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HomeMy WebLinkAboutItem 06.cMayor Bellows called the meeting to order at 5 :00 p.m. in the Marion Conference Room of Lakeville City Hall. Council Members Present: Mayor Mark Bellows, Laurie Rieb, Kerrin Swecker, Matt Little, Colleen LaBeau Staff Present: Steve Mielke, City Administrator; Dennis Feller, Finance Director, Allyn Kuennen, Associate Planner; Chris Petree, Public Works Director; John Hennen, interim Parks and Recreation Dirartnr; Judi Ha A ki ns , Deputy ( 2. Citizen comments There were no citizen comments. CITY OF LAKEVILLE COUNCIL WORK SESSION MINUTES October 15, 2012 3. Vision Consultant Recommendation Associate Planner Allyn Kuennen stated that respondents to a visioning planning process RFP sent out in August felt the project could not be completed within the stated budget of $30,000. Since the visioning planning project is within the guidelines of allowed uses for CDBG funds, an additional $30,000 of CDBG funding was added to the allowed budget and a revised RFP was sent out in September, Three proposals were received and analyzed: StanTec Consulting's proposal was $59,714; Northland Securities' was $60;000 or less; and Craig Rapp Consulting's proposed cost was $5,950 Rapp suggests the plan be done in three phases which would include forming 'a visioning task force, conducting a community survey, holding town hall meetings, offering ` an educational series, and using specialized sub - consultant resources. Staff believes Rapp's proposal fulfills the RFP requirements and is the most comprehensive. References have been checked with other communities that have contracted similar projects with Mr. Rapp and they all had positive comments regarding his work. Staff is recommending a contract with Craig Rapp be brought back to Council for consideration at a November meeting. A kickoff meeting with Council could also be scheduled in November. Following a contract, a task force could be assembled with the first meeting in January or February. Council Member Swecker stated that she has worked with Craig Rapp previously as a member of the Dakota County HiPP group. As a consultant to HiPP Mr. Rapp was very thorough and did a good job. Council Member Little asked if the national citizen survey (NCS) was a tool that had been used by Lakeville before so that results can be compared. Mr. Mielke stated that the NCS results can be used to compare Lakeville with other cities across the state City Council Work Session October 15, 2012 Page -2- and across the nation. The survey system was set up in conjunction with this company and has some standardized questions regarding quality and effectiveness of services. The task force can customize the survey to the project and the type of information they expect to collect. Lakeville has used Decision Resources for community surveys in the past. Little asked what the cost was of just the survey. Kuennen stated the cost is $10,300 based on the number of questions that will be asked. The mailed survey will go to 1,200 residences which will then get a follow -up phone call. Little asked if any of this could be done by City staff. Mielke stated that there are benefits to having someone unknown to the community conduct the survey. Mielke added that staff time is not readily available to work on the survey. Staff will be involved in providing a "then & now" perspective Council Member LaBeau believes there will be a good deal of staff time utilized in providing information to the consultant. iviieike stated that Craig Rapp's personnel; are specifically trained for this Little is concerned because of the low turnout for the budget open houses that it will be difficult to engage residents to be involved. He believes it would be beneficial to offer additional social media outlets. Mielke stated that use of social media by the City has been disr_.I for some time and this might he a good reason to move forward. Staff is currently working on policy criteria for social media. Council Member Rieb believes that residents are content with insignificant increases in taxes and are not motivated to attend budget meetings; however, this might be something in which they would like to be involved. Swecker feels that if people are invited, they might get involved for the first time. Swecker and LaBeau both stated they had positive experiences when they were involved on community task forces in the 1990s projecting growth and prioritizing community needs and wants. Little is concerned with costs and believes the results of the survey could be skewed if opinions of younger residents are not included. He hopes to have recipients receive the survey in a manner in which they typically receive data, such as social media, and would like to include this in the task force discussions. Kuennen stated that the consultant will be including participation in the schools. Mayor Bellows asked what will happen to the project with a potential change in the Council; in order to stay on the proposed timeline it is important to move forward with contract approval. Mielke suggested informing council candidates of the project and delaying task force recruitment