HomeMy WebLinkAbout08-20-02 CCMLAKE ELMO CITY COUNCIL MINUTES AUGUST 20, 2002
8. CITY ENGINEER'S REPORT:
A. Deer Pond Trail Drainage Problem
Phil Simonet, 8206 Deer Pond Trail, reported a drainage problem he would like to see
repaired by the City. This property is located at the southeast corner of the intersection of
Deer Pond Trail and Hidden Bay Trail. Mr. Simonet provided a video tape, which
showed how after a rain the water goes over the curb, down through the driveway and
onto his drainfield and saturates his yard. Mr. Simonet indicated even if the area around
the septic system was elevated with topsoil the water would go around and over the
septic. He felt the driveway also need to be elevated.
Mr. Simonet explained Outdoor Design replaced his septic system in 1996. He had
contacted Dale Eklin to design adding more drainfield because the drainfield was leaking.
Mr. Eklin determined there is no room to put in a new system, but adding on to his
existing septic system would cost approximately $4,300. Mr. Simonet said he would be
redoing his system regardless if he or the City paid for the repair.
Mayor Hunt asked if the City had the new septic information as staff could contact its
insurance company and make a claim. Any improvement to the septic should be co -
coordinated with the road improvement as discussed on August 6, 2003. Larry Bohrer,
TKDA, was filling in for Tom Prew, the City Engineer, and will report back to Mr. Prew.
M/S/P DeLapp/Dunn - to direct the staff to prepare a schedule to address the water
drainage problem and any septic renovation as required for the September 3`d Council
meeting. The City Engineer will meet with Mr. Simonet to review the schedule before
the Council meeting. (Motion passed 5-0).
LAKE ELMO CITY COUNCIL MINUTES
AUGUST 20, 2002
1. AGENDA
2. MINUTES: August 6,2002
3. PUBLIC INQUIRIES/INFORMATIONAL:
4. FINANCE:
A. Update on Relief Association Schedule I and II for Lump Sum Pension
Plans for Reporting Year 2002
B. Waiver for Vacation Accumulation Limit By Council Resolution
C. Update on City's Proposed Assessment Policy
D. Update: Smoking Cessation — Cost Share Proposal
E. (1) Use of sick leave & vacation accruals to supplement disability
payments
(2) Continuance of insurance benefits during disability payments
F. Authorization Request to Issue Checks Prior to Council Adoption of Claims
G. Authorization Request to issue Escrow Refunds Prior to Council Adoption of
Claims
H. Claims
5. NEW BUSINESS:
6. CONSENT AGENDA:
7. MAINTENANVE/PAR/FIRE/BUILDING:
A. Fire Dept. Update: Chief Malmquist
(1) Full Time Position
B. Building Dept. Update: Jim McNamara
8. CITY ENGINEER'S REPORT:
A. Deerpond Trail Drainage Problem
B. Partial Payment #4 Well House No. 2
9. PLANNING, LAND USE & ZONING:
A. Sunfish Ponds Preliminary Plat
B. Bluestein at the Fields of St. Croix 2nd Addition
C. Amendment to Allowable Conditional Uses in the LB Zone
D. Community Facilities/Staffing Forecast — MAC/Planning Commission
Recommendation
E. Silt Fencing: Staff Enforcement
10. CITY ATTORNEY'S REPORT:
11. CITY ADMINISTRATOR'S REPORT:
A. Clarification of Cost of Living
B. Background Information on Committee Designations
12. CITY COUNCIL REPORTS:
Mayor Hunt called the City Council Meeting to order at 7:00 p.m. in the Council
chambers. PRESENT: Siedow, Dunn (attending Afton City Council Meeting), Hunt,
Armstrong, DeLapp, City Attorney Filla, City Engineer Larry Bohrer, City Planner
Dillerud, Building Official Jim McNamara, Fire Chief Malmquist and Administrator
Kueffner.
1. AGENDA
Addition: 1113. Background on Council Committees, 11C. Joint meeting request from
the City of Oak Park Heights repetition for concurrent detachment/annexation.; 11D.
Resolution Initiating Level 1 of the City's Water Conservation Plan; 11E. Request from
Margarita Rhineberger on behalf of Stillwater Gazette for Candidates Night Forum
M/S/P Siedow/Armstrong - to approve the August 20`1' City Council agenda, as amended.
(Motion passed 5-0).
