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HomeMy WebLinkAbout11-12-97 WS• CITY OF LAKEVILLE COUNCIL WORK SESSION MINUTES NOVEMBER 12,1997 The work session was called to order by Mayor Zaun at 5:00 p.m. in the City Hall Administrative Conference Room. The following individuals were in attendance: Mayor Zaun; Council Members Sindt, Mulvihill, Holberg and Johnson; Robert Erickson, City Administrator; Dave Martens, Chief of Police; Dennis Feller, Finance Director; Sgt. Tom Vonhof, Police Department; John Hennen, Administrative Assistant; Tom Scott, City Attorney; and Jim Walston, City Attorney. Item No. 1 -Presentation of Police Reserve Unit By-Laws. Mr. Scott indicated the amended Police Reserve Unit By-Laws include two significant changes. The first includes depositing the revenue received by the Police Reserve into the City's General Fund in lieu of the current practice of transferring funds to a separate fund maintained by the Police Reserve. The second includes the continued one time lump sum payment to retiring reservists with at least ten years of service. However, this payment would be established by resolution of the City Council and will no longer be under the Police Reserve. Mayor Zaun suggested that it should indicate in the membership section of the by-laws that an applicant who is a member of another organization, such as a fire department or another police reserve, or is an elected public official, whose position may conflict or interfere with the performance of reserve duties or creates a potential conflict of interest will not be considered for the position of Reserve Officer. Chief Martens indicated smaller cosmetic changes have also been made to the by-laws to clean up some outdated language. The Police Reserve hierarchy has reviewed the amended by-laws and recommend approval. The Council directed staff to proceed with amending the Police Reserve Unit By-Laws as presented and discussed. Item No. 2 -Status Update: CitX of Apple Valley vs. Tutewohl. Mr. Walston updated Council Members on the City of Apple Valley vs. Tutewohl. Mr. Erickson indicated there are funds set aside in the Park Dedication Fund to purchase park land in the northeast portion of the community. Council Member Holberg inquired about the Camas East gravel pit reclamation area for a future park and proximity to Tutewohl property. The Council directed staff and the City Attorney's office to continue to work with the City of Apple Valley regarding acquisition of the Tutewohl land through the current process. • Council Work Session November 12, 1997 Page Two Item No. 3 -Review Snowmobile Task Force Recommendations for the 1997-98 Snowmobile Season. Mr. Erickson introduced Snowmobile Task Force Chair Mike Studer. Mr. Vonhof informed the committee that the Task Force met on six different occasions and highlighted a number of the recommendations and goals the Task Force developed. Mr. Vonhof discussed the public input process, the survey of Valley Park residents regarding restricting snowmobiling in their neighborhood and the proposed ordinance amendment. The amendment would increase the current speed limit on streets and highways from 10 miles per hour to 15 miles per hour and would limit snowmobiling on streets and highways between December 1st and March 31st which is consistent with State law relating to the use of DNR designated trails. Other issues discussed were the monitoring of complaints, utilization of a matrix system to measure and evaluate complaints, establishment of a snowmobile information hotline and the pursuit of a lease or purchase of a second snowmobile by the Police Department for patrol purposes. Mr. Studer indicated that the Task Force is very supportive of a second snowmobile, zero tolerance and the proposed educational activities. • Council Member Sindt is concerned with children o eratin snowmobiles alone in or around streets P g and roadways and would like parents to take some responsibility for their children's actions. Council Member Johnson asked if the penalty for violating ordinances and laws will be harsh enough to deter snowmobilers from violating ordinances and laws. Chief Martens will inform the attorneys office that there should be no plea bargaining. Council Member Mulvihill indicated she appreciates all the work completed by the Snowmobile Task Force and the Sno Trackers but believes the safety and life threatening issues regarding snowmobiling in dense residential districts has been missed. Mulvihill was disappointed that the recommendations didn't address the life threatening/safety issues. Council Member Holberg also appreciates the work completed by the Task Force. Holberg believes that residents must be given a chance this snowmobile season to be educated prior to restricting snowmobiling in certain areas of the community. The residents must be educated on the regulations