital funds coming from the CFD.
36
37 Mayor Reinert said he recommends a model where the city is putting money into a fund
38 regularly, sets a schedule for projected needs and establishes an annual amount without
39 fluctuation; he can't speak in favor of spending all the funds coming from the CFD fund
4o right away. The city does have the needed equipment now to provide services to the
41 residents. He'd like to see a situation where the city can stand down and look at how
42 things go and decide on a spending plan. Since the services will be somewhat less than
43 CFD, he thinks the funds needed for equipment should be further analyzed, after the
44 department has been in operation for a while.
45
CITY COUNCIL WORK SESSION January 4, 2016
APPROVED
46 Council Member Kusterman asked about the proposal to purchase the light rescue/mini
47 pumper trucks. Does the recommendation to purchase those vehicles mean that the Just
48 purchased fire trucks aren't expected to be used for very long? Director Swenson
49 explained that his recommendation to purchase the smaller vehicles is about prolonging
50 the life of those larger vehicles and also decreasing associated repair costs.
51
52 Public Safety Deputy Director D'Allier explained that the new fire trucks were well
53 inspected before being purchased but they have required some repair while being used for
54 training. The aggressive training schedule will continue.
55
56 The council discussed how the city's ISO rating is determined. Director Swenson
57 suggested that while the addition of the station plays a role, the equipment is big part of
58 the rating.
59
60 When Mayor Reinert asked how the city can have its ISO rating reviewed, Deputy
61 Director D'Allier explained that the department must be in operation for one year and can
62 then request an audit.
63
64 Council Member Maher said that she is inclined to think that waiting on the equipment
65 purchase is good so the city can see what is really needed. She wonders if the city could
66 be causing disrepair to equipment that isn't used regularly. She wants to ensure first and
67 foremost that the community will be best served by the equipment. Director Swenson
68 explained that the equipment has a regular maintenance schedule.
69
70 The council reviewed renderings of the light rescue/mini pumper truck. They discussed
71 the longevity of the vehicles, the ability to replace just the chassis portion, and availability
72 of the vehicles through different manufacturers. The ISO rating was discussed again and
73 the council heard that not all insurance companies utilize that rating system.
74
75 Mayor Reinert remarked that this is an expensive decision to make at this point. He'd
76 like to see the fire service run for awhile and he's suggesting a review after four months.
77 He would like to look at the concept of a fixed annual budget for equipment. The
78 council heard about a February cut-off date for ordering the new pumper trucks; the
79 schedule is questionable after that time. The mayor asked that the council receive
80 additional information based on their discussion.
81
82 The council moved to discussion of the police division equipment. Director Swenson
83 reviewed the written staff report outlining the police division fleet needs and the
84 standards used to establish those needs. When Director Swenson discussed the rotation
85 of vehicles within the fleet, the mayor said he recalls a four-year rotation rather than the
86 three-year indicated. Deputy Director McCarthy explained that the department begins
87 looking at the vehicles at three years. Council Member Kusterman asked why all the
88 vehicles come from the Ford line and Director Swenson explained that the Ford models
89 serve the department's purpose well and further changing to a different brand could add
90 costs in updating for required equipment.
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CITY COUNCIL WORK SESSION January 4, 2016
APPROVED
91
92 The staff report outlining the Public Services Vehicle Capital Replacement plan was
93 reviewed.
94
95 The council will consider approval of Certificates of Indebtedness for the Police and
96 Public Services vehicles but will wait for more information on the Fire Division vehicle
97 plan.
98
99 2. Approval Process for Capital Expenditures - The council discussed the
loo purchase schedule of the vehicles and how the expenditures come forward for approval.
101 It would be better to see when those purchases occur. The mayor suggested adding an
102 item to the Weblink that provides up to date information on the schedule of purchases.
103 Finance Director Cotton said she will work on keeping the council informed through a
104 status tracker communicated through the Weekly Update.