2. MINUTES: August 6, 2002
M/S/P Siedow/Armstrong - to approve the August 6, 2002 City Council minutes, as
amended. (Motion passed 5-0).
3. PUBLIC INQUIRIES/INFORMATIONAL:
Deputy Chris Halder introduced himself as the new the Washington County Deputy on
the Lake Elmo Contract.
4. FINANCE:
A. Update on Relief Association Schedule I and II for Lump Sum Pension Plans for
Report Year 2002.
The Finance Director reported she reviewed the 2002 budget and found that $15,761.00
was budged in fund account 101-420-2220-44910. The City's portion of the pension
contribution for 2002 was $22,588.00. This leaves a shortage of $6,827. The Finance
Director will work with the Administrator to identify an additional fund account to
change for the unfunded balance.
B. Waiver of Vacation Accumulation Limit by Council Resolution
The current personnel policy adopted by the Council on July 20, 1999, amended February
5 and 19, 2002 has a provision entitled "Waiver and Accumulation of Vacation". Within
this provision is a cap on vacation accrual hours of 30 days (240 hours). Once the cap is
reached, additional vacation hours do not accrue. Currently, two city employees are at
this cap. The Finance Director provided Waiver of Vacation Accumulation Limit by
Council resolution language.
The Administrator indicated the city employees were given the number of vacation days
they had left at the end of year. When the computer system was instituted, February
2002, vacation was converted into days
Finance Director stated we will consider this when we look at overall benefit redesign.
M/S/F Siedow/Hunt — to allow waiver of vacation accumulation Limit.(Motion failed 2-
2:Armstrong, DeLapp).
M/S/P Armstrong/Siedow to define a "day", as used in the vacation and sick leave
sections of the current policy, to mean "8 hours". (Motion passed 4-0).
C. Update on City's Proposed Assessment Policy
The Finance Director had reviewed the city's special assessment policy for street repairs
and replacement, and suggested the City consult with an assessor to evaluate and prepare
a report of the sustainable benefit levels for all different property types within the
designated road improvement areas.
Attorney Filla explained an assessment policy should have a section recognizes that
assessments cannot exceed benefit accruing and cannot exceed the cost of the project.
The way you address that is by adopting mathematical formulas that spread costs evenly.
M/S/P Armstrong/DeLapp - to authorize the finance director to contact several assessors
to provide an estimated cost to prepare a report that identifies benefit levels, as identified
in Minnesota statutes to sustain a special assessment for roadway improvements. The
estimates will be brought back to the City Council for further direction and action.
(Motion passed 4-0).
D. Update: Smoking Cessation — Cost Share Proposal
The Finance Director checked with our insurance carrier that the employees are already
being paid 80% out of our benefit plan and 20% by employee, not to exceed $50 per
employee... If they want to quit, they should quit on their own.
M/S/P Siedow/Armstrong - to deny reimbursement of the employee's cost (20%) for the
first set of smoking cessation medications. (Motion passed 4-0).
E. (1) Use of sick leave and vacation accruals to supplement short-term and long-term
disability payments
(2) Continuance of insurance benefits during disability payments
M/S/P Armstrong/Hunt —
(2) Continuance of insurance benefits during disability payments
M/S/P Siedow/Hunt — to adopt proposed payment of
F. Request for Authorization to Issue Checks Prior to Council Adoption of Claims
M/S/P to authorize the Finance Director to release tax payments from payroll
earnings to the IRS and Department of Revenue prior to Council Resolution adoption of
claims. (Motion passed 4-0).
M/S/P to authorize the Finance Director to release pass -through payments of ICMA
(deferred compensation) and child support prior to Council Resolution adoption of
claims. (Motion passed 4-0).
G. Request for Authorization to Issue Escrow Refunds Prior to Council Adoption of
Claims
M/S/P to authorize the Finance Director to refund escrow payments after completion
of final inspection of streets, grading, and vegetation and require the refunds to be
reported as claims at the next council meeting. (Motion passed 4-0).
H. Claims
M/S/P to adopt Resolution No. 2002-074, A Resolution Approving claims
4. NEW BUSINESS:
5. CONSENT AGENDA:
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. Fire Dept. Update: Chief Malmquist
(1) Full Time Position
The Fire Chief provided a draft proposal for the
B. Building Dept. Update: Jim McNamara
8. CITY ENGINEER'S REPORT:
A. Deerpond Trail Drainage Problem
B. Partial Payment #4 Well House No. 2
M/S/P to approve Resolution No. 2002-075 , A Resolution Approving Partial
Payment No. 4 to ENCOMM MIDWEST, LLC for Well House No. 2. (Motion passed 4-
0).
