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HomeMy WebLinkAbout01-24-11 WSMinutes Lakeville City Council Work Session January 24, 2011 In attendance: Mayor Mark Bellows Council Member Laurie Rieb Council Member Kerrin Swecker Council Member Matt Little Council Member Colleen LaBeau Staff: Steve Mielke, City Administrator Dennis Feller, Finance Director Steve Michaud, Parks and Recreation Director Linda Walter, Senior Coordinator Michael Meyer, Fire Chief Judi Hawkins, Deputy City Clerk The meeting was called to order at 6:00 p.m. by Mayor Bellows. ITEM #1 — Senior Center / Historical Society space needs and form police station re -use. Parks and Recreation Director Steve Michaud presented a brief history on the background of the former Police Station and the study which was conducted by Wold Architects for the possible use of the building by the school district. Wold also provided assistance in analyzing on the possible shared use of the building by the Senior Citizens Center and the Lakeville Area Historical Society. Senior Center Coordinator Linda Walter and LAHS Treasurer Wally Potter were present representing those groups. The existing LAHS needs more storage and display space. Their current building is the former All Saints parsonage which was acquired by the City as part of the Arts Center purchase. The building has some maintenance issues and it is not handicapped accessible or ADA compliant, making it difficult to offer programs to the public. Anew location at the former police station would also provide greater exposure for visitors. The existing 5,000 square foot Senior Citizen Center has become too small for the number of members that frequent the center for the many programs that are offered. A larger senior center would allow additional programs to be offered for senior citizens and would accommodate the senior population which is expected to triple in the next 20 years. Linda Walter commented that the younger seniors who are still driving are the ones who use the center most. The renovation of the former police station into a combination Senior Citizen Center and Historical Society facility would involve removal of several interior walls but none of the concrete load- bearing walls. The result would provide Senior Center space on the south side of the building, the LAHS on the north side, and common shared areas in between. The estimated renovations budget submitted by Wold Architects is based on worst -case cost City Council Work Session Minutes January 24, 2011 Page 2- scenarios. The Wold estimate is much higher than the one proposed by Wally Potter but it takes into account that the roof will need to be replaced in two to three years. The plan would accommodate future expansion of the building and /or parking areas. Cost estimates for renovation were also submitted by Wally Potter, based on his experience in the HVAC area and as a former business owner. Mr. Potter's son, an HVAC professional, estimated the mechanical needs of the building and concluded that the current system could accommodate the needs of the building with the new layout. He feels the system would need some revisions but would not need to be replaced. Mr. Potter feels that the furniture that is currently in the building is usable and new purchases should be minimal. One of the options for funding includes selling the existing senior center; however, by state statute, since CDBG funds were used for the building, a portion of those original funds would need to be paid back to Dakota County. The county, however, is open to re-use of those funds to offset the renovations. Steve Michaud discussed the potential of funding a large portion of the project through fund raisers and donations. There are also many people who would be willing to volunteer their time for projects such as painting. The building could possibly generate revenue as an event or reception facility. Steve Mielke stated that the current senior membership of approximately 1,000 is anticipated to grow by two to three times. Council members discussed whether renovation of the former Police station would adequately meet the needs of a senior center into the future. Staff is asking for direction from Council on whether to continue studying this as an option or look at other options for the former police station. Steve Michaud mentioned a Dakota County consortium that has been formed for cost - cutting through consolidated services. Mayor Bellows would like to have the existing senior center sold before beginning a new project. He asked if the renovated building would be what both groups would want for the long term. He doesn't believe the building will meet the long -term needs and that it would be better used as the next liquor store location. Council Member Rieb feels this is a good use for the building and commended the two groups for being able to work through the existing challenges of this building. Would like to survey the senior membership to determine how much they are willing to volunteer with the project. Council Member Swecker appreciates the Senior Center and Historical Society moving into this historical building and preserving pieces of the Lakeville's history. Council Member Little commented that the renovated building might still be too small if the senior center is doubling its space while membership is expected to grow three -fold. He agreed that the building could be considered as a liquor store instead. Council Member Swecker feels it is important to provide the growing senior population with activities and an adequate facility. She supports the relocation and renovation project if it can be done without the use of tax dollars. City Council Work Session Minutes January 24, 2011 Page -3- Council Member LaBeau asked about the City's liabilities if volunteers are doing the work. Steve Michaud stated that jobs such as painting were appropriate for volunteers. Council Member Little asked if there are any other options. Mr. Mielke stated that an expansion of the current senior center has been discussed, but the purchase of surrounding homes is cost prohibitive. Another suggestion was to explore the possibility of using vacant office space. Council Member Little suggested using the community survey to get feedback from seniors who are members and non - members of the senior organization. Steve Mielke commented that a closer estimate of the budget is needed before a decision can be made. Mayor Bellows does not believe the renovated former Police station will meet the long -term needs of the seniors, wants to see the current senior center