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HomeMy WebLinkAboutItem 06.cCITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES April 22, 2013 Mayor Little called the meeting to order at 6 p.m. in the Marion Conference Room at City Hall. Members Present: Council Members Swecker, LaBeau, Anderson, and Davis, and Mayor Little Staff Present: Steve Mielke, City Admini Altergott, Parks and Recreation Director; Community and Economic Development Hawkins, Deputy City Clerk 2. Citizen Comments There were no citizen comments. 3. SuperAmerica (Cedar Ave.) minor variance Daryl Morey provided information regarding Cedar Avenue for a minor setback variance . additional easement area by Dakota County utility easements as part of the Cedar Avem; Morey, Planning Director; Brett , Parks Superintendent; Dave Olson, le Abbott, Building Official; and Judi test of the`Suver, at 16161 due to the acquisition of anent trail and drainage and aek variance would allow existing improvements including SA's monuiWent sign, parking lot drive aisle, underground fuel tanks, vent.,' es and'protective wall, and light and flag poles, to remain in their current position. A public hearing is optional and is at the discretion of the City Council; however, a public was not required in simila of Christ. Granting of the e the need for a condemn: Anderson asked about the condemnal government body attempting to work value of the property required for an e condemnation commissioners hearim for Ole Piper Inn and South Twin Cities emorialize the existing SA improvements and rocess. Morey stated that the process begins with the the owners to reach an equitable solution as to the ment. If an agreement cannot be reached a scheduled. Council agreed with staffs recommendation that there is not a need for a public hearing and directed staff to place the item _ on the May 6 consent agenda. 4. Lakeville Area Arts Center Master Plan Brett Altergott and John Hennen presented the LAAC grounds master plan which has been revised as a result of recent discussions with user groups. During the 2013 budget process Council discussed potential improvements to the grounds of the Lakeville Area Arts Center which would take place following the removal of the Historical Society building. Funding for an in- ground irrigation system was approved as part of the 2013 Building Fund budget. It was City Council Work Session April 22, 2013 Because of the )ortant to =mai est use of the ;eted for the it ption of a raw include fndr decided that prior to making any improvements on the site, the 2002 LAAC grounds master plan should be reviewed by the main user groups to solicit ideas for future needs and uses of the facility grounds. Staff met with representatives from the Lakeville Rotary, Lions Club, Pan -O- Prog, ISD 194, and members of the LAAC Board and Friends of the LAAC. As a result proposed grounds improvements include installation of underground conduit in order to safely supply electrical needs for outdoor events, permanent siting of tent locations, a sidewalk connection around the building, and landscape screening around the electrical transformer. The user group representatives expressed their desire to keep the facility flexible for existing events as well as to encourage and allow for new uses. The gre expansion into other adjoining and nearby Anderson asked if there is a 'timeline for co. stated that much of the plan is designed for master plan also proposes possible future if thewere to become available. the potential future classroom space expansion into the st Anderson expressed his opposition to installation of a believed could appear extravagant. Mielke stated that activities that take place on the LAAC grounds it is itn current method of hand - watering the grass is not the I will cost approximately $17,500: $16 000 kh is bud $1,500 for the conduit. Anderson addedt�hai his pero where projects are done in incrern plan. Mielke pointed that this "s regarding progra stated that the user that she is concerned _2_ improvements. Altergott ojects but also includes ;ldings and properties. rigation system which he outdoor events and i healthy lawn. The it's time. The project n system plus about n is a long -range plan goals and a business oposal is actually an exterior site planning process and ision opportunities could take place at a later date. are overall very pleased }i =the facility. Ebout the irrigation lines being damaged when tents are put up for the various events. She also suggested putting together a list of potential upgrades for possible sponsorships. Davis stressed the importance of including a rain sensor into the system so it doesn't run when it's not needed and also Wants to make sure watering follows the City's odd /even ordinance. Swecker believes it is important to mauitain the City's investment and to hold any user group responsible for damage to the lines. Her recommendation would be to proceed with both the in- ground irrigation and the expansion of electrical services. Discussions ensued regarding future program expansion and possible use of the District 194 Alternative Learning Center (ALC) for extension of art classes and LAAC programs. It was suggested that a long range business