HomeMy WebLinkAbout02-01-2016 Council Work Session MinutesCITY COUNCIL WORK SESSION
APPROVED
February 1, 2016
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE : February 1, 2016
5 TIME STARTED : 6:00 p.m.
6 TIME ENDED : 10*05 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; Community Development
13 Director Michael Grochala; City Planner Katie Larsen; Public Services Director Rick
14 DeGardner; Public Safety Director John Swenson; Public Safety Deputy Director (Fire)
15 Dan D'Allier; City Clerk Julie Bartell
16
17 1. Public Safety Vehicle Capital Replacement Plan —Fire Division- In regard to
18 the written staff report, Director Swenson explained that the report contains updated
19 numbers based on the latest meetings. He noted the audit of the Centennial Fire District
20 (CFD) that will bring additional information on those funds. At this point, the
21 distribution to Lino Lakes from the CFD funds is about $1.1 million but that is pending
22 the results of the audit. In regard to the department's recommendation for capital
23 equipment replacement for the fire department, it remains the same.
24
25 Council Member Rafferty said he has reviewed the staff recommended plan and
26 appreciates the information and foresight, however, he isn't prepared to commit to all the
27 funding at this time. He'd like to see how things fall into place over the next few years.
28
29 Council Member Manthey recalled that the council's discussion on the plan has seemed
30 to portray concern about the costs and an interest in seeing how the department runs prior
31 to purchasing additional equipment.
32
33 Council Member Rafferty said he's heard one person from the CFD express concern
34 about the purchase plan. He's not certain all council members and the chief received that
35 communication but he did look into the questions posed. He has spoken with people in
36 the field who have lots of experience and some that are using the pumper truck. He's
37 heard good things about the equipment. He feels the department's recommendation is
38 good and he supports the purchase of one pumper truck to see how they work for this
39 department. Then look at an additional unit in a year or two.
40
41 Mayor Reinert noted his experience with the CFD and knowledge that they were
42 preparing to purchase new equipment. Regarding the pumper truck, it is a "rock star" in
43 the firefighting field and he also could support purchasing one of the units and testing the
44 practice.
45
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46 Council Member Kusterman said he's heard some concern about what the pumper truck
47 may not be good at. Council Member Manthey responded that he's spoken with Director
48 Swenson about how this unit can be used for structure fires and he believes it is a little
49 low on volume for that use. For a structure fire he thinks the truck should have 500
50 gallons of water or more. Council Member Manthey said he's concerned about what
51 equipment the department will need in the coming years and he'd like more review and
52 discussion about the schedule for replacing the fire engines. Mayor Reinert suggested
53 that a structure fire will draw more than the pumper truck. Council Member Manthey
54 said if the goal is to save wear and tear on the larger vehicles, this pumper wouldn't be it
55 then since it appears the larger vehicles will still have to be used and the firefighters will
56 still have to fully train with them. Director Swenson added that the pumpers would be
57 the first out vehicles and if an emergency involves a structure fire, the department would
58 continue to send what is necessary.
59
60 Deputy Director D'Allier added that it's clear that the department has some apparatus that
61 needs to be replaced. It's also clear that the department will have to respond to some
62 medical calls. He feels the pumper truck is a good fit and further it would improve the
63 city's ISO rating. He is aware that other fire agencies are using these pumper trucks for
64 their everyday calls. He assured the council that staff has done a lot of work on how they
65 can extend the life of all the fire equipment and this is the recommendation.
66
67 The council discussed how the purchase of one pumper truck could impact the plan; the
68 chassis of the truck may change for future years and so if the city were to purchase an
69 additional truck later, it could be different and have training implications. Director
70 Swenson suggested that one way to address that concern would be to purchase two
71 chassis, outfit just one of the vehicles and then implement the second vehicle later this
72 year or early next. He added that foremost in this discussion, he would like to achieve a
73 council action earmarking all of the $1.1 million coming from the CFD to the
74 replacement of fire department equipment and additionally have a plan for that
75 replacement. The mayor reminded the council that he supports an annual appropriation
76 to a replacement fund.
77
78 The council discussed the cost of purchasing two chassis and outfitting only one.
79 Director Swenson estimated that cost to be almost $300,000. The mayor asked if there
80 is risk in purchasing two chassis; what if the city doesn't want the second vehicle.
81 Director Swenson remarked that he is certain there would be a market for the second
82 chassis if the city doesn't want it. Council Member Kusterman noted that depreciation
83 should be a consideration.
84
85 Mayor Reinert stated that he supports the purchase of two chassis but outfitting only one.
86
87 Council Member Maher remarked that she feels the council may be rushing this decision
88 because of a February order deadline (for truck orders). The department has only been in
89 full operation for a couple of days. If it's a question of the department may or may not
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90 utilize a second chassis, she thinks that money should be kept to see if there is another
91 important need.
