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HomeMy WebLinkAboutItem 06.c CITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES January 26, 2016 Mayor Little called the meeting to order at 6:00 p.m. in the Marion Conference Room at City Hall. Members Present: Mayor Little, Council Members LaBeau and Davis. Council Member Anderson participated via videoconference. Absent: Council Member Swecker Staff present: Justin Miller, City Administrator; David Olson, Community and Economic Development Director; Daryl Morey, Planning Director; John Hennen, Interim Parks and Recreation Director; Sue Palm, Communications Manager; Jeff Long, Police Chief; John Kornmann, Deputy Police Chief; Char Friedges, City Clerk; Chris Petree, Public Works Director; Neil Normandin, Public Works Analyst; Judi Hawkins, Deputy City Clerk 2. Citizen Comments: None 3. Discussion Items: a. Allina Ambulance Base Proposal David Olson introduced representatives from Allina Health Emergency Medical Services (EMS). Allina and the City of Lakeville have been discussing the possibility of developing a new EMS garage at a more centrally located location. Allina provides ambulance service to Apple Valley, Farmington and Lakeville and currently operates from the Apple Valley Fire Station on Hayes Ave. The proposed location for a 10,000 square-foot facility is the City-owned property at Cedar Avenue and 179th Street on the north side of the Central Maintenance Facility site. The facility would include office and training space, storage, and a three-bay garage for ambulances. Jeff Czyson, Allina’s Director of Operations, and Curt Weidner, local Manager of Operations, presented additional information to the Council. Mr. Czyson stated that the Apple Valley location should serve Allina EMS until February 2018 when the current contract expires; however, proposed growth in the area will require increased service. Allina believes the proposed site would provide the best opportunity for access and centrally located deployment to the 135,000 residents who are served in the three cities. There has been a 50% increase in calls in the past seven years. Allina has indicated that they would prefer a lease option with the City of Lakeville rather than owning the facilities. The City owns the license for the ambulance service area so the facility City Council Work Session January 26, 2016 Page -2 - would be available for use if a different ambulance company serves the area in the future. Allina projects that the facility would meet their needs and population growth for the next 20 years. Council had questions about parking and traffic patterns. Mr. Miller stated that future right of way needs have been discussed with Dakota County. Because the site is currently used as a street project storage area, there would be some minor financial impact. Mr. Czyson stated that most of the population in the service area could be reached within the eight-minute target from this location. An ambulance would likely continue to be housed at the current Apple Valley location also. Council Member Anderson asked if there might be space available in the Central Maintenance Facility or in another City property in the preferred area. Mr. Miller stated that there would be time to explore expansion of the CMF as well as other possible development options and costs since Allina’s current lease runs through February 2018 and could be extended at that time. Council directed staff to research possible options for a new Allina Health EMS facility. b. Airport Annexation David Olson introduced Gary Schmidt, Director of Reliever Airports for the Metropolitan Airports Commission (MAC) and Brian Budinski, Chair of the Eureka Township Board. Mr. Olson stated that a small area of the Airlake Airport was annexed into the City of Lakeville several years ago to provide sewer and water to the FBO building and the North Memorial Air Ambulance building. Eureka Township, MAC, and staff are asking Council to discuss and consider the annexation of the remainder of Airlake Airport into the City of Lakeville. Mr. Schmidt stated that MAC purchased the Airlake Airport from Hitchcock Industries in 1981 to be used as a training facility due to its instrument landing system. At that time there were only six or seven hangers; currently there are about 100. Tenants are asking for access to city sewer and water services since they are presently using outhouses and do not have access to water. They would also like to be able to plan for future use of the remaining hanger property. Mr. Budinski added that the EPA has required the tenants’ holding tanks to be capped. Council Member Davis asked if the additional sewer service would be within the City’s capacity. Mr. Olson stated that it has always been the City’s policy that any property to be served by City utilities must be in the City limits. Annexation would bring 225th Street and Highview Avenue into the City limits and those streets may require future improvements. MAC does not pay property taxes however the hanger owners currently provide about $14,500 of tax revenue for the township. The cost to extend laterals where needed would be MAC’s responsibility; tenants would be responsible for hookup fees. City Council Work Session January 26, 2016 Page -3 - Mayor Little believes developing the airport and extending the runway would be a benefit for Lakeville businesses, especially those in the industrial park. Mr. Schmidt stated that several challenges including possible property acquisitions or rerouting of major roadways need to be considered and resolved before the runway could be extended out. Schmidt added that MAC hopes to complete a long term Comprehensive Plan for Airlake Airport this year. Mr. Olson stated that the City could be approached by other property owners requesting