HomeMy WebLinkAbout04-26-10 WSMinutes
Lakeville City Council Work Session
April 26, 2010
In attendance: Mayor Holly Dahl
Council Member Mark Bellows
Council Member Kerrin Swecker
Council Member Kevin Miller
Staff: Steve Mielke, City Administrator
Dennis Feller, Finance Director
Steve Michaud, Parks and Recreation Director
Keith Nelson, City Engineer
Allyn Kuennen, Associate Planner
Chris Petree, Operations and Maintenance Director
Judi Hawkins, Deputy City Clerk
Absent: Council Member Laurie Rieb
The meeting was called to order at 7:00 p.m. by Mayor Dahl.
ITEM #1 — Lake Marion Trail Update
Parks and Recreation Director Steve Michaud updated the Council on the City's progress
on the pursuit of a completion of the Lake Marion Trail Loop including discussions
concerning the acquisition of property or an easement across the Bury property along
Lake Marion. An appraisal of the Bury property is being funded by Dakota County and
should be completed by the end of this week. Several grants have been secured with a
total value of over $1 million plus there are resources available through the Park
Dedication Fund. Federal Transportation Enhancement (TE) funding has been secured
and may be available as early as 2011 or 2012 to construct the trail on Kenrick Avenue
between 205` Street and the park and ride lot at 185` Street. A connecting trail
between Kenrick Avenue and Juno Trail along 195` Street would complete the loop
around Lake Marion. Council members suggested adding questions to the community
survey to determine if residents would be open to financial support for purchase of the
Bury property. A similar question in the 2008 community survey estimated that people
were willing to expend a minimal annual amount for this purpose. Mr. Mielke added
that Lakeville residents typically feel very strongly about preservation of open space.
Negotiations will continue with the Bury representatives.
Council Members directed staff to pursue the 195` Street trail alternative to complete
the Lake Marion trail loop connection and serve current needs.
City Council Work Session Minutes
April 26, 2010 Page -2-
ITEM #2 — Community and Business Surveys
Steve Mielke opened the discussion regarding the 2010 Community surveys and the
methodology that will result in broad -based business input. The Council had previously
discussed soliciting input from both the business and the residential communities as a
tool to establish budget priorities and funding levels. Decision Resources has been
composing survey questions which will help the City in preparing the 2011 budget. Dr.
Bill Morris and Peter Leatherman were present representing Decision Resources. They
discussed their plans to conduct the surveys by randomly selecting 400 Lakeville
households and 294 Lakeville businesses to answer just over 100 questions each.
Survey accuracy is within 5 %. The business survey is very similar to the residential,
with a few appropriate adjustments to the questions. Funding for the surveys will be
from the Communications budget using franchise fee revenues.
Council members suggested that information be put on the City's website to make
residents aware of the survey so its legitimacy is not questioned when contacts are
made. The residential survey will be finished in five weeks; the business survey will
take up to six weeks. The representatives will plan to present the results to the City
Council at their June work session.
ITEM #3 — Service Prioritization Discussion
Finance Director Dennis Feller had distributed a questionnaire to City Council members
with directions for each of them to identify the value they would place on six different
categories by allocating a simulated $100 to all possible categories, thereby comparing
the value of each to the others. The results of the prioritization by Council will help to
measure the importance of each program or service and assist with resource allocation
and budget decisions. Department directors have also been asked to complete a similar
questionnaire. When all the questionnaires have been returned, the results will be
compiled on a matrix which will serve as a tool in budget preparations.
ITEM #4 — Pavement Management Fiscal Impacts Discussion
Operations and Maintenance Director Chris Petree presented staff's recommendations
for revisions to the Pavement Management Program (PMP) which the City analyzed with
WSB. The policy changes are being proposed in an effort to extend roadway life,
predict future roadway performance, establish funding needs and costs, and make
funding more predictable. A PMP is an important asset management tool that can be
used to establish a guide for roadway maintenance and define maintenance costs;
document roadway history; maintain a high level network; and optimize the cost
effectiveness and timing of maintenance and construction activities. In this analysis of
the roadway system inspections were conducted to assess the pavement condition of
each roadway segment in the City, determining the quantity and type of pavement
City Council Work Session Minutes
April 26, 2010
Page -3-
distresses on each roadway segment in the City. Overall Condition Index (OCI) value
was then calculated in order to identify pavement segments which are candidates for
specific maintenance and /or construction strategies.
