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HomeMy WebLinkAboutItem 06.cCITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES June 24, 2013 Mayor Little called the meeting to order at 6:30 p.m. in the Marion Conference Room at City Hall. Council Members Present: Swecker, LaBeau, Anderson, and Davis, and Mayor Little Staff Present: Steve Mielke, City Administrator; Dave mitt' and Economic Development Director; Brett Altergott, Parks and Recreation Director; John Hennen, Parks Superintendent; Tom Vonhof, Police Chief; Mike Meyer, dire Chief; Tim Knutson, Police Captain; Judi Hawkins, Deputy City Clerk 2. Citizen Comments Verdale Kinneberg, 16206 Galena Avenue, reported to the Council that on May 21 he noticed City of Lakeville workers on the south side of Valley Lake Park who were cutting dawn trees that appeared to still be healthy, even though there were vandalized trees nearby that were apparently dead. Upon contacting John Hennen the following day he was informed that the trees were dead; however Mr. Kinneberg did not agree with that decision. He believes the employees destroyed City property and should be responsible for replacing the trees. Staff will check into the removal of the trees and provide the information to Council, and to Mr. Kinneberg. 3. Lake Marion -South Creek Greenway Master Plan Brett Altergott provided background on the Dakota County Greenway Corridor planning and introduced Dakota County Senior Planner John Mertens, and Kurt Chatfield, Planning Supervisor, who presented the draft of the master plan. Mr. Mertens stated that Dakota County is now in the final stages of a year -long effort to prepare a Master Plan for the Lake Marion -South Creek Greenway, which will be a policy guide to improvements, acquisitions, management, and operations. The Greenway will connect regional destinations in Burnsville, Lakeville, Savage, Credit River Township, and Farmington. The Dakota County Greenway Vision 1030 proposes a network of more than 200 miles of multi- functional corridors that provide benefits for wildlife habitat, recreation, water quality, and transportation. Key elements included in the corridor will be a 10 -foot paved trail where possible, way - finding and interpretive signage, and information kiosks at trailheads. Alignment of the trail has been discussed by various agencies at open houses. The draft is currently in its second round of public review open houses. The County Planners are hoping to bring the plan before the County Board to consider adoption in August. Following County approval the plan will be submitted to the Metropolitan Council. City Council Work Session June 24, 2013 -2- The 20 mile long corridor is proposed to be built in rural, urban or suburban sections, depending on the geographic area. The planners have been in contact with area businesses as well as the railroad regarding the alignment of the trail. The Lakeville section of the trail will travel through Ritter Farm Park, Casperson Park, along Juno Trail, through downtown Lakeville, and then connect to downtown Farmington. Enforcement of park and trail ordinances would be the responsibility of each respective community. Swecker asked if construction of this trail whether Councils and Park Boards would prior to adoption. Mertens stated that pla park which sometimes tnkes longer to de_ the City would have input into the impler LaBeau stated it is her understanding that it until it is complete and at that time will it be details are still being worked out. Anderson noted that it would be a bei its maintenance became the County's Mayor Little expressed a co to have _Ritter Farm Park re' WOnid W6Yk With the City DT agreed and would like an of Steve Mielke stated that the natural features taken into < by County' City Council directed staff to County's Lake Marion -South Council as part of the anvirovz completed over a long period of time and O f this co due to the Jon of the to review any revisions of the plan r is similar to that of a regional ber of agencies involved and that to maintain the trail if J been the to the tertens stated that those part of this corridor and t Mr. Gutman, who wished Mertens said the County ky of that park. Swecker to review the plan prior to it being sent to the Met Council. as requesting that the trail be well planned with existing Mr. Gutman was in the audience and suggested Plan' be adopted rather than `Dakota for their consideration supporting Dakota Greenway Master Plan, to be forwarded to the Metropolitan Kenrick Trail Project Update Park Director Brett Altergott provided an overview and historical background on the Kenrick Avenue Trail project, also known as the Lake Marion Loop. The City was awarded a $1 million grant in 2009, however because an agreement could not be reached with the property owner, staff proceeded to work with MnDOT and the Metropolitan Council to relocate the proposed trail from the bluffs to the south side of 195 Street from Caspersen Park to Kenrick Avenue. Plans and specifications were prepared by WSB and bids for the project were opened in September 2012. City Council Work Session June 24, 2013 -3- Bids were much higher than anticipated and were rejected by Council, with the intent of rebidding in 2013. Monica Heil from WSB reviewed changes that had been made in the design in an attempt to lower the costs of the project. One possibility was to replace a portion of the boardwalk which was proposed to be built over portions of the wetlands with modular block retaining walls, which would also reduce the ongoing maintenance and operations costs. After submitting the redesigned project to MnDOT, WSB was notified that leveling pads for the modular block retaining walls which had been approved by certain proximity to wetlands. Revised spec had not been communicated to the public„ a June 3, 2013, but once again all of the four h believes the revised design and specification weather, shortage of