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HomeMy WebLinkAbout05-28-13 WSCITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES May 28, 2013 Mayor Little called the meeting to order at 6:30 p.m. in the Marion Conference Room at City Hall. Members Present: Council Members Kerrin Swecker, Colleen LaBeau, Doug Anderson, and Bart Davis, and Mayor Matt Little Staff Present: Steve Mielke, City Administrator; Dennis Feller, Finance Director; Chris Petree, Public Works Director; Zach Johnson, City Engineer; Dave Olson, Community and Economic Development Director; Allyn Kuennen, Associate Planner; and Judi Hawkins, Deputy City Clerk 2. Citizen Comments There were no citizen comments. 3. ADA Analysis / City Hall Entry Improvements Dave Olson provided a brief background of the ADA Accessibility study which was completed by Wold Architects and Engineers with funding from Community Development Block Grant funds. As a result of an RFP, Wold completed a draft ADA Compliance Study on five City buildings: City Hall, Water Treatment Facility, Central Maintenance Facility, Fire Station #4 and the Arts Center. Joel Dunning from Wold Architects stated that the study reviewed interior and exterior conditions to determine points of non - compliance, which were documented and prioritized. He stated that guidelines of the Americans with Disabilities Act of 1990 have evolved over time and each building met the requirements at the time of its construction. The recommended improvements are not required to be completed to meet the current ADA building code unless renovations are made to the non - compliant areas. Following the analysis, costs were estimated for bringing the various areas into compliance. Wold believes several components could be accomplished by City staff. Wold also prepared plans and specifications for the installation of three power- assist doors with electronic entry access at the City Hall entrances. The need for this upgrade was evident at last year's election and has been identified by City Council, staff, and the public as a high priority. Wold estimated the cost of improvements to be approximately $30,000. Pro -Tec Design submitted the only qualified bid, including parts and labor, security technology, upgraded electric needs, etc. in the amount of $52,293.79. Wold is recommending the City award the bid to Pro -Tec Design. Other improvements identified at City Hall which would provide improved access to services include upgrade of the restrooms and lowering of the public service counters at the receptionist area and at the various departments to a maximum of 34 ". City of Lakeville, Council Work Session Minutes May 28, 2013 Page -2- Olson stated that the Dakota County CDA has approved the use of previously allocated Community Development Block Grant (CDBG) funding for the ADA study and accessibility improvements. Although the bid for the improvements was more than anticipated, the cost of the study was $7,000 less. Existing unused funds for downtown code improvements can be reallocated which would allow for sufficient funding for the entire project, including the study. Anderson is concerned about receiving only one bid and believes it is too high. He would like to see additional bids be solicited. Swecker requested Council review ADA priorities at all of the buildings and create a long -term plan to bring City buildings into compliance, including estimated costs. Olson stated that several of the buildings in the study are utilized for elections and should be considered for improvement in the near future. LaBeau said she has had some experience with this type of retrofit and also believes the bid is higher than necessary. Mr. Dunning stated that there are just a few contractors who do this work and currently there are many large projects being bid. Swecker asked if there is a deadline for using the funds, and if more favorable bids might be received in the fall. Dunning believed it could potentially be helpful to delay the project's completion deadline and to possibly include additional upgrades, such as counter height adjustments, to the scope of the project. It would take three to four weeks to prepare the project for re -bids. Olson stated that there is no timeline for expenditure of the CDBG funds. Council members indicated that they would support completion of additional high priority projects and suggested that buildings and projects be prioritized and rebid. Funding for future upgrades may include additional CBDG grants. Wold and City staff will review the study and make recommendations for prioritizing buildings and projects to be rebid at a later date following further Council review. Council believes it is important to accomplish ADA improvements at City buildings which will be used for fall elections. Council directed staff to place the Accessibility Study on a future Council agenda for acceptance and to work with Wold to prioritize ADA improvements at City buildings. 