until potential new council members take office so they will have involvement. A list of potentially interested task force members could begin to be compiled now. Council directed staff to place the contract with Craig Rapp on the November 19, 2012 regular agenda and to invite any council -elect to the presentation by Mr. Rapp prior to that meeting. City Council Work Session October 15, 2012 Page -3- 4. Continue 2013 -2014 Department Budget Review Dennis Feller provided a summary of items that were not discussed at the September 10 budget work session. Mayor and Council: Council Member LaBeau asked for clarification and if there were any guidelines for how the Mayor and Council were to use their $750 expense account, i.e., if the expense needed to be City related. Mielke stated there is no formal policy other than it needs to be a legal expenditure. It is at each Council member's discretion to use for expenses they feel are appropriate, including registration fees, dues, mileage, etc. Swecker stated that an unwritten guideline is that an expense associated with a Council member representing.. the City is acceptable. Staff will include this item on the january work session agenda for further discussion. Committee and Commissions: Budget is increasing by $15,752 due to the method of recording overtime and expenses for Pan-O-Prog. LaBeau suggested businesses be asked to contribute to Pan -O -Prog. Mielke stated that businesses already are big supporters of the events and it becomes difficult to maintain the current levels. Babe's and the VFW reimburse the City for additional police overtime. City Administration: An Assistant City Administrator position is requested in the budget. This would be a supervisory position as opposed to a project -based position and is being discussed further with the Personnel Committee. City Clerk: Reduction reflects the absence of election judge expenses in 2013. Capital Outlay is for new voting equipment. Planning: The largest increase is for personnel services and reflects the return of the part -time Assistant to the City Administrator to a fulltime Planner. Community and Economic Development: There is a decrease under Other Charges due to the ' marketing strategies being reduced. This is reimbursed by the Communications Fund. Little asked Olson about the Economic Development Fund from the 1990s. Olson stated that there are funds which were retained from a State Economic Development loan received on behalf of New Morning Windows. Olson provided a background of the various funds and allowable options for disbursement. Inspections: Inspections Dept. unemployment obligations will be completed by the end of 2012. Electrical inspections are now contracted. Capital outlay is for replacement of vehicles. General Government Facilities: This will be a budget amendment following sale of the former senior center. Snowplowing and maintenance at the Heritage Library is included. Swecker asked what the former public works facility is used for. Feller stated that the 25,000 sq. ft. building is used for storage of out of season and DWI confiscated vehicles, and is at capacity. City Council Work Session October 15, 2012 Page -4- Finance: Changes are the result of COLA. The DCC contract with Motorola is being voided. A consultant will be hired to assist with the RFP process for a replacement. Information Systems: Swecker asked for clarification on Laserfiche. Danny Barth stated that the proposed system would improve the work flow for Police reports. This is a one -time expense with an annual maintenance cost. Human Resources: Increases are for COLA for three existing employees, software for employment applications; schools and conferences; and additional organization -wide trainings. The Personnel Committee will receive the study of the private sector wages when it is completed. insurance: Swecker asked for a breakdown of overall LOGIS expenses. Mielke stated that there are many areas where LOGIS pertains in addition to software support. General Fund Revenues: 2012 building permit revenues will be approximately double the original estimate. The Finance Committee reviewed investment policies earlier in 2012 and made suggestions to staff. General Fund Balances: For 2013 it is estimated the general fund balance will be $9,500,000 or 44.8%; in .2014 the estimate is $9,425,000, 43.6 %. Both are within the Fund Balance policy range of 40 -50 %. Swecker asked for a 10 -year breakdown of fund balance ratios. Communications Fund: Capital Outlays includes Phase I upgrade to the Water Treatment Facility meeting room. Swecker asked whether the HD signal in the budget was the responsibility'of the City or Charter. Staff will check on this in the agreement. Capital Improvement Fund: Includes street reconstruction and the 50/60 roundabout. LaBeau asked whether the Holyoke /Highview project has been taken out of the 2013 budget. Mielke stated that Council approved putting this in the preliminary budget. Bypass and turn lanes are interim improvements for control dust and safety. Council asked to have further discussions regarding this project. Building Fund: Includes irrigation systems at the Heritage Center and Arts Center Capital Improvement Projects: Major expense is the ABLE fire training facility Utility Funds: Lakeville continues to have one of the lowest water rates in the Metro area. Staff is not recommending any increase in water or sewer rates in 2013, but possibly in 2014. Revenues have increased with the use of the tiered water rates. 