contractors' resources, LaBeau stated that she was concerned last fall that an increase in cost of projects to go up. She believes that spending more on thi residents that this project is more important than repair of stree iDOT in 2012 were no longer allowed within a ations require sheet pile retaining walls and this =r additional redesign, bids were opened again on were higher than the engineer's estimate. Heil ,the bridge and hoardwalk, challenging spring [heavy workloads contributed to high bidding. Anderson asked if it would be possible to con Federal grant funds and delay the remaining connection component, none of the project v expressed his disappointed with MnDOT for notification; however, he believes this is a cot forward. Mielke stated that Federal funding which is c City does not proceed this year. Local fundii due to greater than anticipated platting in thi would cause the project will send a message to that are in poor condition. t with the available it providing the regional funding. Anderson the costly specification change without need and would like the project to move xrently available for the project will be lost if the 1 can be accomplished with Park Dedication funds City. Swecker stated that the City needs to continue to invest in the infrastructure, and this project is a number one priority for park dedication funds. LaBeau stated that the cost of additional maintenance should be considered and asked if there is a potential park planned for the Dodd /Highview area. Mielke stated that there could be acquisition in the area where development is occurring; however a bond referendum will ultimately be needed to complete the build -out of the entire Park Master Plan. Staff believes that while the project costs have substantially exceeded the original estimate, the project is feasible and it can be reasonably assumed that the project will not become less expensive. City Council Work Session June 24, 2013 -4- The additional park dedication expenditure will not jeopardize other currently planned projects. The trail will provide substantial benefits and is heavily supported by the community. Staff is recommending the City Council proceed with the Kenrick Avenue trail project with the City share of the cost to be financed from the Park Dedication Fund. Little suggested a letter be sent to MnDOT expressing the City's frustration with the increased costs due in part to their change in the rules and specifications for the retaining wall leveling pads. Council directed staff to place receipt of agenda for consideration. 5. Downtown Parking Lot Project Update Dave Olson provided an overview of the do as part of the joint Powers Agreement with identified as a goal of the Downtown Devel December 2006. Plans for the parking lot ii of the project on the next regular Council acquired the necessary parcels. The project's estimated cost is $39 engineering, which is being funded with CDA TIF proceeds. Clan to downtown property owners and tenants, the DLBA, and the FI project. Representatives of the DLI assistance and support of the dowi Components of the project include delineation of the pedestrian walku improvements to allow space betm and potential locations for consolit enclosures. Staff is recommending approval of the design concept and approval to proceed with preparation of plans and specifications to solicit bids for the construction of the project. Olson stated that pending Council's approval, construction of the project is expected to take place this fall. Anderson suggested that businesses directly adjoining this parking lot such as the Ben Franklin and Erickson Drug have an opportunity to provide input regarding their needs in order to insure continued accessibility for store deliveries and garbage collection. Council directed staff to proceed with plans and specifications as discussed and to place the Downtown Parking Lot Project on a future Council agenda for consideration. and expressed which is being developed 'his parking project was by the Council in the City liaS auisition and plans have been presented U are in support of the 'eciation for the City's a concrete and paver walkway similar to Market Plaza, ay from the parking lot, improved crosswalks, parking lot en the walkway and buildings for landscaping or screening, 6. Economic Development Policy Amendment Dave Olson stated that in an effort to remain competitive with other cities in the area of economic development there could be instances when a special meeting of the Lakeville City Council would City Council Work Session June 24, 2013 -5- expedite the City's review and approval process of commercial and industrial developments. Staff is asking Council to consider an amendment to the Development Project Review Policy which would apply to scheduling special meetings in those cases where it is critical to the success of the project. All other required information, documents and processes, including public meeting notices, would remain in place per City policy and State statute. Davis asked if the policy would apply to other committees such as the Planning Commission and Parks and Recreation Committee. Mielke stated that a special meeting would only apply to the Council and would be used in a unique situation, i.e., where Council is being asked to consider some type of business incentive. Swecker stated she would be in support if the particular project bad been through the proper procedures. Anderson agrees that Council needs to be respp}sive to specialtlevelopment situations but there could be many other situations also. Mielke added that there is a process in place under State law to allow Council to meet with short notice or in cad comes from allowing a project to move forward in' be in jeopardy. Mielke added that special meetings decision but a special meeting might be LaBeau asked if there might be some re: sometimes regular meeting dates can b( at the value that by not doing