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Home My WebLink About07-24-17CITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES July 24, 2017 1. Mayor Anderson called the meeting to order at 6:00 p.m. in the Lake Marion Conference Room. Members present: Mayor Anderson, Council Members Davis, LaBeau, Hellier, and Wheeler Members absent: None Staff present: Justin Miller, City Administrator; Allyn Kuennen, Assistant City Administrator; Dave Olson, Community & Economic Development Director; John Hennen, Parks & Recreation Director; Renee Brekken, Recreation Program Coordinator -Active Adults; Ralph Vetter, Information Systems Manager; Chris Petree, Public Works Director; Jerilyn Erickson, Finance Director; Julie Werner, Assistant Finance Director; Tamara Wallace, Deputy City Clerk 2. Citizen Comments There were no citizen comments. 3. Senior Circulator Bus Staff has recently met with several community stakeholders to discuss the possibility of implementing a Loop Circulator Bus service that would address the growing need for a regular, local route in Lakeville for seniors. Courtney Whited, Director of Community Services & Transportation for DARTS, attended the work session meeting to outline costs to get the project underway and operate the bus, sample route schedules, marketing material and plans, as well as the next steps to route implementation which would begin with a resident survey to determine the community's specific needs. The Council reviewed the information/ brochures provided by Ms. Whited, the cost of riding, alternative payment options such as an annual fee or accepting credit cards, protocol for handling emergency situations in route, how this program aligns with others offering transportation, and additional travel training. The Council felt the circulator bus was a good idea that advocated for residents to age in place, and would like staff to move forward with next steps. 4. Countywide Fiber Update Dakota County has reached out to various cities on the possibility of implementing an institutional fiber optic network (I -Net) through a Joint Powers Agreement (JPA). Following preliminary discussions, the initial study group has requested feedback from the city councils to determine interest level in sharing the costs to move forward with this project. Potential benefits City Council Work Session Minutes, Judy 24, 2017 Page 2 to the City include: reduced annual lease fees for the City's own construction of a fiber optic network between City buildings, multiple internet connections to avoid disruption of services throughout the City as well as municipal buildings/ facilities, and potential shared revenue generated by the C -Net. The initial one-time capital investment is estimated at a cost of $25,773, with an annual membership cost estimate of $28,000 which includes full I -Net access, maintenance, repairs, and locate services. The Council discussed the prospective JPA and clarified the costs of the current fiber optic upgrade, associated operational costs, length of time this update would remain relevant, and interest from neighboring communities. The Council was in support of further researching this JPA possibility; but requested additional information on alternative ways the fiber update could come to the City, as well as avenues the school district could potentially get involved. 5. Transportation Update Mr. Petree provided a transportation update which included the following projects: County Road 50 construction, miscellaneous mill & overlay projects, the 2016 Street Reconstruction project, sidewalk removal as part of the Holyoke Avenue streetscape improvements, and work within the Launch Park Properties located in the southeast corner of the City. Mr. Petree also noted that a contract was awarded for the replacement of the pedestrian crossing signals at both Steve Michaud and Antlers Parks. 6. 2018 - 2022 Capital Improvement Plan Mr. Miller outlined the focus of this work session which concentrated on the transportation, utility, parks and recreation, and environmental resources components of the Capital Improvement Plan (CIP). Each report included project descriptions, locations, revenues, and expenditures, but did not yet include the financial impact on the levy or debt balances. Mr. Miller reviewed the projects staff felt should be included in the upcoming CIP, and asked for Council feedback on prioritization of these projects. Preliminarily the Council understood the projects of focus in the CIP, and will provide further evaluation and direction once the financial impact on the budget is brought forward at a future meeting. CIP's for both facilities and equipment will be presented at the August 28 work session. 7. 2nd Quarter Financial Report Ms. Erickson provided an overview of the second quarter financial report which included revenue and expenditure highlights on the General, Communications, Liquor, and Utility Operating Fund's as compared to the 2016 year. Break from 7:23 p. m. - 7:26 p. m. City Council Work Session Minutes, July 24, 2017 Page 3 8. Special Assessment Policy As part of the current special assessment policy last updated in October 2013, reconstruction projects have had a 20 -year assessment period, with an average assessment range of $3,008- $8,100 for single family homes, and principal payments ranging from $150-$405. In an effort to efficiently manage city debt obligations and to provide the best terms possible to residents and businesses, staff is seeking to change the term to a tiered structure based on the amount of the assessment. Staff is also seeking to amend the deferment policy for assessments, including an exception for members of the military to defer these payments should they meet certain income hardship requirements. This modification would also include changing the hardship requirements to the US Department of Health and Human Services poverty guidelines. Staff recommends this change be reflected in the future 2018 street reconstruction project; residents who do not meet the new income requirements but have already received a deferral would be grandfathered in. The Council discussed the proposed changes in the special assessment policy and income hardship requirements, including alternative language for outlining the terms and the current interest rates. The Council would like additional input and feedback on this item from the business community, residents, as well as the Finance Committee. 9. Utility Billing Credit Card Fees At the October 24, 2016 work session, the Council reviewed the current convenience fee charge for credit card payments for utility bills, ultimately deciding to keep the fee in place, and encourage residents to set up ACH payments. After additional research on credit card fee options, staff has found that should the City absorb the convenience fee charge, they would quality for a special, less expensive, convenience fee rate as a government entity. Under this structure, recent surveys have shown residents become more likely to switch from paper to electronic billing, a cost savings that would more than account for the credit card fee the City would incur. Additionally, this would offer a convenience to residents who have requested a more user-friendly experience when paying utility bills online, and save staff processing time. The Council was in support of the City removing the convenience fee for credit card payments on the fee schedule; and would like to see additional marketing efforts to residents promoting both electronic payments and billing. 10. Committee/ City Administrator Updates Mr. Miller updated that there have been four new applications received for the technology taskforce; the high schools are working on getting a few students for the taskforce as well. City Council Work Session Minutes, July 24, 2017 Page 4 Council Member Hellier reported that city engineers within the I -35W Solutions Alliance group met last month to re -prioritize various projects for upcoming funding. 11. Adjourn The meeting adjourned at 7:46 p.m. to closed session to consider offers and counteroffers for the sale of property located at 16179 Kenrick Avenue. Motion was made by LaBeau and seconded by Hellier to close the meeting at 7:46 p.m. Voice vote was taken on the motion. Ayes - unanimous Motion was made by Davis and seconded by Wheeler to end the closed meeting at 8:06 p.m. Voice vote was taken on the motion. Ayes - unanimous Tamara eputy City Clerk Douglas P. Anderson, Mayor