sold before any work is done, and feels the former police station would be better used as a future liquor store, since the lease on the Heritage location will expire soon. ITEM #2 — ABLE Fire Training Facility Update Fire Chief Mike Meyer provided information regarding the ABLE (Apple Valley, Burnsville, Lakeville and Eagan) fire training site. The facility, located at Highway 13 and Cliff Road in Burnsville, is shared by the four cities. The facility is used to conduct a variety of training and testing including search and rescue, firefighter survival, agility /ability testing, and Class A live burns, in accordance with federal mandates. The current 1,200 square foot building poses several challenges due to its size limitations and needed major repairs. Estimated repairs of $200,000 would be a temporary fix and the building and training tower would still not meet the needs of the four departments. The current building is occasionally rented to other fire departments. It was agreed that the rental schedule is in need of adjustment to bring it in line with what other faci I ities charge. A proposed replacement building of over 5,000 square feet would provide three levels which could be used for more extensive training opportunities. It would also be available for training all year long, where the current facility is only available from April through October. ABLE is recommending replacement of the facility in 2012. The proposed new facility would cost each of the four cities approximately $300- 400,000. Grant applications will be submitted if or when funding becomes available. Mayor Bellows asked for an approximate per -use breakdown of costs at the ABLE facility. Council Member Little asked if a fifth city could be invited to join the group to help share the expenses. Chief Meyer stated that a facility that could be used all year long would be able to accommodate an additional member city which would provide additional funding. City Council Work Session Minutes January 24, 2011 ITEM #3 — 2011 Legislative Priorities Page -4- City Administrator Steve Mielke gave an overview of the background of Legislative policies. Council received a copy of the Draft 2011 Lakeville Legislative Agenda Policies. Categories include: Municipal Revenue & Taxation; Transportation; Economic Development; Housing; and General Legislation. The economic development policies are new this year. Many cities are recommending legislation to put more flexibility back into the variance statute. Passing of that legislation will require an update of the city's zoning ordinance. Council also discussed the proposed legislation requiring sprinkler systems in new homes. Council Member Swecker feels that legislation regulating the speed limit of buses on the shoulders is a low priority. She would like to prioritize a transit solution to the congestion along 1 -35. Mr. Mielke stated that the list is not prioritized. Mr. Mielke distributed a copy of a Pioneer Press article, "Changes to Met Council's makeup urged by auditor" which discusses the Legislative Auditor's transit report. The report recommends the replacement of seven Met Council members with county commissioners from each of the seven counties represented, as well as expanding of the transit taxing district. In addition, the report suggests the current ban on studying the Dan Patch Corridor commuter rail line be lifted. Lakeville would not be in favor of such discussions due to the cost and issues regarding land use. Council Member Swecker suggested that this policy be put back into Lakeville's legislative policies document. Council Members also received 2011 Core Legislative Principles mutually established by the Dakota County Mayors /Managers Group. Categories include: local control; unfunded mandates; spending and tax lids; preservation of local government revenues; job retention, creation and promotion of economic growth; and collaboration and cooperation. The Draft 2011 Lakeville Legislative Agenda Policies will be brought before Council to be considered for adoption at an upcoming meeting. ITEM #4 — 2011 Budget Ideas Review Following the January 10, 2011 work session, Finance Director Dennis Feller prepared a document responding to each question which was posed by the Council members at that meeting. Background information was provided to further clarify decisions that were made by former Councils. Budget Task Force: Mayor Bellows stated that he will be attending the January 25` Economic Development Commission meeting to discuss the makeup and membership of a proposed advisory budget task force. Council Member Swecker felt that positions on the task force should be open to candidates other than EDC members. She suggested that Council members could make recommendations and also have a representative on the task force. Bellows said the EDC would be making suggestions for membership. City Council Work Session Minutes January 24, 2011 Page -5- Council Member Rieb asked how the school district came up with the membership for their task force. Rieb asked for a clarification on the mission of the task force — would it be an advisory committee, and what would the Council actually be asking them to do? The original intent was a financial advisory group to assist with the City's budget process. Council members emphasized that the task force would need clear direction so they would understand their function and goals. Budget reductions: Mayor Bellows had suggested that department heads offer 1.5 %, 3 %, and 5% budget reduction options. The school board had taken this approach by directing their principals to offer ideas. He felt that the message people were sending during the election was they wanted government to be more efficient. Council Member LaBeau would also like to direct department directors to come back to council with possible cuts. She was not expecting the in -depth document provided in the packet in response to her comments and questions at the work session. Council Member Little stated that he felt the document was well written and informative and gave him a better understanding of several issues. Mayor Bellows wants department directors to submit potential budget cuts of 5 %. He pointed out that at tonight's meeting there were two proposed additions of almost $500,000 to the budget. Council Member Little thinks looking at 1.5% and 3% options would help him be aware of the directors' priorities. Mr. Mielke will ask the department directors to begin this project. Reorganization: Mayor Bellows asked for a breakdown of how job descriptions and personnel could change if the