92
93 Council Member Kusterman said the council has expert staff advising them and that leads
94 him to support the purchase of one full unit and another chassis as recommended.
95
96 Council Member Manthey said he is focused on being able to obtain a new ladder truck
97 when that is needed down the road. There will be expenses in having the necessary
98 equipment and he doesn't see the annual appropriation that is being discussed ($140,000)
99 being able to cover all that expense. The council should be aware that the appropriation
100 would have to go up in order to meet future needs. He doesn't believe that the pumper
101 truck can replace the other trucks.
102
103 Mayor Reinert said he disagrees. The CFD had a replacement plan in place and the city
104 is using that information. The council will certainly be watching that plan and looking at
105 the situation before purchasing equipment; perhaps the addition of the pumper trucks can
106 make the other equipment last longer.
107
108 Council Member Rafferty noted that he has done research and understands that things are
109 moving forward in the field of firefighting equipment. He hasn't researched the option
110 of the purchasing a seconded chassis but he hears Director Swenson making that
111 recommendation.
112
113 The council discussed the estimated cost of purchasing two chassis and outfitting one.
114 What are the additional costs after that? Deputy Director D'Allier explained that the
115 additional costs past what has been explained would be very limited and low expense.
116
117 Mayor Reinert remarked that he's heard public safety staff talk about selling some of the
118 equipment coming from the CFD and he'd advise them to hang onto everything at this
119 point. Council Member Manthey concurred.
120
121 The council clarified for Director Swenson that the matter of approving the capital
122 replacement plan for the Fire Division should be added to the next council agenda for
123 official action. Administrator Karlson said he would add options for the replacement
124 plan to the council agenda of February 8 and the council can then direct staff on a
125 purchase plan. Mayor Reinert remarked that he would like to see the council act on
126 setting an annual contribution to fund a capital replacement plan along with a plan to
127 spend the money.
128
129 2. League of Minnesota Cities' Charter Assistance Program —Administrator Karlson
130 explained that a couple of weeks previous he heard from the League of Minnesota Cities
131 (LMC). The Lino Lakes Charter Commission has approached the LMC about getting
132 assistance with a charter amendment proposal. The LMC will only provide this type of
133 assistance with approval of the city.
134
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135 Several members of the Lino Lakes Charter Commission were present. Chair Caroline
136 Dahl, Vice Chair Pat Devaney, Co -Secretary Chris Bretoi and Commission Member
137 Craig Johnson came forward to discuss the request. Ms. Dahl indicated that Mr.
138 Karlson's staff report accurately explains the request.
139
140 Council Member Kusterman asked for an explanation of what brings the matter forward.
141 Ms. Dahl said this particular matter (of receiving assistance from the LMC) was
142 discussed by the Commission previous to the recent change in membership. The
143 previous chair wasn't able to get the necessary research done before her term ended so
144 Ms. Dahl followed up with the LMC when she was requested by the Commission to do
145 so. The ward amendment has been discussed consistently by the Commission for the
146 past few years. A Commission member did research on the matter and got language
147 from other charters, however, when that was sent forward to go to ballot, the city attorney
148 found the language to be a problem and the amendment proposed didn't go forward. The
149 Commission asked to have the city attorney assist with redrafting an amendment but that
150 was feared to be a conflict of interest for him. Ms. Dahl said historically the
151 Commission has used the LMC for assistance, noting assistance received in implementing
152 an amendment removing the term "Clerk Treasurer" from the charter. The Commission
153 understands it is necessary to get city approval to get this assistance.
154
155 Council Member Kusterman asked what facilitates the need to establish a ward system in
156 the city. Commission member Bretoi explained that the Commission's forwarded the
157 matter not because there is full support for a ward system in the city but because there
158 was belief that the question should be decided by the citizens (through consideration on
159 the ballot). The group wants to get the legal assistance necessary to send forward an
160 amendment if they choose to do so. There was a discussion of whether or not some areas
161 of the city feel less represented. The basic idea is to take the question to the citizens.
162 Commissioner Johnson added that the Commission needs this type of assistance and can't
163 do its work without it. Vice Chair Devaney said he is currently neutral on the ward
164 question but he has been concerned about the dysfunctional relationship between the
165 Charter and the Council; he thinks that the role of the LMC to assist cities is clear and
166 that should serve this process well.
167
168 Council Member Maher confirmed that the Commission has funding available in their
169 budget for the LMC services. Chair Dahl said it's her understanding that the
170 Commission's budget balance is $1,500.
171
172 Mayor Reinert stated that he doesn't support having wards in the city because he feels it
173 results in less representation and can breakdown the work of the council. On the matter
174 of signing on for assistance from the LMC, he may have to learn more in areas such as
175 does it set a precedent. On the matter of the council's relationship with the charter
176 commission, he suggests that there's always been the desire but to work it has to be a
177 two-way street.