2013 charges for Street Lights are going up by $.15 per residential unit per quarter to pass along the increased for electrical costs. Internal Service Funds: A change in LMC insurance rate structure will likely increase the City's premiums next year. LMC has not yet notified the cities of their new rates. City Council Work Session October 15, 2012 Page -5- 5. Review responses to September 20 budget work session Initiatives related to reducing the 2013 budget and related tax levy were outlined in the memo from the Finance Department. 6. Budget Options / Debt Council members were asked to consider options for funding major 2013 projects, including 190 Street improvements, equipment fund, and major maintenance. Previous philosophy has been to create stability in tax levies so there are not major fluctuations, and to mitigate the use of debt if possible so as not to result in future levy increases. The 2013 tax levy increase of 2.7% and the 2014 increase of 3% as shown in the preliminary budget would be relatively stable The 2013 tax levy would be reduced if debt is issued - and cash on hand is used to pay for the projects. However, the increased debt would result in a spike in the 2014 tax levy since it would also include interest costs. These options were discussed by the Finance Committee and the members were divided on the issue. Council Members Swecker and Rieb are in favor of a pay -as- you -go policy, even though the City would benefit from the current favorable interest rates: They do not support transferring liability to the future and increasing interest costs. These options will be discussed further at a future work session, 7. Adjourn Meeting adjourned at 6:55 p Respectfully submitted, Judi Hawkins, Deputy City Clerk Mark Bellows, Mayor 2. Citizen comments There were no citizen comments. CITY OF LAKEVILLE COUNCIL WORK SESSION MINUTES October 22, 2012 Mayor Bellows called the meeting to order at 6:00 p.m. in the Marion Conference Room of Lakeville City Hall. Council Members Present; Mayor Mark Bellows, Council Members Laurie Rieb, Kerrin Swecker, Matt Little, Colleen LaBeau Staff Present. Steve Mielke, City Administrator; Dennis Feller, Finance Director, Allyn Kuennen, Associate Planner; Chris Petree, Public Works Director; John Hennen, Interim Parks and Recreation Director, Judi Hawkins, Deputy Clerk 3. Liquor License Ordinance Requiring Fire Inspections Fire Chief Mike Meyer, along with Fire Marshal Brian Carstensen,; is proposing to implement an annual fire inspection at all on -sale liquor establishments. Liquor license renewal would be contingent on the successful passage of the fire inspection. He stated that liquor establishments are generally at a higher risk for fires, resulting in serious injuries and loss of life..`` Currently, the Fire Department's goal is to inspect every business every two years, with the focus being on senior living facilities and other high risk buildings. Liquor establishments are currently inspected annually. A letter was received fr©m Tom Smith, president of Brackett's Crossing Country Club, asking Council, not to approve the proposed ordinance tying the liquor license to a fire inspection. He believes that liquor establishments are being singled out and that all businesses should be held to the same standards and be subject to the same methods of enforcement. Several council mernbers stated that they had received phone calls from establishments who believed it would be unfair or a financial burden. Chief Meyer stated that the Fire Dept. would work with businesses to bring their establishments up to code. Council Member Little stated that businesses need to have clear expectations and directions for what heeds to be done. Meyer stated that some fire code violations could be costly to correct such as sprinkler systems, and some can be easily solved by clearing exits, installing smoke detectors, etc. Council Member Rieb asked if there was another method of ensuring compliance. Mielke suggested possibly an administrative citation process could be utilized to achieve compliance. This has been researched by the High Performance Partnership (HiPP) to be used in various instances. The current process cost to prosecute offenses is high and this method would cover code violations in other portions of the code. Council Work Session October 22, 2012 Page -2- Bellows believes the liquor ordinance process may cause negative feelings toward the Fire Dept. and asked if inspections are announced or scheduled. Meyers stated that at the beginning of the year businesses receive a letter saying that there will be an inspection and then it is scheduled with about two to three weeks' notice. Little asked if there would be a committee to review the non - compliance plan and solution. Rieb stated that businesses believe the ordinance does not treat everyone equally and feel that they are being punished unfairly. Swecker suggested a three- strike warning process that would ultimate lead to a hearing by the Council. LaBeau suggested a "red tag" system similar to new homes that do not pass inspections. Council members would like to take a .closer look at the administrative citation process as an alternativ e to tying fire violations to a liquor license renewal. Further discussion Will be held at a future meeting. ... 