plan be explored in the event the school district decides to dispose of the building. City Council Work Session April 22, 2013 -3- LaBeau asked about the status of the water fountain which had been proposed by the Friends of the LAAC. Altergott stated that it was a general consensus to remove it from the plan due to long -term maintenance costs and limitations it would put on other uses. Staff is requesting direction from Council to proceed with the installation of the in- ground irrigation system and the expanded electrical system on the LAAC grounds. Anderson stated that he was not supportive of the irrigation system. Little reviewed the background of the irrigation system and previous decisions made by Council during budget discussions. S. Heritage Center rental policies Brett Altergott gave a brief overview of and fees which were held at the March extending rental hours to 12:00 a.m. for Fridays and Sa other events; and allowing the conference room to be a two hours per month at no cost; and adding all -day (1 � to explore offering discounted rental fees to non -profit amount to the Heritage Center. The outcome of tho: rental fees for large donors not be discounted, It is st to cover capital costs for the improvem, nn d were discounts. where thou - might disturb nearby resi,< for free to non- profits because she be] suggested putting some donation pac. free rentals. Mielke suggested further groups. Little, suggested limiting the j restrictive and the policy should state proposed Heritage Center policies At that meeting Council discussed to accommodate weddings and by non- profit groups for up to fees. Council further directed staff that donated a significant is that staffxecommends hat the donati'bns`were meant h the intent of receiving rental it is important for guests not t) congregate outside Lts. She does not support offering the conference room res there are too rnacty moups to accommodate. Davis ;es together which would include a certain amount of strictions or criteria to narrow the number of potential cost rental td,` -3 groups. Anderson felt that was too on- profit" Altergott reminded Council that the free usage only apply to the conference room and not to the larger spaces such as the Heritage Room or the Atrium. Swecker,supports staffs recommendation. After further discussion it was Council's consensus to accept staff's recommendation not to discount rental fees for large donors, to allow the free usage of the conference room by Lakeville non- profit groups and to re visit this issue after the Heritage Center has been open a few more months, to determine if any changes should be considered. 6. Electrical Permit rates Dave Olson introduced Building Official Gene Abbott, who is the direct supervisor of the electrical inspector. Olson stated that the current contracted Electrical Inspector has terminated his contract with the City effective June 1, 2013. The City is advertising for RFPs to enter into a contract with a new inspector. Payment for services is based on receiving a percentage of the City Council Work Session April 22, 2013 -4- electrical permit fees. Due to Lakeville's permit fees being some of the lowest in the state, the position is less appealing to potential applicants, making it difficult to attract and retain a new contract electrical inspector. Olson stated that most cities adopt the State of Minnesota fee schedule and keep pace with the State as their fees are raised. Abbott stated that he has received unfavorable responses to a letter which was sent to electrical contractors who might potentially submit an RFP due to the current fee structure. Anderson stated that this situation is unfortunate and a competitive analysis should be done regularly. Swecker added that at the time this electrical contractor was hired there was a very high sensitivity to increasing fees. Staff recommends raising fees on electrical permits toI r mcide with the State fee schedule for new single- family dwellings, residential additions, and ower level finishes. Staff is not recommending increases for commercial/industrial permits or apartment type projects. Increased fees are proposed to be effective as of July, 1, 2013 in order to provide adequate notice of the increase to contractors. LaBeau stated that she would support a fee increase and the City should insure they are in line with other cities. Mielke stated that the City was.able to keep permit rates low when new construction volume was high and there were fixed costs with an in -house electrical inspector. There has been a concerted effort to reni.hsensitive to the business community. Little believes that as a city service`the quality is most important part and'he believes a city employee is b f- sblk4aAeliver the highest quality. He is supportive of`the proposed fee increase. LaBeau believes a contracted inspector is the best option. Staff is requesting City Council hold a public hearing at the May 6, 2013 meeting to consider a charge in the ordinance to increase residential electrical permit fees. There was consensus by the Council to increase residential rates as presented and to review the State fee schedule annually. CDA use of CDBG funds Dave Olson stated that the former Senior