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179 Charter Co -Secretary Bretoi remarked that the purpose of bringing the request to the
180 council is not to debate the merits of the ward system but to get necessary assistance in
181 case the Commission wants to send forward an amendment.
182
183 Commission Member Howard Juni noted that he received some background information
184 on the Charter Commission as a new member. Within that information is a resolution
185 that clearly states the reason the ward amendment was declined for the ballot. The
186 commission can get advice based on that and have their discussion with information the
187 should have. He also noted that, since the matter of the ward amendment was discussed
188 in 2014, there are new members on both the council and the commission so it's
189 discussion that needs to occur. And the groups need to be able to understand if it's a
190 legal possibility and then discuss the merit of sending it forward as a policy matter.
191
192 Council Member Manthey noted that he thinks this matter provides a good opportunity
193 for the council and charter commission to work together. He thinks the LMC is an
194 appropriate place to go for this assistance.
195
196 The council and the commission members present discussed the neutrality of the
197 assistance. It's not about whether the amendment is a good idea but how to write a legal
198 amendment.
199
200 Administrator Karlson remarked that he believes that the LMC is in the position to
201 provide the assistance the commission is requesting.
202
203 Mayor Reinert asked that the question be put into a report and sent to the council for an
204 official vote. He also suggested the possibility of a joint meeting between the council
205 and commission.
206
207 3. I-35W North Managed Lanes Project — Noise Wall — Community Development
208 Director Grochala reviewed a project planned to expand I-35W south of Lino Lakes. The
209 project will include some resurfacing to the portion of the highway that runs through the
210 city and the addition of a noise wall on the south side of the freeway. The city has the
211 opportunity for input and can decide how that process of receiving input from the public
212 will be handled. Mr. Grochala said he recommends that input be received through
213 informational meetings followed by a vote (areas can opt out of noise walls). He'd also
214 like to know if the city council would like to schedule presentation to the council by
215 MnDOT.
216
217 Council Member Maher noted that she recently attended some training through the
218 League of Minnesota Cities and engaged there with other council members from cities in
219 the area. She heard comments that the roadway widening improvements stop at the
220 border to the city because the city didn't get involved in the process. Community
121 Development Director Grochala explained that MnDOT didn't include the Lino Lakes'
222 portion in the roadway expansion project from the onset but the city was invited to
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February 1, 2016
223 participate in the process in December because there is a maintenance portion that
224 extends into the city.
225
226 The council concurred with Mr. Grochala's recommendation for informational meetings
227 for the citizens and requests no MnDOT presentation to the council.
228
229 4. Metropolitan Council 2015 System Statement. City Planner Larsen reviewed
230 her written report regarding the statement that the city receives from the Metropolitan
231 Council that explains implications on the city of their policy plans on transportation,
232 water resources, regional parks and housing. All the information ties into the regional
233 process of cities updating their comprehensive plans, which the city will need to do by
234 2018. She explained that this system statement was brought to the Planning & Zoning
235 Board for review and the group had no major comments or concerns. She reviewed the
236 analysis of the elements of the statement included in her staff report. She added that staff
237 doesn't see any significant changes from what is included in the city's plans.
238
239 When Mayor Reinert asked for an explanation of any changes, Community Development
240 Director Grochala explained that the city has been changed in title — to an emerging edge
241 community. Basically that means that the city has moved to a different category due to
242 population forecasts since it is now projected to reach an additional 10,000 in 2040 rather
243 than 2030. Mr. Grochala also reviewed the city's sewer districts and explained the
244 possibility of future changes in staging, noting that development is basically dictated by
245 utility staging.
246
247 5. Local Surface Water Management Plan Update —Community Development
248 Director Grochala reviewed his written staff report outlining a) Lite need to update the
249 city's plan based on an updated watershed district plan; b) how the plan was distributed
250 and reviewed; c) comments received; and d) the implications of further amendments
251 (only expected in the case of the NE Drainage Area project). He said that the plan has
252 received the required sign -off from the Metropolitan Council and Rice Creek Watershed
253 District and is now ready for city council approval. He added that ninety percent of the
254 document is showing what is in the city but there are twelve issue categories and a big
255 one is water quality/impaired lakes as determined by fitness for swimming. The city's
256 lakes are mostly high is phosphorous and low in dissolved oxygen mainly in relation to
257 the depth of the lakes. The city's update of the storm water section of the city code was
258 done as a part of this review and has already been passed by the council. The council
259 discussed the impact of lawn fertilizer on lakes and water.