annexation of their properties, but those requests could be considered at the Council discretion. The airport continues to be a marketing tool for certain businesses in the City. Council members supported the possibility of annexation of the Airlake Airport and directed staff to work with the City Attorney, Eureka Township and MAC on a draft agreement for Council review and consideration. c. County Road 70 Escrow Discussion The preliminary plat of Interstate First Addition, located in the southeast quadrant of CSAH 70 and Highview Ave., was approved by Council at their November 16, 2015 meeting. As a requirement of the City’s subdivision ordinance a cash escrow for future upgrade of CSAH 70 was required for this plat which will be the site for a truck repair, storage, office, and limited retail sales facility. The applicant and business owner questioned two issues: 1) the timing of the escrow requirement because the road improvements are not in the current CIP; and 2) whether others industrial developers have been required to pay an upgrade escrow for County Road 70. Staff researched other properties which have developed over the past 20 years in the CSAH 70 corridor and surrounding area and found that escrow has not been collected from other developers based on the length of time until the upgrade would be done. However, the County did require access and public safety improvements in some cases. As part of Council’s consideration of the Interstate First Addition final plat the question of the cash escrow needs to be resolved. The developer has stated that he would be willing to pay his share at the time the road is improved. A funding source also needs to be identified for the City’s 45% share of the county road improvements. Funding options might include assessments to adjacent or area-wide properties, or deferred assessments. Mr. Miller suggested that either a certain amount or a predetermined formula could be written into the development agreement. Mayor Little is concerned about assessments being equitable among the benefited businesses. Mr. Miller stated that a fair amount would need to be established. Council Member Anderson believes that the assessment process would be the most equitable method for all the properties in the corridor to pay their fair share. Miller clarified that under the 429 process the assessment needs to match the benefit, which provides additional basis for a wider assessment area rather than just those properties that front CSAH 70. Council Member City Council Work Session January 26, 2016 Page -4 - LaBeau believes that depending on the nature of the businesses some will receive a greater benefit, and she does not support requiring new business owners to pay in advance. She would prefer a deferral of the assessments. Council would like to pursue all options with the county. The developer, Mr. Jack Matasosky, stated that the property owner is willing to pay their share at the time the scope and cost of the improvement project are determined. Council Member Davis does not want to penalize the Interstate First Addition final plat by requiring a cash escrow and would like to explore options other than a traditional assessment. LaBeau added that the city needs to remain competitive for economic development purposes. Mr. Miller stated that with an assessment the exact cost would need to be known in advance, but a cash escrow deferral could be calculated in today’s dollars, adjusted for inflation measured by a CPI, or the rate at the time of construction, whichever is less. Council and Mr. Matasosky felt that the deferral formula would be more fair and subjective if it is based on actual costs. Council directed staff to work with the attorney to draft language for a cash escrow deferral for Interstate First Addition. d. Yellow Ribbon Veterans Trail John Hennen, Interim Parks and Recreation Director, stated that the Lakeville Yellow Ribbon organization is requesting approval to construct a six-foot wide handicap accessible asphalt path that would encircle the Veterans Memorial at Aronson Park. The Yellow Ribbon hopes to continue to raise funds for additional monuments along the path highlighting each conflict US beginning with World War I. Communications Manager Sue Palm, Yellow Ribbon representative, stated that the Veterans Trail would be funded entirely by Lakeville Yellow Ribbon and would remind the community of the commitment and sacrifices made by the military. The Parks, Recreation and Natural Resources Committee reviewed the proposal at their November 4, 2015 meeting and recommended approval. The Yellow Ribbon hopes that construction can be completed by Memorial Day, May 30, at which time a community dedication event would be held as well as the first annual Memorial Day celebration. Council Member LaBeau asked about ongoing maintenance, especially in the winter. Mr. Hennen stated that a periodic sealcoat would be completed but snow removal would not be done; the Yellow Ribbon would pay any maintenance costs. Council members directed staff to move forward with plans for the Yellow Ribbon Veterans Trail at Aronson Park. City Council Work Session January 26, 2016 Page -5 - e. Alcohol Ordinance Update John Kornmann, Deputy Police Chief, stated that as a result of significant changes in the alcohol service industry, the Police Department believes the Best Practices program no longer needs to be part of the City’s alcohol ordinance. Liquor establishments are currently doing a good job of conducting their own training which often exceeds what the Police Dept. has offered. In addition to eliminating Best Practices the proposed ordinance recommends several other changes: • Adds grounds for Council to deny a liquor license application; • Removes the point system for failed compliance checks; • Adds a possible third