and consequences which may result. The Council and staff discussed the lease of a second snowmobile for enforcement purposes, the Sheriff's Departments efforts in enforcement, and how the matrix system for measuring and monitoring violations will be completed. Mr. Erickson indicated that the snowmobile dealers in • town realize that if snowmobilers continue to violate ordinances and laws that snowmobiling will be restricted in select areas of the community next year. • Council Work Session November 12, 1997 Page Three The Council will review and take action on the Snowmobile Task Force Recommendations for the 1997-98 Snowmobile Season at their November 17th Council meeting. Item No. 4 -Review Ordinance Amendment Concerning Licensing Fees for the Sale of Alcoholic Beverages. Mr. Erickson indicated the City has not changed the on-sale liquor license fees since 1980 when the fees were actually lowered. Staff is proposing atwo-tier license classification system which includes an increase in license fees. Mr. Erickson has discussed the proposed two-tier on-sale license schedule with the liquor license holders in the community. The group was supportive of the proposal. The Council directed staff to place the ordinance amendment concerning licensing fees for the sale of alcoholic beverages on the November 17th agenda for consideration. Item No. 5 -Review Applications for Appointment to the Meals on Wheels AdvisorX Committee. • Currently there is one vacancy on the Meals on Wheels Advisory Committee due to the resignation of Dale Baldus. Staff has received two applications for the vacancy on the committee. Applicants include Helen Adrian and Arlene Lewis. Council Members reviewed the applications and agreed that they would like to interview both applicants. Options discussed included appointing both individuals to the committee or appointing one as a member and the other as an alternate member. The Council directed staff to set up interviews with both applicants at the November 25th work session. Item No. 6 -Review Resolution Setting Water, Sewer, Street Light and Surface Water Management Fee Rates. Mr. Feller indicated there is no proposed increase in water rates for 1998. Lakeville has the second lowest water rates in Dakota County in spite of the fact that Lakeville's water will be treated beginning in 1998. The affordable water rates are due to the financial management foresight of the City Council whereby infrastructure improvements such as wells, towers and the treatment plant are financed by connection charges rather than water use rates. Regarding sanitary sewer, Mr. Feller indicated the sanitary sewer rates are proposed to increase 6.7% in order to compensate for the Metropolitan Council's Environmental Services increased cost due to rate adjustment, provide adequate working capital to offset any deviation in sewer flows and to replace the sanitary sewer vactor. Council Work Session November 12, 1997 Page Four Mr. Feller indicated the stormwater management fee is proposed to increase $1.00 per quarter per residential unit in 1998 to offset the cost of hiring two interns to continue the City's water quality data collection program and for testing and treatment of Lakeville's lakes and watersheds. Staff is also reviewing the possibility of raising street light fees approximately 2.5%. Staff is in the process of reviewing and amending the 1990 street light map to determine the appropriate increase. Mr. Erickson indicated that staff is discussing the possibility of creating an urban and rural street light rate. Individuals living in the rural area (outside the MUSA) would be required to pay a small fee for street lights. Council Member Holberg thought it would be appropriate to charge residents in the rural area a small fee for street lights. The Council directed staff to proceed with creating a resolution setting water, sanitary sewer, street light and surface water management fees along with informing residents of the reasons for the increase in rates through the use of the Messages page. Item No. 7 -Review Audit Proposals. • Mr. Feller indicated a request for proposals were prepared and mailed to five firms that specialize in municipal audits. Mr. Feller indicated that Eide Helmeke submitted the lowest bid. Eide Helmeke has provided audit services to the City of Lakeville for the past four years. Mayor Zaun questioned why Eide Helmeke's bid was so much lower than the other bids. Staff believes they want to maintain Lakeville's account and because they are new to the metro area and need the work. For integrity purposes, staff recommends contracting with firms for audit services for no more than two to three years in the future. Council directed staff to prepare an agreement to contract with Eide Helmeke for audit services and present the agreement to the Council at a near future City Council meeting. Other