260
261 The council concurred that this matter will appear for consideration of approval on the
262 next council meeting agenda.
263
264 6. Community Development Project Update — Community Development Director
265 Grochala Staff provided a brief verbal update on the status of various projects currently
266 ongoing within the city, including:
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267 • D.R. Horton Land Sale and Legacy Development — staff is speaking with the developers
268 about design and they want to discuss the city's architectural standards. Staff is
269 suggesting that Council Member Rafferty may want to sit in on those discussions.
270 • Watermark — Mattamy Development along 35E — The council will hold a joint meeting
271 with the city advisory boards on February 17 and an update on this development will be
272 covered. The city is in receipt of plans from the developer and are reviewing them.
273 • Watermark — Stormwater Reuse Study.
274 • 49 Club Demolition — the city does not yet have an agreement with the owner for
275 demolition; if that isn't in place in a few weeks, staff will look into action under the
276 hazardous properties statute and that would involve an inspection and a court order.
277 • NE Drainage Area Plan — have finished up the feasibility study and are moving on to
278 value engineering to find options; Environmental Board has reviewed and offered good
279 input.
280 • Fox Road connection (Saddle Club to Foxborough) — developer will be coming in with
281 Phase I1 changed to a cul-de-sac project.
282
283 7. MXU Change -Out Program —Public Services Director DeGardner reviewed his
284 written report providing information on the city's program to replace obsolete utility
285 meter reading devices. He has contracted with Midwest Testing to perform the change-
286 out of the devices. The contractor will work directly with the homeowners and schedule
287 appointments for access when necessary. As part of this program, he recommends that
288 the council approve a change to the city fee schedule to add an escalating charge for
289 customers that are not willing to schedule an appointment. The council confirmed how
290 the notification process of homeowners will be handled and where the penalty fits in.
291 Mr. DeGardner added that the cost of the replacement will be funded through the city's
292 Water Operating Fund so there will be no charges to users. He also notified the council
293 that there will be a rate study analysis and recommendations coming forward as found to
294 be appropriate.
295
296 9. Council Updates on Boards and Commissions-
297
298 - Joint Law Enforcement Council — Council Member Manthey reported that he
299 attended his first meeting of this group and he sees that the group deals with
300 funding, committees and there is lots of opportunity for his involvement. Much of
301 the work of the group is centered around dispatch/communications.
302 - North Metro Telecommunications Committee — Council Member Maher reported
303 that she attended a short meeting of the group. Discussion centered on
304 bonds/funding to retool equipment.
305 - Board of Appeal and Equalization — Council Member Kusterman reported that he
306 has completed the required training for the Board; Council Member Maher
307 indicated she has completed training also.
308 - Anoka County Fire Protection Council — Mayor Reinert remarked that the group is
309 still quite new and is still getting its numbers in order; they did approve a 2017
310 budget.
311
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312 10. Monthly Progress Report- Administrator Karlson reviewed the written report.
313 Updates on the following:
314
315 - Polling Locations — Mr. Karlson noted that the city clerk has been working on the
316 matter and has some summary information; however, he noted the Charter
317 Commission discussion on establishment of wards which could, if put on the
318 ballot and passed, have an impact on the precinct lines. So rather than beginning
319 the larger task of redrawing lines now it may be wise to wait. City Clerk Bartell
32o provided information gathered on polling place possibilities to date. The council
321 reviewed options to better serve the southeast corner of the city, including
322 splitting the current 6�' precinct. The council acknowledged the value of waiting
323 before making any major changes but will anticipate additional information on
324 options at the next work session.
325 - Veterans' Memorial (added to report) —Mayor Reinert updated the council on
326 progress to develop a veterans' memorial. The Yellow Ribbon Group will be
327 meeting regularly now and is touching on this project and he thinks people need to
328 continue thinking about location, assistance, design (benches?) and costs. The
329 mayor mentioned the city's Common Bond Fund as a possible funding source
33o since those reserve funds have generally been used for one-time expenses. Public
331 Services Director DeGardner noted that the center island in front of city hall has
332 been mentioned as a possible location but he doesn't feel that would be ideal
333 because of its small size, the amount of traffic regularly driving around the area
334 and the basic lack of privacy. The council will continue to discuss the matter as
335 part of the monthly progress report.
336
337 11. Review Regular Agenda of February 8, 2016 -The agenda items were
338 reviewed as necessary by staff and the council. Regarding the regular Public Safety
339 Department Update, the council will anticipate hearing that once a month rather than
340 every meeting.
341
342 The meeting was adjourned at 10:05 p.m.
343
344 These minutes were considered, corrected and approved at the regular Council meeting held on
345 February 22, 2016.
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