4. Electronic Signage Daryl Morey stated that as a result of requests by.he Chamber of Commerce, the business community, and the Lakeville School District the Planning Commission has discussed changes to the Zoning Ordinance which would allow electronic graphic display and changeable copy signs. The current ordinance orly allows electronic signs for motor fuel pricing, time and temperature, and City of Lakeville and public uses in P -OS zoning. ISD 194 received approval o=` n electronic sign at the Crystal Lake Education Center with a 15 minute interval for message changes. A wide range of times is allowed for electronic changeable copy in adjoining cities; the shortest time being 30 seconds in Burnsville. The Planning Commission's intent is that electronic signs be limited to the C -2 and C -3 districts and that performance standards be adopted to regulate the signs' operations to minimize driver distraction and promote attractive commercial areas. Morey stated that a representative from Holiday Station Stores attended the September 25 EDC meeting and expressed appreciation for the decision - making process. He stated > that a 60- second time would be acceptable to him. EDC recommended a restriction of no less than 30 seconds for changing copy. EDC also suggested the signs be subject to annual review and licensure to ensure compliance. Burnsville has recently reduced the allowed time from 60 seconds to 30 seconds. Bellows believes allowing electronic signage is pro - business on the City's part. LaBeau supports the 30- second recommendation of the EDC. Little added that businesses would not be likely to support changing the time from 30 seconds to 60 seconds after they have made their sign investment. He feels that the process of allowing electronic signage sends a pro - business message from the City. Morey added that the timing may be set at the sign factory and cannot be randomly changed. Council directed staff to proceed with the proposed Zoning Ordinance amendment to allow electronic graphic display and changeable copy signs by bringing this to a public hearing. Council Work Session October 22, 2012 Page -3- 5. Marion Fields LOMR Zach Johnson provided an update on the Marion Branch South Creek Letter of Map Revision (LOMR), FEMA's administrative procedure to modify the Flood Insurance Rate Map (FIRM). FEMA recently re- evaluated the flood hazards and updated the Flood Insurance Study (HS) and Rate Map. During that process it was determined that the map was not updated at the time that improvements were made to allow the Marion Fields development to be built. Storm sewer improvements that were made downstream of the Lake Marion outlet were not accurately reflected. The map has been modified and the most current and accurate information has been provided. Barr Engineering is completing the process for submitting the LOMR application. Barr's preliminary reports show that the floodway delineations are entirely within City -owned t l ou or public drainage e and utilit easements. s R id h i ll b. f s d by the vuuvw vi pu�.,�L d, c'��i ��g� rai iu u�i�i� r oaaci s ici i�a. E \!esiu�� Eta vv1 tV will be affected �`Gl:leU lJy map revisions have been informed. As, a result of this change four property owners in Marion Fields will be required to secure flood insurance. Swecker asked if the owners of and within a floodplain are required to have flood insurance. Johnson stated that if it is just land they are not required to have flood insurance, but if there is a home on the property, is at the discretion of the mortgage lender to require flood insurance. This revision will remove the federal mandate requiring flood insurance since the property will no longer be in a floodway. Council directed staff to mail the application for the LOMR to ;FEMA. 6. 2013 -14 Budget Discussions Dennis: Feller continued presenting the 2013 -2014 budget. The tax levy for 2013 is proposed to increase by $614,000, or 2.7 %, over 2012. Proposed budget adjustments in the amount-of $365,000 for 2013 and $54,000: for 2014 would reduce the tax levies by those amotjnts > Adjustments for 2013 are due to employee vacancies and transfer of major maintenance projects from the General Fund to the Building Fund. This would reduce the 2013 tax levy increase to 1.1% in 2013 and result in an increase of 4.4% 2014. Adjustments, can also be made with reduced spending or the use of debt. LaBeau asked if funds from the Highview /Holyoke Avenue project can be used for a different purpose. Feller stated that if the Council chooses not to move forward with the Highview /Holyoke Avenue bypass /turn lane project, the $192,000 would be available for a budget/tac levy reduction. A speed study for