9. PLANNING, LAND USE & ZONING:
A. Sunfish Ponds Preliminary Plat
Filla: In the OP projects do we want public trails and maintenance costs and liability to
go with them and the answer has been No. Discussion between blacktop and woodchips.
Give dev credit if blacktop. The Council wanted to take bonuses out.
Freeman: not use for a public use trail. ...
Land Trust Easement in No. 6 — If we cold voice our preference the LT charges to have
these easements done. Would rather to see the (17,000 and take 6 mos) monty stay here
and easement with the city or the county. The County's policy is they are the last resort.
Definition of AG use. Filla: corral for horses. Definition of Ag does not satisfy A.
principal use of op of AG. Hobby farm, personal riding facility is not within the
definition of Ag.
Maintenance of Outlet C: Freeman: consider as Ag use or left as open space. Outlot C
being used today is just open not any different than any other op projects. Commercial in
Heritage Farm. How is this going to be maintained. Typically outlets are maintained by
the HOA.
B. Bluestem at the Fields of St. Croix 2" d Addition
C. Amendment to Allowable Conditional Uses in the LB Zone
D. Community Facilities/Staffing Forecast — MAC/Planning Commission
Recommendation
E. Silt Fencing: Staff Enforcement
10. CITY ATTORNEY'S REPORT:
11. CITY ADMINISTRATOR'S REPORT:
A. Clarification of Cost of Living
B. Background Information on Committee Designations
12. CITY COUNCIL REPORTS:
LAKE ELMO CITY COUNCIL MINUTES
BUDGET WORKSHOP
August 20, 2002
Mayor Hunt called the meeting to order at 5:20 p.m.
Mayor Hunt pleased with the professional nature of the budget document.
The following council members were in attendance: Mayor Hunt, Charles Siedow, Susan
Dunn, Rose Armstrong, Steven DeLapp.
The following staff members were in attendance: Abigail Grenfell (Finance Director),
Mary Kueffner (City Administrator), Charles Dillerud (City Planner/Assistant City
Administrator), Tom Bouthilet (Building dept).
The Finance Director thanked the Council for input during the budget preparation. She
views the budget document as the City's annual report, outlining activities done during
2002 and anticipated activities for 2003. There has been a lot of intensive work put into
the document preparation to provide a historical perspective from past years, all during
the time when the City Administrator is trying to complete the record retention project.
The first draft does not have complete figures yet. The approach was to include the
easiest and most solid numbers first, those being the expenditures. The salary and benefit
figures were the easiest to calculate given the new computer system. The administration,
mayor and council, building inspection, assessor, law enforcement portions of the budget
are presented. Performance measures were included where available. Breakdowns of law
enforcement costs also included.
The Capital Improvement Program portion of the budget has been outlined and a draft
enclosed with the budget documents. The staff will be following a similar format to
Washington County's CIP. This format lists the projects, the different funding sources
and also provides an explanation of the project.
The Finance Director plans to meet with the Parks, Public Works, and Fire departments to
complete a draft of their budgets and CIP requests.
Parks Department will be featured on cover of budget document since they have
accomplished so much for the City during the last year. The department uses a lot of
recycled materials and works very hard at cooperative efforts for improving the park
areas.
Mayor Hunt asked if the council wanted to review the budget section by section and
provide some general guidance.
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Council Member DeLapp raised a question on mobile home taxes and the difference
between manufactured houses and mobile home. Mayor Hunt responded that the mobile
home is personal property, Administrator Kueffher responded that prehab homes are
permanent. The Finance Director responded that the Dept. of Revenue breaks the
revenue down on their report.
The Finance Director will separate out the utility permits. We have new building
revenue/expenditure reporting requirements for the State and the budget will have to be
modified to accommodate this requirement.
Planner Dillerud offered that we do not want to simply use 2001 housing starts to predict
2003. He also reiterated the new legislation that requires us to report building revenues
and expenditures rather than using those revenues to balance the general budget.
The Finance Director mentioned that the department heads will be reviewing how the
staff is allocated to the different departments. Are they correctly allocated? Are we
capitalizing as much as is possible for actual work being done in the building and
planning areas and charging the salaries accordingly. She also mentioned that we need to
include overhead costs in the 2003 budget for all departments.