4. Envision Lakeville Progress Report Craig Rapp provided an update of the April and May Envision Lakeville task force meetings. The task force has looked at the demographics of the City including diversity, and the age shift in Dakota County cities. From the raw data that was received from a variety of surveys, focus groups, and town hall forums the task force began to see common patterns and themes. After determining that the business focus group consisted of only retail and commercial businesses, and as a result of discussions at the last meeting, the task force is reaching out to the industrial community for additional input. The task force used the data collected to develop a SWOT analysis (strengths, weaknesses, opportunities and threats). This analysis was useful in City of Lakeville, Council Work Session Minutes May 28, 2013 Page -3- identifying current and future strategic challenges and developing initial strategic priorities including community values, character, and guiding principles. A final draft is anticipated to be done by July 18. Anderson asked how assumptions can be made about future populations, especially senior citizens, since communities will absorb various amounts of housing for senior and low income populations. Rapp stated that with the amount of land remaining for growth there is a certain amount available for various housing types. By 2020 a larger percentage of Burnsville and Eagan's populations will be senior citizens compared to Lakeville; however, Lakeville will also have a growing senior population which will need to be accommodated. Mielke stated that as the population ages city services, housing styles, and program offerings will need to be considered. Rapp provided a summary of community outreach results from national citizen surveys; community forums; focus groups; and staff, council, and advisory board surveys. Although there are a variety of opinions, people are generally satisfied with the community, schools, and city services. Some common themes, principals, and community values included the importance of economic development and job creation, support for schools, a feeling of the city development and shopping areas being "disjointed ", small town feel, lack of diversity, and shortage of work force housing. Residents expressed an overall desire for the success of the schools, believing that is a reflection on the community in general; recognition of the changing diversity in the community; and support for high quality infrastructure but not mass transit. Swecker suggested that these emerging themes be compared to the last two visioning processes to determine if there has been a consistent theme, as well as what has been done with those results and any successes that have been experienced. The task force will now utilize the findings to identify and address what the community believes are the most important values and challenges. Anderson suggested Council hold a special work session with the task force to discuss the preliminary findings in depth. 5. County Road 50 Corridor Study Chris Petree introduced Dakota County Engineer Mark Krebsbach and Assistant County Engineer Brian Sorenson. Members of the ISD 194 School Board are interested in this study especially as it pertains to traffic patterns at Kenwood Trail Middle School but were unable to attend due to a meeting conflict. Petree stated that he will provide them with a copy of the agenda materials from this meeting. There is also detailed information available on the County's website. Sorenson stated that the basic objectives of the County 50 Corridor Study were to determine traffic implications of the roundabout at 185' Street (CH 60) and Co. Rd. 50 and to offer long term and short term recommendations. The process has included meetings with affected City of Lakeville, Council Work Session Minutes May 28, 2013 Page -4- neighborhoods, business owners, and school officials; collection of traffic data; and development of models and scenarios. Simulation models were run for six scenarios, at morning and afternoon peak hours, averaging results after ten runs. In addition to existing conditions on Co. Rd. 50 the scenarios included, 1) an improved signal at Co. Rd. 60; 2) addition of a roundabout at Co. Rd. 60; 3) addition of a roundabout at Co. Rd. 60 and a signal at 192 Street; and 4) addition of a roundabout at Co. Rd. 60 and a four -lane corridor. The study anticipated 2030 traffic volumes with a roundabout, including access changes and roadway connections. The process assumed an acceptable gap of eight seconds is needed to safely make left turns from Jaguar Avenue and /or 192 Street onto Co. Rd. 50. The results showed that the gaps at 188 Street are most influenced by traffic control at Co. Rd. 60; however, the number of vehicles that can be accommodated during the peak hours has not reached capacity. Converting to a roundabout at Co. Rd. 60 caused little change to the number of gaps at Jaguar Ave., regardless of the control at 192 Street; however, the length of the gaps increases and becomes more acceptable. A scenario of improving Co. Rd. 50 to a four -lane roadway had the most noticeable improvement in delays. Various access control alternatives from 185' Street to Dodd Road were discussed. The results indicate that a signal at the 192 Street intersection does not significantly affect access onto CH 50 from Jaguar Avenue. In addition, the sight lines for a signal would be less than desirable. Davis asked if it would be beneficial to install advance warning signals for the traffic signal. Sorenson stated that most accidents occur at signaled intersections and the engineering community is generally not supportive of advance signals. Kenwood Trail Middle School's only accesses are from CH 50. School boundaries essentially eliminate pedestrian traffic on CH 50 to this school. Mielke suggested a special meeting between the City Council and the School Board be held to discuss the results of the County 50 Corridor Study Update. Further discussions will be held with the school officials regarding access options for KTMS. LaBeau asked if traffic from the office building at the 185 Street /CR 50 intersection would have adequate access to the roundabout. Mielke