Several recommendations for a more proactive approach to the crack seal and seal coat
programs were recommended in order to extend the life of roadways. In 1992 the City
of Lakeville's standards for roadway construction were improved. Roadways built with
the newer standards have extended their life expectancy from 30 years to 40 -50 years.
Approximately 30 -35% of the City's roadways were built prior to 1992. Current funding
levels will not be adequate to maintain roadway conditions long term.
Staff asked for Council's direction in several areas:
Concrete curb and gutter: City street construction standards in urbanized areas require
curb and gutter. For areas where the current roadways are a rural design that utilizes
ditches to convey storm water, current policy allows for a continuation of that design.
The current policy is to assess the benefitted property owner 100% of the cost of the
initial installation. Staff recommends continuing with the current policy.
Storm sewer systems: Storm sewer services are required to be brought up to City
standards at the time of a roadway project. Currently the property owner is assessed
100% of the cost for this installation. Staff is recommending that Council adopt a policy
in which 100% of the cost is assessed if there is no storm sewer and that 40% be
assessed if there is a minimal system in place at the time of the project.
Maintenance of roadways beyond their useful life: Staff recommends that if major
roadway reconstruction is needed but is not supported by benefited residents or ordered
by the Council, minimal maintenance dollars be spent on these roads as the patching
will not extend the life of the roadway. Minimal maintenance would only include minor
maintenance such as pothole patching and small pavement repairs. It would not include
overlays, large repairs, chip sealing or crack sealing.
Council members expressed support for the recommended policies and directed staff to
prepare an amended Street Reconstruction Policy.
Dennis Feller discussed revenues that would be needed to fund the 2011 -2020 CIP with
an annual budget of approximately $5,673,000. A comprehensive Pavement
Management/ Fiscal Impact report detailed several financing options for the proposed
PMP. The options would be a pay -as- you -go plan; using debt on a three -year or ten -year
plan; or using structured debt. The City's CIP will be completed in May, and will take
into consideration debt and other factors. Three major projects are being planned for
this year. Staff outlined the course of action for these and future projects which begins
with a neighborhood meeting and proceeds through the assessment process. The other
option is to lower the amount of projects that are done, or complete them over a longer
period of time. Staff recommends using structured debt in order to equalize payments
over a set number of years. Council Members agreed this was the best option.
City Council Work Session Minutes
April 26, 2010 Page -4-
ITEM #5 — Other
Interagency Committee and Board Reports
• ALF — The ALF board will be adopting the budget at their May meeting.
• DCC — Kent Therkelsen has resigned and they are in the process of narrowing
the list of candidates.
• Lakeville Arenas — Air quality at indoor arenas is being discussed by the
Legislature.
• 1 -35 Solutions Alliance — Working on a long -term plan to establish a new set of
priorities to encourage the Legislature to improve the conditions on 1 -35.
• Cedar Corridor Improvement Group — Moving into the second implementation
plan phase to determine what the long -term improvement plans should be. City
staff will be meeting with the county to discuss details of several documents.
• CVB — Room rentals are down somewhat but they are continuing their marketing
efforts.
• DLBA — The St. Paul Farmers Market has requested to move their Wednesday
Lakeville market from Market Plaza to the Arts Center, but the DLBA would
prefer it stay downtown. Meetings will continue to be held until a resolution can
be reached. A Saturday market may be added this year.
• HiPP — A joint meeting will be held with SCALE, the Scott County group, to
share information on the respective groups' efforts. The HiPP group is pursuing
new initiatives.
ITEM #6 — Adjourn
The meeting adjourned at 8:45 pm.
Respectfully submitted,