The Finance Director mentioned that the next draft of the budget would include the 2002
actual numbers so the council could see where the actual spending levels were currently
at.
Council member DeLapp inquired about contractor licenses. Mr. Bouthliet responded
that the City does still charge contractors to work within the City to perform certain
services, such as heating.
Council member Armstrong inquired about water sales of $55,000. She would like these
water sales broken into three categories: I-94, Lake Jane, and Old Village. The Finance
Director responded that she will include this in the enterprise fund portion of the budget if
the payments can be broken into these categories.
The Finance Director mentioned she will calculate interest on investments soon too.
Council member Armstrong inquired about the transfers in and out of the fund accounts.
The Finance Director responded that she will have to trace where the transfers have taken
place.
The discussion moved from revenues to expenditures.
Council member Siedow inquired about the Mayor and Council "conferences and
training" line item. Administrator Kueffner stated that this is for training of newly
elected members.
Page 2 of 5
The Finance Director asked if the council wanted any adjustments in their salary.
Administrator Kueffner added that this was the opportunity for the council to increase
their salary and it needs to be done before the election.
Motion by DeLapp, second by Dunn, to keep the council salary levels the same. Motion
passed 5-0.
Council member Siedow inquired of the medical benefits. He stated that other businesses
do not pay all of these costs. Council member DeLapp said he does not know whether or
not the City's benefits are comparable and requested the Finance Director gather more
information. Mayor Hunt mentioned that the City uses the Stanton report for salaries and
we should do benefits against Stanton to see if that is what we should be doing. Costs are
clearly going up and we should be sure we are being fair to our employees compared to
other cities. The Finance Director mentioned she looked at actual premiums for each
employee and their dependents and allocated it out to the different funds. She also
mentioned that errors were found in the 2002 budget allocation for benefits. Health
insurance went up 14.3% which was good because we participate in a pool. The estimate
for dental insurance was 5% because those rate increases were not provided yet.
The Finance Director will complete compensation/benefit analysis compared with other
cities, Washington and Ramsey counties, and the State and provide this information back
to the council as well as other options with cost sharing and "buy up" options at the
employee cost. We need to renew our current insurance and can change our policy
without penalty during the year. The Finance Director mentioned we need to look at
fiscal impact to the computer system to accommodate options.
Mayor Hunt stated we need to look at overall compensation and benefits and make sure
we are not out of line on our package and that all employees are treated fairly.
Mayor Hunt mentioned the reintroduction of the Finance Committee to try and take some
of the burden off of the staff and to help with policy issues.
Council member DeLapp incurred about newsletter and postage costs. Administrator
Kueffner responded that she has looked at 6 month costs and the cost for postage has
gone up with volume and rates.
Council member Siedow inquired about the increase in the Finance Department budget.
The Finance Director responded that this figure included the proposed part time position
and that insurance benefits are changed based on who is allocated to the department's
budget.
Mayor Hunt and Council member Siedow would like to see a several year spread.
Comparisons between years can be difficult because of change in accounting practices
and the way salaries have been allocated in the past. The Finance Director will look at
Page 3 of 5
some overview comparisons and trends for large categories, City Planner Dillerud also
offered that the ability to charge salaries against the enterprise funds will further
complicate the comparisons.
Council member Dunn commented that law enforcement projections have gone down and
now include administrative costs as well. The Finance Director mentioned that costs
have gone down because of the lower cost of the officers and that she figured in a 4%
increase in salaries because the law enforcement officer contract is still being negotiated.
Council member DeLapp inquired if we should have a breakdown of civil vs. criminal
attorney costs. The Finance Director mentioned that this fund account is for both civil
and criminal and that she would break those fund accounts separately and provide some
estimated offsets on the fines and forfeits.
Council member DeLapp inquired about Internet charges and who should have access to
the Internet. The Finance Director will check and see if these Internet charges are
connected to the network service. The Mayor mentioned that he proposed IT to be under
the Finance Department in the proposed organizational chart. He also mentioned we
should do some monitoring and logging to prevent exposure to lawsuits sometime in the
next year.
Mayor Hunt also mentioned that we need to look at vacation and accrual payout amounts.
The Finance Director mentioned that we do not have a separate fund to pay out these
amounts and it should be included in the budget. The current salary budget does not
include overtime or compensatory time, nor is the 2002 COLA. The Finance Director
mentioned that the auditors have also mentioned this issue and we should budget for it.