stated that the traffic patterns from that building were part of the study. The County's short term recommendation is to proceed with the Co. Rd 50/60 roundabout and to widen the Jaguar approach onto CR 50 to create a second lane for right turns in order to assist with reducing delays. The long term recommendation is to widen CR 50 to a four -lane roadway. The City and the County will discuss priorities and funding a later date. The study also recommends planning for a connection from Jaguar Ave. to Ipava Ave. in order to provide a second access to that neighborhood. City of Lakeville, Council Work Session Minutes May 28, 2013 Page -5- Swecker asked if this could be put in the County's CIP in the near future. Krebsbach indicated that the County will add it to their CIP whenever the City chooses to complete the additional lanes. Approval of the final design of the roundabout project at County Road 50 and County Road 60 will be considered by the City and the County at their respective July meetings. Anderson believes residents should have an opportunity to review the plans and offer input. Krebsbach stated that there is still time to do that while the County completes discussions with the school. A draft of the study will be posted on the City's website with a comment section before giving formal approval. 6. CIP - Transportation Improvements Chris Petree provided information on the 2014 -2018 CIP Transportation Projects, which include $66.5 M of street improvements, reconstruction, and maintenance projects. Projects were broken into four categories: Dakota County projects, City improvements, Street reconstruction projects, and Overlays'and pavement maintenance. A roundabout is being proposed with the upgrading of 190th Street in place of the current intersection at Holyoke Ave. The roundabout would eliminate the cost of turn lanes on Holyoke Ave. as proposed previously. LaBeau stated that the intersection of Highview Avenue and 190` Street on the east side of Holyoke needs paving and maintenance. Staff will have the Street Dept. inspect the area, grade and repair. Based on the current Overall Condition Index (OCI) some street reconstruction projects planned for in the 2013 -2017 CIP have been reprioritized. Anderson stated that he has received calls regarding the condition of some streets and the need for repairs. He would like a copy of the street reconstruction analysis (OCI) that was done a few years ago so he can provide more information when he speaks to residents. Chris Petree stated that currently 30% of the roads are in failing or near failing condition and repairs could take 15 -20 years. Anderson questioned whether enough is being done to bring the roads up to satisfactory conditions to meet residents' expectations. Petree provided background on the OCI ratings and how Council had arrived at the criteria to prioritize reconstruction'projects. Mielke added that when Council determined the pace at which the reconstruction program should be implemented, the largest consideration was residents' tolerance level for property taxes that would be needed. Lakeville currently has an aggressive program for repairs compared to other cities; however the current low interest rates could offer an opportunity for additional projects. Anderson suggested the Finance Committee review possible funding options for accelerating the program. LaBeau stated that other factors that will affect taxes also need to be taken into consideration such as a possible school levy and the shift of the tax burden from commercial to residential properties. City of Lakeville, Council Work Session Minutes May 28, 2013 Page -6- Petree discussed year by year street reconstruction, collector reconstruction, and collector overlays. The county does not assist in financing of maintenance on collector roadways with the possible exception of local road improvements that have a positive impact on county roads. The proposed CIP is financed with $66.5 M of revenues of which half is from non - property tax sources which reduces the burden on taxpayers. The sources include Municipal State Aid (MSA), Dakota County, Federal grants, and escrows. A property tax levy increase will be necessary to finance several proposed street improvement projects. Council discussed several non - programmed improvement projects which could be added to the 5 -year CIP, including CR 50 from 185' Street to Dodd; Dodd from 185th Street to 194x'' Street; 179 Street from Dodd to Cedar; and Keokuk Ave. from Queen Anne Mobile Home Community to Kenwood Trail. The City's share of costs for the four projects is $15.5 M. Staff is asking for Council direction in prioritizing these projects. Feller discussed several financing options and revenue sources, some of which would be from property taxes. Feller also discussed the proposed increase in the tax levy for the transportation projects. He stated that the most efficient financing method is to pay -as- you -go; the least efficient is to extend the financing out for 20 years. Although much of the funding won't be expended until 2015, Feller suggests an increase in the tax levy in 2014 in order to more equally spread the property tax increase over two years, rather than have homeowners experience a severe spike in 2015. Anderson asked if it would be feasible to use liquor funds to finance the transportation CIP. Mielke stated that there will be a discussion later on prioritizing those funds and it would be helpful to review all the options before making a commitment. The legislature's decision to exempt cities from certain sales taxes will also positively