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HomeMy WebLinkAbout06-24-13 WSCITY 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 Olson, Community and Economic Development Director; Brett Altergott, Parks and Recreation Director; John Hennen, Parks Superintendent; Tom Vonhof, Police Chief, Mike Meyer, Fire 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 down 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 2030 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 Page -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 would be completed over a long period of time and whether Councils and Park Boards would have an opportunity to review any revisions of the plan prior to adoption. Mertens stated that planning of this corridor is similar to that of a regional park, which sometimes takes longer to develop due to the number of agencies involved and that the City would have input into the implementation of the plan. LaBeau stated it is her understanding that it will be the cities' responsibility to maintain the trail until it is complete and at that time will it be turned over to the County. Mertens stated that those details are still being worked out. Anderson noted that it would be a benefit to the City if Juno Trail became part of this corridor and its maintenance became the County's responsibility. Mayor Little expressed a concern that had been received by a resident, Mr. Gutman, who wished to have Ritter Farm Park retain its natural beauty and rustic nature. Mertens said the County would work with the city on an appropriate trail for the natural beauty of that park. Swecker agreed and would like an opportunity to review the plan prior to it being sent to the Met Council. Steve Mielke stated that the resident was requesting that the trail be well planned with existing natural features taken into consideration. Mr. Gutman was in the audience and suggested clarification to the resolution by stating that the `Master Plan' be adopted rather than `Dakota County's plans'. City Council directed staff to finalize a resolution for their consideration supporting Dakota County's Lake Marion -South Creek Greenway Master Plan, to be forwarded to the Metropolitan Council as part of the approval process. 4. 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 Casperson 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 Page -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 MnDOT in 2012 were no longer allowed within a certain proximity to wetlands. Revised specifications require sheet pile retaining walls and this had not been communicated to the public. After additional redesign, bids were opened again on June 3, 2013, but once again all of the four bids were higher than the engineer's estimate. Heil believes the revised design and specifications of the bridge and boardwalk, challenging spring weather, shortage of contractors' resources, and heavy workloads contributed to high bidding. LaBeau stated that she was concerned last fall that an increase in petroleum prices would cause the cost of projects to go up. She believes that spending more on this project will send a message to residents that this project is more important than repair of streets that are in poor condition. Anderson asked if it would be possible to complete a portion of the project with the available Federal grant funds and delay the remaining work. Heil stated that without providing the regional connection component, none of the project would be available for federal funding. Anderson expressed his disappointed with MnDOT for making the costly specification change without notification; however, he believes this is a community need and would like the project to move forward. Mielke stated that Federal funding which is currently available for the project will be lost if the City does not proceed this year. Local funding can be accomplished with Park Dedication funds due to greater than anticipated platting in the 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 Page -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 bids and award of the project on the next regular Council agenda for consideration. 5. Downtown Parking Lot Project Update Dave Olson provided an overview of the downtown parking lot project which is being developed as part of the Joint Powers Agreement with the Dakota County CDA. This parking project was identified as a goal of the Downtown Development Design Guidelines adopted by the Council in December 2006. Plans for the parking lot improvements were prepared by WSB and the City has acquired the necessary parcels. The project's estimated cost is $396,000, including acquisition and engineering, which is being funded with CDA TIF proceeds. Concept plans have been presented to downtown property owners and tenants, the DLBA, and the EDC; all are in support of the project. Representatives of the DLBA were present and expressed appreciation for the City's assistance and support of the downtown. Components of the project include a concrete and paver walkway similar to Market Plaza, delineation of the pedestrian walkway from the parking lot, improved crosswalks, parking lot improvements to allow space between the walkway and buildings for landscaping or screening, and potential locations for consolidated refuse 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. 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 Page -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 had been through the proper procedures. Anderson agrees that Council needs to be responsive to special development 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 case of an emergency. Little stated that the value comes from allowing a project to move forward in the event that by not doing so the project would be in jeopardy. Mielke added that special meetings might not be feasible for a zoning or land use decision but a special meeting might be added to determine if Council is in support of a project. LaBeau asked if there might be some relevance to residential development. Mielke stated that sometimes regular meeting dates can be adjusted to help accommodate residential development. Council directed staff to add the policy amendment to a future Council agenda for consideration. 7. Police /Fire Chaplaincy Program Police Chief Tom Vonhof provided a 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 Page -6- 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. LaBeau noted that the purpose of a chaplain is to provide guidance of where to obtain grief counseling in a crisis, not to personally counsel. Vonhof added that a larger number of chaplains might also be important in the event of a major crisis in the community. Chaplains will be diverse in age, gender, language, faith, etc. Council members wished to have clear language in the policy regarding the chain of command and the duties and responsibilities of the Chaplain Director, and asked to have "under the direction of police and fire liaison" added to the policy. Program costs will be minimal and will include some chaplain training, light uniform jackets, lanyards, etc. Volunteers are already covered under the police insurance policy. Council directed staff to place adoption of this policy change on the next Council agenda for consideration. 8. 2013 Legislative Priorities Recap Steve Mielke provided a recap of bills which were passed at the 2013 legislative session which will impact the City of Lakeville. He had also provided this information to attendees at a recent Chamber luncheon. Levy limits have been re- imposed for one year and depending on Council's prioritization of projects this could have an impact on how some major purchases are financed. The levy in 2012 was higher than 2013, so that becomes the basis for calculating the 3% increase for one year. Department directors have begun working on the request portion of their budgets. The Governor has authorized the use of fiscal disparities to assist with expansion of the Mall of America, which is the first time funds from the commercial /industrial tax base has been used to fund a project. A portion of local government purchases 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 Page -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 16th would be allowed, since the 15th falls on a Sunday and the 16 is a regular meeting date. Council is being asked to set a special Council budget work session the previous week, September 9 -12, as well as other dates to be determined. Anderson suggested having the Finance Committee take a greater role, especially for long range planning. Little expressed support for the "needs vs. wants" format which was used by Council last year. 10. Other The Personnel Committee will conduct the City Administrator's performance evaluation later in the summer. Since attendance has dropped off at the Chamber's Breakfast with the City and Breakfast with the School District, the Chamber's new method of communicating will be the Business Advisory Group, which will meet on the third Thursday of each month, at 4:00 p.m., with the City and the School District. Mielke will attend this month's meeting along with one or two available Council members. 11. Adjourn Mayor Little adjourned the meeting at 9:20 p.m. Respectfully submitted, �,, aX4. - Z wo-i q d Hawkins, Deputy Clerk M Little, Mayor