The salary budget will cover use of current vacation but does not include payout if they
leave. Sick leave payout was also discussed and it is not budgeted. The transfer of sick
leave to vacation back was also discussed. The Finance Director offered to provide a
payout schedule for the council. Council member Armstrong asked if this was a common
practice. The Finance Director responded that she has not seen this before.
Administrator Kueffner mentioned that the vacation cap is still 240 hours and that the
new paycheck stubs show the hours and that employees have exceeded the cap. The
Finance Director will also look at a Paid Time Off option with the compensationibenefit
analysis.
Council member Siedow inquired about the health/dental insurance costs for public
works. The Finance Director will check into this.
Mayor Hunt suggested the fund account numbers be hidden on the spreadsheet if
additional space is needed.
The CIP was briefly discussed. A question arose about the planned overlay on Jerome
Avenue after it was just sealcoated. The City Planner and City Engineer will check on
this proj ect. The CIP will need modifying if the council adopts the facility report.
Page 4 of 5
The Finance Committee will be reestablished and will oversee budget preparation and
policy decisions.
The next budget workshop is set for 5:15 p.m. on Thursday, September 5, 2002. The
Finance Director will distribute packets to the council at their regularly scheduled
meeting on Tuesday, September 3, 2002.
The Mayor adjourned the meeting at 6:35 p.m.
Page 5 of 5
Mayor:
Lee Hunt
Councilmembers:
Steve DeLapp
Susan Dunn
Rosemary Armstrong
Chuck Siedow
Lake Elmo City Council
Tuesday
August 20, 2002
3800 Laverne Avenue No.
Lake Elmo, MN 55042
777-5510 777-9615(fax)
Mary.Kueffner@lakeelmo.
org E-Mail
Please read: Since the City Council does not have time to discuss every point presented, it may appear that
decisions are preconceived. However, staff provides background information to the City
Council on each agenda item in advance; and decisions are based on this information and
experience. In addition, some items may have been discussed at previous council meetings.
If you are aware of information that has not been discussed, please fill out a "Request to
Appear Before the City Council form; or, if you came late, raise your hand to be recognized.
Comments that are pertinent are appreciated. Items may be continued to a future meeting if
additional time is needed before a decision can be made.
5:15 p.m. BUDGET WORKSHOP
Agenda
City Council Meeting Convenes 7:00 PM
Pledge of Allegiance
1. Agenda
2. Minutes
August 6, 2002
3. PUBLIC INQUIRIES/INFORMATIONAL:
A.
4. FINANCE:
A. Update on Relief Association Schedule I
and II for Lump Sum Pension Plans for
Reporting Year 2002
B. Waiver for Vacation Accumulation Limit
by Council Resolution
C. Update on City's Proposed Assessment
Policy
D. Update: Smoking Cessation — Cost Share
Proposal
E. (1) Use of sick leave & vacation accruals to
supplement disability payments
(2) Continuance of insurance benefits
during disability payments
F. Authorization Request to Issue Checks Prior
to Council Adoption of Claims
G. Authorization Request to Issue Escrow
Refunds Prior to Council Adoption of Claims
H. Claims
Lake Elmo City Council Agenda
August 20, 2002
Paee 2
5.NEW BUSINESS:
6.CONSENT AGENDA:
A.
7. MAINTENANCE/PARK/FIRE/BUILDING:
A. Fire Dept. Update: Chief Malmquist
(1) Full Time Position
B. Building Dept. Update: Jim McNamara
&CITY ENGINEER'S REPORT:
Tom Prew
A. Deer Pond Trail Drainage Problem
B. Partial Payment #4 Well House No. 2
9.PLANNING, LAND USE & ZONING:
C. Dillerud
A. Sunfish Ponds Preliminary Plat
B. Bluestein at the Fields of St.Croix 2nd
Addition
C. Amendment to Allowable Conditional Uses
in the LB Zone
D. Community Facilities/Staffing Forecast —
MAC/Planning Commission Recommendation
E. Silt Fencing: Staff Enforcement
10. CITY ATTORNEY'S REPORT:
ILCITY ADMINISTRATOR'S REPORT:
A. Clarification of Cost of Living
B. Background Information on Committee
Designations
12. CITY COUNCIL REPORTS:
A. Mayor Hunt
B. Council Member DeLapp
C. Council Member Dunn
D. Council Member Armstrong
E. Council Member Siedow