105
106 4. NE Lino Drainage Study —The council had received a written report from Katy
107 Thompson, consultant with WSB and Associates, outlining the concept of a NE Area
108 Drainage feasibility study modeling the drainage for 1400 acres of land on the east and
109 west sides of I-35E, and north of Main Street. Community Development Director
no Grochala and City Engineer Hankee reviewed a map showing the area impacted by the
111 drainage. Currently the area is served by a tile system that is very old and is geared
112 toward agricultural use of the land. The system is certainly not designed to handle
113 residential improvements and additional impervious surfaces. The council has received
114 updates over the past two years as city staff has been working with consultants on an
115 alternative drainage system involving a storm drain.
116
117 Katy Thompson, WSB &Associates, explained the drainage study process. The
118 drainage plan is to construct a pipeline to drain approximately 13,000 acres. The biggest
119 consideration in formulating this plan has been to not impact the water level of Peltier
12o Lake where the pipeline will drain. Therefore the system would include a flood gate.
121 The system would also include a pipe under Highway 35E. Community Development
122 Director Grochala added that the plan includes abandoning the current ditch system but
123 that system would be maintained just as long as necessary until all property is included in
124 the new system. He is confident that the proposed system would be a great improvement
125 and necessary as development moves forward in the area. Some property easements will
126 be required and those property owners are being consulted. If the Matamy development
127 occurs, they would certainly be picking up on the pipe.
128
129 Director Grochala explained that staff wanted to bring the council up to date on the plan
130 since things are moving along, including discussion with the watershed district. Staff
131 will report again next month. The question will be the cost of the feasibility study and
132 how to finance the cost that will be passed on to developers. City Engineer Hankee
133 confirmed that staff will seek grant opportunities.
134
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CITY COUNCIL WORK SESSION
January 4, 2016
APPROVED
135 3. 2016 Mill and Overlay Project — Director Grochala explained that this report
136 looks at next year's project with the understanding that staff is still working on finishing
137 up this year's projects. The Mill and Overlay Project is done annually and is based on
138 the groundwork establishing by the city's Pavement Management Plan. That plan
139 basically rates the city's streets using a systematic approach and with the goal of
140 extending the useful life of the roadways. From its onset, the program has been ramped
141 up with additional funding to its current level of about $515,000 per year.
142
143 Council Member Rafferty asked for an update on this year's project that includes Bald
144 Eagle Boulevard. City Engineer Hankee explained that there is a punch list in place for
145 the project and it will be dealt with next season due to weather; staff is in discussion with
146 the contractor about what will be withheld until all work is completed. The council
147 discussed concerns about the work done by the contractor on the project and Council
148 Member Maher asked if the city could avoid this company in the future even in the case
149 of a low bid. The mayor indicated that WSB will be working with the city on that
150 subject.
151
152 5. Board of Appeal and Equalization Training — City Clerk Bartell reviewed
153 Board of Appeal process and the state requirement that one member of the council
154 receive training in order for the city to be eligible to hold a hearing. The council's
155 trained member is no longer available and so staff is seeking a volunteer or two to
156 commit to complete an on-line training course. Mayor Reinert recommended Council
157 Member Kusterman based on his accounting background and Council Member Maher
158 also volunteered based on her background in taxation law.
159
16o 6. Council Updates on Boards/Commissions — Administrator Karlson noted that
161 the list of council appointments is included on the council agenda — it is done each
162 January. He noted the four positions to be determined.
163
164 Council Member Maher stepped forward for the North Metro Telecommunication Board.
165
166 Council Member Manthey requested the position on the Joint Law Enforcement Council.
167
168 Two alternative positions were left vacant.
169
17o 7. Monthly Progress Report — Administrator Karlson reviewed the written report.
171 He asked the city clerk to update the council on the possibility of adding polling places to
172 the city.
173
174 Administrator Karlson announced that he intends to advertise this week for the following
175 authorized new for vacant positions:
176 - Human Resources Manager;
177 - Building/Fire Inspector;
178 - Police Officer.
179
CITY COUNCIL WORK SESSION
APPROVED
January 4, 2016
lso 8. Review Regular Agenda of January 11, 2016 —the agenda was reviewed and
181 there were no changes.
182
183 The meeting was adjourned at 9:00 p.m.
184
185 These minutes were considered, corrected and approved at the regular Council meeting held on
186 January 25, 2016. �"���'
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189
191i-� e Bartell, Ci Clerk
192
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