this project has been authorized. This is an interim project until the remaining property is developed and the roadways realigned or roundabouts built. The engineers feel that the extension of the asphalt onto 190 Street may not meet the objective of slowing traffic. These funds are currently in the Construction Fund budget but if they are used to lower the tax levy they are no longer available for this project. Council questioned whether it is a good use of funds to spend $192,000 when the improvements will be torn out later. Council Work Session October 22, 2012 Page -4- The Finance Committee recommended that Council look at debt financing options. Incurring debt would reduce the current year's levy but would transfer the liability into future years. Feller's position is to adhere to basic finance principles and recommends Council look at the overall picture for tax stability, avoiding significant fluctuations from year to year, and minimizing interest and issuance cost whenever possible. Mielke also supports paying with cash rather than utilizing the debt option. Swecker stated that she is not in favor of pushing debt out and raising future costs. If funds are available for pay -as -you go, this would be the option she would support, with the possible exception of large construction projects. Rieb agreed. Feller stated that when taxpayers receive their statements, they often don't look at the percentages of increase or decrease, which are a more accurate indicator than just comparing the actual d&Iars Rieb added that it has been the' City's philosophy' y f a long time to V��N�a]- Na,+N that < r,ca been the' City's N 'rrr v Sv N ri y for a rvn i w y usire avoid debt whenever feasible. Mielke stated that with house values beginning to rise again, the tax burden will swing back to residential. Feller responded to September 10 budget . work ''session ` questions which included rookie firefighters, assistant city administrator position, possible, that could be moved to other funds, revenues from development fees; eic. Although not recommended by staff, budget initiatives could afso'include reduction in service levels. Installation of an auto shut -off on police: vehicles was discussed. Council would support adding $2500 to the equipment fund in order to add this feature to four new squad cars as an experiment for future department use. Council supported moving the cost of the Fire Dept. white board to the Communications Fund. Staff needs more time to monitor the senior punch card system before making a determination on its success. The Prime Time News will offer an electronic` version beginning in January. Staff is recommending increasing the cost of annual dog licenses and eliminating the two -year license option. Council members recommended increasing the fee for pickup and boarding of dogs to be raised to $25. The Parks, Recreation and Natural Resources Committee provided a recommendation of which rinks to open if the Council chose to do so. Residents have asked for Cherry View Park to be re - opened. Mielke stated that adding Cherry View would require additional staff and rental of a portable warming house. The warming house at Bunker Hill will be moved to Meadows and the rink there dismantled. The Greenridge warming house could be another location. If an additional rink is opened, Park Maintenance crews will need to receive adequate shift change notification, so it needs to be determined soon. Council recommended opening Cherry View Park this year and conducting annual reviews to determine which rinks to open based on demographics and a set maximum. in response to the question from the October 15 budget meeting, staff is negotiating with Charter on paying for the City's HD signal. Staff provided information on the functions of LOGIS and outlined the benefits of this collaborative group. LaBeau Council Work Session October 22, 2012 Page -5- believes the Heritage Center irrigation system should be included with the project budget. Bellows suggested a rain garden might be an alternative. An irrigation system is proposed for the Arts Center, which is currently watered by staff with a hose and sprinkler. LaBeau is concerned that during LAAC outdoor events stakes for vendor tents could be driven into the ground and damage would occur to the system. Mielke stated that Taste of Lakeville uses sandbags, not stakes, and a locator wire would be installed. Funding for the system is a one -time expenditure from the Liquor Fund. In response to a question from Council regarding general fund ratios, Feller stated that in eight of the last 10 :years general fund budget ratios have been over 50 %. With some c h ang e s i personnel at the Police Dept enmea r is b e�,in re � ✓ "V t. restructuring 1 t,JtF I.FVitAt 13 I1 IJ i✓ C.ill 14� considered, which could be a cost savings. Further discussions on the budget will be held at the November 26 work session. 7. Other Mina is considering implementing the suggestion of a Lakeville re td nt that for the holiday season, ALF Ambulance would become EiF.Ambulance. 8. Adjourn Meeting adjourned at 8:50 p.m. Respectfully submitted, Judi Hawkins, Deputy City Clerk `I Mark Bellows, Mayor