economic development and planning departments merged. Mr. Mielke said the two departments operate under different purposes; Economic Development encourages growth in the business community and works with new development while Planning's job is to insure that ordinances adopted by Council are followed. Workload is a different subject and relates to staffing levels. A developer's perception of the City's organization is separate from the development process and how easily developers can get through the necessary steps. Mayor Bellows stated before the proposed housing summit he would like the opportunity to sit down with developers to discuss how the process could improve. Kenrick Avenue Improvement Project: Mayor Bellows asked to have the proposed Ken rick Avenue improvement project taken out of the budget. Council Member LaBeau added that there are still several areas available for development, such as the area along CR 70 and 1 -35. She doesn't believe the EDC is aware of the project. Council Members Rieb and Swecker said they would like to leave it in the budget for 2011 and obtain more information and input from the community. Mayor Bellows stated that spending tax dollars on this project does not raise the stature of Council in the community, which was a message of his campaign platform. City Council Work Session Minutes January 24, 2011 Page -6- Council Member Little asked if there would be any negative impacts by leaving it in the 2011 -12 budget. Mr. Mielke stated that the owners of the affected property are analyzing potential developers and businesses and have not decided if the time is right for this improvement project. He added that development does not drive roadway improvements; roadway improvements drive development. When the wetlands on the property are considered there are about 17 acres remaining for development. There are potential funding sources for this project from Dakota County and the developers, which would reduce the City's costs. The county is interested in accomplishing this project for the purpose of relieving some of the pressures on County Roads 50 and 60. The 2011 -12 budget is a projection for planning purposes and is not fixed. Mayor Bellows feels residents are frustrated about the city spending money in a difficult economy on a road where there is no development. Mr. Mielke stated the project is anticipated to stimulate development. Council Member Little said it seems like a logical extension of the road and that if this is not the right time to do the project it should be delayed to 2014 in the CIP instead of taking it off the table now. Council Member Swecker agreed that the project can always be taken out at a future time — more easily than putting it back in. Mayor Bellows feels that the need for the roadway has not been adequately demonstrated and he wants to show the community that the Council is sensitive to their financial struggles. He also feels that the justification for the roadway extension has not been demonstrated. Council Member Swecker feels that taking the project out of the CIP is not demonstrating a business - friendly attitude. Council Members Swecker and Rieb have heard from several business owners who want the project to move forward. Swecker and Rieb would like more feedback from residents and the business community. Swecker suggested that if staff can provide adequate justification for the project it could stay in the 2011 -12 budget. Little feels the most upfront thing to do would be to delay the project but continue to review it for the 2014 CIP. Mr. Mielke suggested that an in -depth discussion of the pros and cons including likely funding scenarios is needed before any decision is made. At this time the improvements should be perceived by the public as a concept that someday there will be a road there, as shown in the Comprehensive Plan. Staff feels the concept is important to the transportation plan and to economic development. If Council agrees that it's something they want to pursue, staff can continue to work with the property owners and developers. Removal of illegal signs: Mayor Bellows suggested that it would be more cost effective for the City if the duty of removing illegal signs was given to a Police CSO. A discussion regarding the sign ordinance and the practice of removing illegal signs ensued. Council members concurred that using a CSO for illegal sign removal would be a better option. Mr. Mielke will see that the change is implemented. Chemical Awareness Program: Mayor Bellows restated his opposition to funding ISD 194's Chemical Awareness program with $18,000 per year since an equal amount is not being provided to ISD 192 or ISD 196. He believes pro - social activities are more effective than City Council Work Session Minutes January 24, 2011 Page -7- education programs. Mr. Mielke clarified that the other school districts declined funding for similar programs. A majority of the Council agreed to consider eliminating this funding effective next school year. ITEM #5 — a) Board and Commission Appointment Process Possible dates for interviewing applicants for advisory committee appointments were discussed. All Council Members are available on February 23` beginning at 3:30 p.m. It was suggested that committee chairs be invited to participate in the interview process to offer feedback. Council Member LaBeau had spoken to the chairs and they were all willing to be involved. Mr. Mielke suggested that staff and committee chairs be asked for any possible insight into the candidates. The list of 27 total applicants will be pared down by Council choosing a certain number of candidates from each group and interviewing candidates with the most votes: Arts -5; Parks Rec. & Natural Res. -3; Planning Commission -6. Advertising for committee openings has typically occurred in December; however, due to the busy holiday season it is difficult to get interviews completed and new appointments finalized for their terms to begin on January 1 Mr. Mielke suggested that all committee terms expire on March 31 rather than December 31 51 . Council felt this was a good idea and would provide newly elected officials the opportunity to participate in the appointment process. Council directed staff to prepare the necessary resolutions to make the changes to committee terms. Council members were reminded to sign up for the Legislative breakfast on February 11` b.) Council Committee and Inter - agency Reports There were no reports at this time. ITEM #6 — Adjourn The meeting adjourned at 8:45 p.m. Respectfully submitted, J di awkins D ty Clerk Mark Bellows Mayor