random compliance check; • Eliminates the police department’s obligation to make a recommendation following the background check. Council’s decision will be based on their assessment of the facts, not on the Police Dept.’s recommendation; • Increases the penalties for violations to align with changes already made to the tobacco ordinance. The Police Department believes this will streamline the process and minimize paperwork. Police will continue to work with businesses to provide the best opportunities for compliance. Council members supported the changes to the alcohol ordinance and directed staff to add this as a future agenda item and notify license holders of the changes at the time of renewal. f. Downtown Parking Lots No-Parking Ordinance Chief Jeff Long stated that the issue of long term parking in city-owned lots came to the attention of the Police Dept. as the result of a complaint from a business owner. Deputy Chief Kornmann’s research determined that the ordinance does not define a specific length of time that licensed vehicles can be parked in the lots. The proposed ordinance adds “City-owned parking lots” to the 48-hour time restriction which exists on any street. City owned lots would not be subject to the winter parking rules to provide parking during winter storm events. Council Member Anderson asked if the definition of motor vehicle includes 18-wheel semi- trailers. Kornmann stated that by a different ordinance semis are not allowed to park in certain areas. The Police will attempt to notify violators prior to ticketing or towing. Council supported the proposed parking ordinance changes and directed staff to place the ordinance amendment on a future agenda for consideration. g. Transportation Update Chris Petree, Public Works Director, provided a brief update of both new and continuing projects. City Council Work Session January 26, 2016 Page -6 - • The bid opening for the CR 9 (Dodd Blvd.) project is scheduled for February 9. Right of way acquisitions are substantially complete and the County is finalizing the remaining properties. • The main surveying and preliminary design work for the CR50 project are underway and the County hopes to have a recommendation for the County Board by spring. • Preliminary plans for the realignment of 172nd Street near CR5 are being prepared by the City’s consultant. Staff has been meeting with property owners to keep them apprised. • The bid opening for the 2016 Street Reconstruction project is scheduled for March 4th. A utility coordination meeting was held with all affected private utility companies. • Tree trimming will begin in certain construction areas prior to actual road work. Letters will be sent to residents in the affected areas to notify them of upcoming work. • Council received a feasibility report on the Highview Avenue improvement project (CR70 to the southern Lakeville boundary). A request for a public hearing is forthcoming. • The Holyoke Avenue improvement project is tentatively scheduled for 2017. The DLBA will provide additional feedback in the next few weeks. h. Janitorial and Building Maintenance Contract Chris Petree, Public Works Director, provided a brief overview of the current status of janitorial and maintenance at City buildings. For the past several years contract services have been utilized for eight of the City’s facilities. Neil Normandin, Public Works Coordinator, stated that staff is proposing to hire four facility attendants to provide both janitorial and minor building maintenance needs at those eight facilities. Staff believes this will result in significant cost savings, greater scheduling flexibility, and increased daytime availability. He also believes that hired staff has a greater regard for the facilities and sense of ownership of their duties. The initial outlay for equipment would be $125,000; however, that amount would be offset by the contract in the first years and by 2018 the program would be self-sufficient and realize a savings. Part-time employees would receive pro-rated time off but no health insurance benefits. Council Member Anderson prefers contracted service but supports staff’s recommendation. Council Member LaBeau wants to insure that any disruptive-type work be done before 8:00 a.m. Mayor Little agrees that there is greater ownership with a person who is an employee rather than contracted. Council Member Davis believes employees also have greater accountability. Council Member Anderson asked if an RFP might be put out for bids again for an up to date comparison to determine what potential cost changes this year. Mr. Miller stated that at Council’s request RFPs could be concurrent with posting the positions. Council Member Anderson asked about the proposed structure and stated that there is additional value in contracted workers due to their experience and training. LaBeau asked if City Council Work Session January 26, 2016 Page -7 - damages caused by a contractor would be covered by their company. Petree stated that a great deal of staff time can be spent dealing with damages and the recommendation is based on what staff believes is the most economical way of providing these services. LaBeau asked if contract staff needs additional supervision and if it would it be possible to split the duties between contract and in-house. Petree anticipates that the time currently spent supervising contract services is greater than what would be spent on in-house staff. The Liquor Stores and Arts Center are currently well served with in-house janitorial staff. Council directed staff to proceed with the in-house janitorial/facility attendant option. 4. Adjourn The meeting adjourned at 8:17 p.m. Respectfully submitted, __________________________________ Judi Hawkins, Deputy City Clerk __________________________________ Matt Little, Mayor