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HomeMy WebLinkAbout07-25-11 WSMinutes Lakeville City Council Work Session July 25, 2011 In attendance: Mayor Mark Bellows Council Member Laurie Rieb Council Member Kerrin Swecker Council Member Matt Little Council Member Colleen LaBeau (arrived at 7:45 p.m.) Staff: Steve Mielke, City Administrator Dennis Feller, Finance Director Dave Olson, Community and Economic Development Director Steve Michaud, Parks and Recreation Director Chris Petree, Director of Operations and Maintenance Judi Hawkins, Deputy City Clerk The meeting was called to order at 6:00 p.m. by Mayor Bellows. ITEM #1 - Flagstaff Avenue Speed Improvements. Chris Petree, Director of Operations and Maintenance, provided an overview of residents' concerns about the traffic speed along Flagstaff Avenue between 160th Street and Dodd Blvd. Chris Johnson, 16082 Flagstaff Avenue, expressed the neighbors' concerns to the Council at their June 6, 2011 meeting. Flagstaff Avenue is a residential street with driveway accesses, and is also a major collector roadway through Lakeville into Farmington. This segment is 30 MPH while other segments of Flagstaff are 40 MPH and higher. Speed enforcement events have been conducted by the police. Mr. Petree offered the following suggestions for traffic calming: • Electronic Driver Feedback Signs (DFS) alert drivers to their speed as they drive past the sign. These DFS have been shown to reduce speeds by 15 %. Similar signs have been successful on Gardenview in Apple Valley. • Narrower drive lanes have been shown to increase driver attentiveness and also result in reduced speed. Narrowing the drive lanes on Flagstaff from 12 feet to 10 feet would also result in wider parking lanes, thereby increasing the safety of on- street parking by providing additional space. City Council Work Session Minutes July 25, 2011 Page -2- Staff recommends installation of the DFB signs and narrowing the drive lanes by repainting of the stripes. The cost for both of these potential solutions is approximately $31,000 and would be paid for with contingency funds. Mr. Johnson stated these ideas had good potential for improving the situation. City Administrator Steve Mielke and Mr. Petree recommend that a Driver Feedback Sign Policy needs to be established so that certain criteria are met before consideration is given to future DFB sign requests. Even though Flagstaff Avenue is a somewhat unique situation it is important to adopt a policy determining minimum warrants prior to proceeding with the project. Mr. Mielke also suggested that an informational neighborhood meeting be held. Council directed staff to proceed with holding a neighborhood meeting in August, refining a policy for installation of the DFB signs, and moving forward with the proposals as recommended. ITEM #2 - 2012 -2013 Preliminary Budget. Finance Director Dennis Feller presented Council with the 2012 Proposed Budget and 2013 Estimated Budget, including documentation from the CIP and the tax levy. Major 2012 budget initiatives include community visioning and survey, an economic development marketing plan (from liquor fund), joint regional marketing efforts with other Dakota County communities, upgrade of office technology, additional police cyber crime investigations, volunteer firefighters, fire officer training, employee training and development, adjustments in wages and benefits, pavement management and street reconstruction, senior center and historical society project, and a new meeting room at City Hall. Other considerations not included in the budget include a police shooting range, voice activated dictation, electrical inspector program, Fire Dept. class A uniforms, council technology, CJIIN software support, council training and development, parks playground equipment replacement, street reconstruction debt, etc. General Fund revenues in 2010 were higher than expected due to anticipated taxes collected and building permits being over budgeted estimates. This resulted in an increase in the general fund balance which is available to be applied for future budgets. Mr. Feller provided an overview of the proposed increases and decreases by category as presented in the draft dated July 22, 2011. Council Member City Council Work Session Minutes July 25, 2011 Page -3- Swecker requested a copy of the spreadsheet showing the comparisons of 2012 proposed and 2013 estimated increases and decreases. As presented the budgeted fund balance will decrease from 42.4% in 2012 to 40% in 2013. Details of the decrease are itemized in the CIP budget which proposes that equipment replacements be purchased on a pay -as- you -go basis. The fund balance from 2013 could be used to reduce the tax levy, however staff recommends holding the funds for future equipment purchases which will keep the fax levy steady. Mr. Feller stated that the legislature made significant changes to the Market Value Homestead Credit and explained the new formula. The City of Lakeville is not as significantly affected as some other cities because of previous adjustments in the tax levy to replace MVHC that was lost. Mr. Feller provided a summary of the impacts the new formulas and shift in tax burdens will have on the tax levy. Council Member Colleen LaBeau arrived at 7:45 p.m. 2.a. Budget Review Meeting Schedule: Council Members believed an additional work session on August 8, 2011 at 6:00 pm would be helpful to continue to review the preliminary budgets. Approval of the preliminary budget is scheduled for the September 6th Council meeting; this amount will be the maximum that can be adopted in the final budget. During September a presentation will be given to the Chamber of Commerce. In October and November budget presentations will be given at public open houses. The Truth in Taxation public hearing is scheduled for December 5, 2011. Council Member Swecker requested additional work sessions after feedback has been received at the public open houses. The Mayor and City Council expressed their appreciation to Mr. Feller and the Finance Department. ITEM #5 - Project Schedule for Senior Center project. Council advanced this item on the agenda and moved the meeting to the Council Chambers to accommodate the large number of audience members in attendance for information regarding the timeline for the proposed Senior Center / Historical Society project. At their June 27, 2011 City Council Work