affect the City's finances. Staff is asking for direction on which projects to include in the 2014 -2018 CIP and project schedule, and Council's preferred financing methods. Staff will revise the proposed CIP based on Council's direction and present changes at a future work session. Financing alternatives other than property taxes which Council might want to consider include franchise fees and use of favorable general fund balances and green acres settlements. Council would like to see the financial impacts of accelerating the reconstruction program beyond the current plan. Council also directed staff to look at the possible expansion of CH 50 to four lanes in 2016. Swecker asked if that project might qualify for Federal funding. Z. Johnson stated that Federal funds might be pursued from a safety standpoint. Anderson asked for background on the Kenrick Avenue extension and why that might be considered prior to development in the area. Swecker stated that the connection is a component of the City's Transportation Plan and would be helpful for the businesses in the City of Lakeville, Council Work Session Minutes May 28, 2013 Page -7- Southfork area. In addition, the extension was to relieve congestion at the Co. Rd. 50/60 intersection but now that the roundabout is being built, this might be a moot point. Mielke added that the owner would be assessed a portion of the cost which would likely be deferred until development occurs. Little also believes the connection is a low priority at this time. The Utility CIP will be discussed at the July work session and the facilities and equipment budgets will be presented in July and August. Council decided to defer a decision on the transportation portion of the CIP until they have had an opportunity to review all the budget documents. 7. Liquor Fund Financial Policy Feller stated that the Liquor Finance Policy is broken into four components: capital structure; profitability and operational analysis; interfund loans; and equity contributions. The Finance Committee recently reviewed the policy and recommended that Council further define the term, "Public Purpose ". The "alternative" defines public purpose for both equity contributions and interfund loans and provides a broad definition of the City's use of the funds. Anderson requested that the Interfund loans portion of the policy reflect an interest charge between departments for interim financing. He believes treating different entities of the City separately more accurately reflects the costs of expenditures or projects. Feller suggested that adding the term, "at a designated interest rate, if any could allow that option. Little believes that charging interest to another department has no valid function. Davis also believes there is no practical application in municipal financing and that it would create confusion in accounting. Anderson believes an interest - bearing interfund transfer policy would reflect the true capital costs of a project which is funded by Liquor Funds. Swecker does not believe that interest should be charged between departments for interim financing. LaBeau stated that charging interest would show the actual cost of a project since it adds another cost for the funds. Anderson believes use of the funds raises questions in the community and stated that he is surprised that the suggestion to include interest wasn't made by the Finance Committee. Davis believes the liquor funds are a revenue source to assist Council with decision making for the overall budget; priorities and decisions will change from year to year. Anderson stated that the City has a responsibility to citizens to make good business decisions with all the necessary information. He would like Council to have the ability to charge interest if they so choose. Little stated he could not envision a situation where it would make sense to charge interest to another department. After further discussion, Council agreed to add the language, "interest at a designated rate, if any ". City of Lakeville, Council Work Session Minutes May 28, 2013 Page -8- Anderson asked if Council could designate a long -term commitment for liquor fund expenditures. Mielke stated that historically the City has used liquor funds for one -time capital outlay and equipment purchases but not for general operations. It is each Council's prerogative as they establish the budget. 8. Administrative Citation Process At the November 2012 work session Council directed staff to prepare a draft Administrative Citation Process ordinance which would allow for more efficient use of the court system as well as staff and attorney time and costs. Council members supported the draft ordinance but need to review it further to determine which items should be included in the process. Due to the lateness of the evening the draft will be brought back to a future work session. 9. Other LaBeau asked Mielke to review for the Council the potential Hipp volunteer coordinator position. Mielke explained that consideration is being given to the potential of adding a staff person to coordinate volunteer programs in several communities. Burnsville's 20 -hour coordinator has greatly assisted in expanding their volunteer programs. Swecker questioned whether one person would have adequate hours to coordinate volunteers for multiple cities and if Lakeville should explore adding such a position on their own. Mielke stated that this is currently not budgeted but may be a viable concept. 10. Adjourn Mayor Little adjourned the meeting at 10:50 p.m. Respectfully submitted, J d Hawkins, Deputy Clerk Matt Little, Mayor