Center building on Holt Avenue was sold last December for its appraised value of $345,000. When the Senior Center was originally built it was funded partially by Commtuiily Devefbpment Block Grant (CDBG) funds from Dakota County. Due to the building no longer meeting the CDBG program objectives, the City is required to reimburse the program in the amount of $119,888. This amount will remain in the City's CDBG account with the CDA to be used for future CDBG projects. The CDA is asking that the city allocate the funds to renovations and improvements of the 8 -unit public housing rental townhome project on Ideal Way, west of Dodd Boulevard. The project is approximately 30 years old and needs exterior renovations including shingles, gutters, siding, overhead doors, lighting and landscape improvements. City Council Work Session April 22, 2013 Staff Allocation of the funds for this project would meet the specified criteria for use since the project would provide necessary improvements to existing affordable housing units, and would result in a timely expenditure of the grant funds. The County also has some existing TIF funds available which could be used for this project; however, staff prefers setting those less restrictive funds aside for future projects, possibly in the downtown area. Staff is recommending the Council support the CDA's request to allocate the CDBG funds to rehabbing the CDA -owned public housing located on Ideal Way. Anderson asked where the actual funds would come from since the Senior CeAter was sold on a contract for deed. Olson stated there was an up -front down payment from the` %aver which would adequately cover this cost. Anderson also asked if there was a cash 'reserve as paft of a homeowners association and feels some kind of vehicle should be in place to set aside fu stated that subsidized renters do not generate cash flow in housing. The CDA has paid 100% of both the downtown recently purchased by the City of Lakeville for demoliq Before making a decision on using the CDBG Council members would like to receive infora funds and, if they exist, how they are disbfitse to the Council. 91 There is durrently one vacancy on t received as a result of advertisinge. Fm4nce Committee members cons` position only, leaving the alternate in "Messages ". Candidates for the business owners who do not live in the original list who Council might It is the Council's duty to set the vi: City. The Finance Com assist in achieving those these -5- ese improvements. Olson way as privately owned I the house on Hwy. 50 ittq projects nce reserve and forward it Committee and there were no applications Tear. It was sugAed that Council members and fial candidates and recruit to fill the regular pen. The_regular position will also be re- advertised ening cain' be Lakeville residents, or Lakeville LaB6u recalled that there was one candidate from r. Staff will provide the original list of candidates. nd determine the financial direction and goals of the to provide meaningful advice to staff and Council to of the Finance Committee have diverse backgrounds and skills, but none had governnent finance background when appointed. They have all acquired knowledge in that area with the help of Finance staff. The committee recently provided positive feedback on the City's health insurance structure and will be assisting with a Liquor Fund business plan and a long range strategic financing plan for street improvements. Mielke suggested that a committee member who has a communications and /or marketing background might be an asset in the area of public education. City Council Work Session April 22, 2013 -6- As a former Finance Committee member Anderson believes this advisory committee offers a unique opportunity for Council to receive ideas and direction and to provide support for staff work within the guidelines of the resolution. He believes there is a need for better communication between the Council and the committee and suggested the committee chair visit a work session on a regular basis. Swecker believes the committee should continue to work on long -range financing methods and funding for upcoming recommendations from the community visioning process. She believes the duties and goals set forth in the resolution continue to accurately reflect Council's intent for the committee. LaBeau believes the committee encourages additional trust in government and &40,v 14 be utilized as planned. Council agreed that the Finance Committee s resolution establishing duties and goals of the 9. Other Anderson has received some questions regarding the C be available for review. The study will be available this be constructed would be 2016. Anderson stated that it is difficult for a later start time of 6:30 would also bE Personnel 10. Adjourn Mayor Little >f the City Admin and then solicited ;tent annual evalu Respectfully the meeting at Judi Hawkins, Deputy Clerk to and LaBeau,; the past, the ut from the p.m. to advise Council as directed in the 50/60 study and asked when it will but the soonest the project could sessions by 6 p.m. Davis agreed that ed the pTti'cess for the annual mel Committee has conducted the UbW Council will strive to conduct will begin in July. Matt Little, Mayor