so the project would )t be feasible for a zoning or land use if Council is in support of a project. develonment. Mielke stated that development. staff to to a future Council agenda for consideration. Police /Fire Chaplaincy Program> Police Chief Tom Vonhof provideda brief overview of the Police Chaplaincy program. For the past six years services have been provided through a contract with Mark Bellows, an independent contractor /consultant. In preparation for contract renewal, employees were surveyed for ideas that could enhance the program. Suggestions were to expand the program to include the Fire Dept. as well as other City employees, and to increase the number of available chaplains. The proposed revised program would operate similarly to the volunteer Police Reserves; Bellows would continue as the Chaplain Director with approximately six additional associate chaplains from different faith communities, Vonhof stated that the Public Safety Committee has reviewed the suggested program changes and supports the proposal. Swecker believes the need for chaplain services is great and the expanded resources will fill the need. She asked for clarification on the structure of the program. Vonhof stated that the program will be under the jurisdiction of both the Police Chief and the Fire Chief, with a committee representing both departments being responsible for recruiting and training chaplains, and implementing program policies. The Chaplain Director would oversee training of the associate chaplains and would work with liaison officers from both the Police Department and Fire City Council Work Session June 24, 2013 0 Department. A minimum of six chaplains from various faith communities within Lakeville would be chosen based on established criteria and policies. In reference to chaplains being available to City employees, Anderson asked if there is an Employee Assistance Program (EAP) is available through the City's group health insurance. Mielke stated that an EAP is available however this program could mean additional assistance in instances such as the loss of an officer. Davis believes the program will be enhanced by having a variety of available religious affiliations. LaB guidance of where to obtain grief counseling that a larger number of chaplains might also community. Chaplains will be diverse in ag€ wished to have clear language in the policy r_ responsibilities of the Chaplain Director, an liaison" added to the policy. Program costs training, light uniform jackets, lanyards, etc. insurance policy. Council directed staff to place adoption consideration. 8. 2013 Chamber Levy limits projects thi was hieher has author Live Priorities provided a re( 1 2013, so tha: 'ectors have b the use of fisc the first time funds from the portion of local government that the purpose of a chaplain is to provide not to personally counsel. Vonhof added ant in the event of a major crisis in the gender language, faith, etc. Council members iardine the chain of command and the duties and ok:ed to have `under the direction of police and fire iltlie minimal and will include some chaplain already covered under the police on the next Council agenda for which were passed at the 2013 legislative session which will also provided this information to attendees at a recent crone year and depending on Council's prioritization of on how some major purchases are financed. The levy in 2012 nes the basis for calculating the 3% increase for one year. vorking on the request portion of their budgets. The Governor aarities to assist with expansion of the Mall of America, which is iercial /industrial tax base has been used to fund a project. A ases and utilities will be exempt from sales tax. This will be a savings to the city of over $250,000 annually. This relief does not apply to equipment or product purchased for resale at the liquor stores. The funding formula for Local Government Aid (LGA) was changed, which resulted in a revenue increase for the cities already receiving aid plus 31 additional cities being eligible; Lakeville was not one of those cities. Other mandates in local authority include: • A process has been established that would allow cities to organize garbage collection providers for its residents. City Council Work Session June 24, 2013 -7 " • Sick leave has been expanded to allow employees to care for additional eligible relatives • Data from citizens who have signed up for the City's list -sery is now considered private information and will not be accessible to the public. 9. 2014 -15 Budget Review Sessions Council had discussed several dates for budget review sessions. Staff will continue to work with council members to secure available dates. As per state statute, the deadline for setting the preliminary budget and tax levy is September 15. The approved number is critical, since it becomes the maximum tax levy that can be set for the upcoming year. Staff is checking with the State to determine whether September 16" would be allowed, since the 15 " falls on a Sunday and the 16 is a regular meeting date. Council isbeing asked to set a special Council budget work session the previous week, September 9-12,4s, well as other dates to be determined. Anderson suggested having the Finance Committee takes g r reater role, especially for long range planning. Little expressed support for the "needs vs. wants"fa7mat which was used by Council last year. 10. Other The Personnel Committee will conduct the City the summer. Since attendance has dropped off at the Chamt School. District, the Chamber's new method of Group, which will meet on the third Thursday School District. Mielke will attend this month' members. 11. Adjourn Mayor Little adjourned the meeting at Judi Hawkins, Deputy Clerk )r's performance evaluation later in with the Citv and Breakfast with the ig will be the Business Advisory , at 4:00 p.m., with the City and the iv with one or two available Council Matt Little, Mayor