Business. Mr. Erickson distributed an application submitted by Wayne Zellmer to fill the alternate vacancy on the Environmental Affairs Committee. Mr. Zellmer worked for the Dakota County Soil and Water Conservation District for fourteen years and currently is employed by the Minnesota Board of Water and Soil Resources. The Council believes it would be inappropriate to appoint Mr. Zellmer to the Environmental Affairs Committee because it would be a conflict of interest due to his employment with the Minnesota Board of Water and Soil Resources. At 7:00 p.m., the Council proceeded to review the 1998-99 budget. • COUNCIL BUDGET WORK SESSION WEDNESDAY, NOVEMBER 12,1997 7:15 P.M. In attendance: Council Members Betty Sindt, Bob Johnson, Mary Liz Holberg, and Lynette Mulvihill. Absent: Mayor Duane Zaun. Also in attendance:. Robert Erickson, City Administrator; Dennis Feller, Finance Director; Brian Kempa, Senior Accountant, and John Hennen, Administrative Assistant. Discussion: Dennis Feller began by providing the Council with an overview of the 1998 General Fund departmental expenditures. A significant amount of discussion followed regarding the individual department budgets, and among the many budget items discussed, the following were the most significant: MAYOR AND COUNCIL (1) The 1998 budget provides for the Council to have in-home fax machines including phone line cost. Fax machines will enable the Council to communicate and receive documents more efficiently with City staff and Lakeville Citizens while reducing delivery costs. • (a) The Council was concerned about the need for confidentiality and instructed City staff to provide funding for a fax machine with security features to be located in the Mayor/Council office. (b) The Council asked for an update from the City Attorney as to what information is considered. public under the Data Privacy Act. (2) Council Member Holberg asked if the unused $1,500 budgeted in 1997 for the Council to attend national conferences could be carried forward to the 1998 budget. Robert Erickson responded affirmatively and all Council Members present agreed to carry forward the unused $1,500 into 1998. The 1998 national conference budget will be at $3,000. (3) The 1998 proposed budget included $8,800 in Municipal Legislative Commission (MLC) dues based on Lakeville's estimated population of 35,200 (per capita rate $.25). MLC has revised the dues to $9,001 based on Lakeville's population of 36,002. This requires an increase of $201 to the Professional Services line item. It should also be noted that the City of Burnsville is the newest member to join the MLC bringing the total city membership to thirteen. PUBLIC COMMUNICATIONS No questions or comments. (continued) • Council Budget Work Session Wednesday, November 12,1997 Page 2 Discussion: (continued) CITYADMINISTRATION (4) The 1999 budget estimate provides for a laptop computer to be used by the City Administrator. Council Member Holberg suggested the computer be purchased in 1998 so the City Administrator can be up-to-date technologically with other city departments. All Council Members present agreed the laptop computer should be purchased in 1998. The cost of the laptop computer is $3,500. CITY CLERK No questions or comments. LEGAL (5) Robert Erickson discussed Jim Walston leaving the firm of Campbell, Knutson and starting his own law firm. Jim Walston provided excellent legal assistance, especially in the area of real estate transactions. The Council favors retaining Campbell, Knutson for general legal counsel and prosecutorial services. Legal matters involving real estate can be handled by • Jim Walston. COMMITTEES AND COMMISSIONS (6) Robert Erickson noted Lakeville's Pan-O-Prog celebration is longer than any other metro city's summer celebration. Mr. Erickson further noted that the level of volunteerism has decreased over the years and consequently the City's support costs have increased significantly. In one possible effort to reduce costs, Mr. Erickson suggested all children's events be grouped together instead of being spread out over numerous dates, in doing so, the Recreation Department will be more effective by focusing their efforts over a shorter period of time. Council Member Mulvihill inquired as to the dates for the 1998 Pan-O-Prog celebration. 1998 Pan-O-Prog dates run from July 4, through July 12. 1997 Pan-O-Prog dates ran from July 4, through July 13. C O MM UNI T Y D E V E L O P ME N T (7) The proposed budget includes $24,000 for a landscape corridor study. Council Member Holberg expressed concern over the cost of the study, the ever changing transportation system in the corridor and gateway areas, and the landscape preferences of future landowners. The Council will discuss this appropriation at the November 25,1997, budget • worksession. Prior to this, City staff will contact the Economic Development Commission regarding the Council's concern over this expenditure. (continued) • Council Budget Work Session Wednesday, November 12,1997 Page 3 Discussion: (continued) COMMUNITYDEVELOPMENT (continued) (8) Mr. Erickson asked Council to give consideration to growing/expanding the responsibilities of the Economic Development Specialist position in light of the numerous projects that are ongoing and the future economic development of the City. (9) Mr. Erickson asked City staff to provide the cost of networking the Community Development staff and the cost of one seat of Arcview for the new Planning Assistant. The cost to network $3,255 The cost of one seat of Arcview 2,141 Networking the Community Development staff was anticipated in the 1999 budget, by networking in 1998, the seat of Arcview will not be needed, hence the City will recognize a savings of $2,141. No questions or comments. • GENERAL GOVERNMENT BUILDING No questions or comments. FINANCE No questions or comments. INSURANCE (10) Mr. Feller stated that workers compensation costs are 25% less in all departments in 1998 as a result of the City's participation in the Retrospective Rating Fund. POLICE (11) Council Member Holberg asked when surrounding communities that have students in School District # 194 will start paying their share of the School Resource Officer and the DARE Officer programs. Mr. Erickson indicated the agreement the City has with ISD # 194, in which ISD # 194 is responsible for providing fifty-percent of the DARE program costs, will expire on June 15, 1998. Mr. Erickson further noted that the resolution donating ten-percent of liquor store profits to the three School Districts (# 192,194, 196) for chemical dependency awareness programs will need to be repealed. The • 1998 funds of $39,089 will therefore be appropriated to the General Fund to offset the City's direct costs for funding the DARE and School Resource Officer programs. (continued) • Council Budget Work Session Wednesday, November 12,1997 Page 4 Discussion: (continued) POLICE (continued) (12) The proposed budget includes funding for optical disk storage in the Police Department. Council Member Holberg questioned the cost effectiveness of this new method of storage. Mr. Erickson read the results of an analysis prepared by the Police Department citing numerous cost and labor saving benefits, some of which include reduced staffing requirements in the future, ease of information retrieval on a daily basis, and all these while maintaining data privacy. Further, Mr. Erickson noted that certain steps and rules will be followed during the initial setup phase. (13) Council Member Holberg was concerned that the Police Chief currently uses his personal weapon instead of using a weapon issued by the City. Mr. Erickson will discuss this concern with the Police Chief. FIRE (14) Council Member Holberg noticed sales tax of $52.10 was added to the clothing budget for the part-time Fire Inspector in 1999. The clothing is not taxable, hence the budget for clothing in 1999 should be reduced by $52.10. (15) Mr. Feller stated that the Fire Chief's annual salary is proposed to increase from $7,200 in 1997 to $7,800 in 1998. Upon Council approval, Resolution 97-20 Adopting Pay Schedule for Fire department Officers will need to be amended to reflect this. AMBULANCE No questions or comments. ENGINEERING No questions or comments. STREETS No questions or comments. PARKS AND RECREATION (16) Council Member Holberg inquired as what equipment would be included with the proposed 1-ton dump truck. The equipment includes an eight foot dump box, a four- . valve hydraulic tool circuit for power post driving, radio, and strobe lights. (continued) • Council Budget Work Session Wednesday, November 12, 1997 Page 5 Discussion: (continued) PARKS AND RECREATION (continued) (17) The proposed budget includes funding for a wood chipper. Council Member Holberg inquired as to whether the current wood chipper box is large enough for this size chipper. The Parks Superintendent indicated that the current plywood chipper box is used with their 1-ton dump truck for small jobs. For larger projects, the current box could be modified to be used with the tandem axle dump truck being purchased by the Street department. (18) Mr. Erickson indicated the proposed Manufactured Home recreation program will not only include children from Countryview and Northcreek manufactured home parks, but also the children from the Meadowbrook neighborhood. Erickson stated that the children that go to school together and play together will form a more cohesive neighborhood. Mr. Erickson also reminded the Council of the costs imposed on the City by nonresidents using the park and recreation system. • Closing: The work session adjourned at 9:30 P.M. The next budget work session is scheduled for Tuesday, November 25, 1997 to begin at 5:45 P.M.