Session Minutes July 25, 2011 Page -4- work session Council authorized staff to proceed with preparing a timeline and planning for the renovation of the former police station. Parks and Recreation Director Steve Michaud presented a Gantt chart showing the proposed project timeline, beginning by contracting an architectural firm and a construction manager. The purpose is to formalize the necessary steps in the process and determine what will need to come back to Council for various approvals. Kickoff for the project is tentatively scheduled for September, if Council approves moving forward. The anticipated grand opening is November 1, 2012. Council Member LaBeau indicated that it is important that everyone understands the costs before the project gets underway. Steve Michaud stated that the seniors are aware that there will be an increase in membership dues and in addition most of the members are willing to contribute financially or with volunteer help. Mr. Mielke asked staff to bring back the operating budget, etc. so that costs could be analyzed. ITEM #3 - 2012 Street Reconstruction Projects. Director of Operations Chris Petree presented the proposed street reconstruction projects for 2012. In order to be prepared for spring construction Mr. Petree is requesting Council allow neighborhood meetings in the effected areas to be held prior to the CIP budget being approved. Proposed projects in four of the next five years are in the Valley Park area. Overlays will no longer be adequate due to the age and failure of the streets. About 60% of the curb and gutter in the reconstruction areas will need to be replaced as part of the projects, along with some watermains, sanitary sewer lines, and sidewalks. Estimated project costs total $7,025,000, of which $2,810,000 will be assessed. The property owners will pay approximately $4,000 to $4,500 per dwelling unit. Staff is recommending that preparation of a feasibility study and neighborhood meetings begin this fall in order to give residents an opportunity to prepare financially for these upcoming assessments. Council directed staff to proceed with a feasibility study and schedule neighborhood meetings in preparation for 2012 Street Reconstruction projects. City Council Work Session Minutes July 25, 2011 ITEM #4 - Business Subsidy Policy. Page -5- Community and Economic Development Director Dave Olson stated that one of the main goals of the 2011-2013 Strategic Plan for Economic Development was to develop a "tool box" of incentives to attract new businesses and facilitate the expansion of existing businesses in Lakeville. Staff and the EDC are recommending several criteria that could be used to determine when the tools that involve financial assistance are to be offered. These criteria make up the Business Subsidy Policy, which was originally adopted in 2000 and amended in 2003. The policy provides guidance for staff when working with a prospective new business in the community and identifies when to use incentives. Projects need to meet at least one of these criteria to be considered as a candidate for a subsidy or some other form of assistance: a. Creation of new jobs with a living wage and benefits (at the same level as MN DEED at the time of the project); b. Construction of needed transportation or utility infrastructure; c. Redevelopment that stabilizes business districts or neighborhoods; d. Enhancement or increase in the economic diversity of the community; e. Resulting development of affordable senior or workforce housing; f. Quality of life type projects that provide goods or service needs currently unmet in the community (such as the Lifetime Fitness project); g. Retain existing jobs that would potentially be lost. Mr. Olson stated that cities without any incentives to offer businesses are likely to lose potential revenue from development and added tax base. Potential new TIF projects also need to meet stringent requirements from the State before a new TIF District can be established. Each subsidized business would enter into an agreement whereby their incentives are not collected until the project is successfully completed. Council Member Little asked if there would be any legal issues if one project is awarded incentives and another is denied. He also asked if there were any non - compete considerations in the case of a company wishing to come to Lakeville and compete with an existing business. Mr. Olson stated that projects are chosen on a case by case basis, making it critical to adopt a written policy. In addition, TIF only applies to manufacturing and industrial projects and does not apply to retail, so the competition is not a significant factor. City Council Work Session Minutes July 25, 2011 Page -6- Council Member Swecker suggested that perhaps at least two of the criteria should be met instead of just one, and that the incentives need to be given to the right project at the right time. Mr. Mielke added that project consideration would be given more to how the business would benefit the city and the community, not just how the assistance would be advantageous to the business. The EDC has recommended the policy. Council directed staff to place the Business Subsidy Policy on the next Council agenda for consideration. ITEM #6 - Lake Marion Area Trail Extension and Right -of -Way Acquisition. Park Director Steve Michaud presented a Lake Marion Shoreline Acquisition proposal to Council. The purchase of two pieces of property totaling approximately 20 acres of land would allow the completion of a linear greenway corridor loop adjacent Lake Marion consisting of approximately 2.73 miles of public lakeshore ownership. The trail would have regional significance and complete a trail around Lake Marion connecting several major parks, fishing piers, boat launch, major residential and commercial areas, and the MnDOT park and ride facility. The acquisition and preservation of this shoreline is included in the approved Parks, Trails, and Open Space System Plan. Transportation Enhancement (TE) grant funds in the amount of $1 million were awarded to the City in 2010 for construction of a trail along the east side of Kenrick Avenue from the Park & Ride south of 185th Street and east of 35W, south to 205th Street. The original grant was scheduled for funding in 2014 but can be accelerated by two years if sufficient funds are available in the Park Dedication Fund to begin design and engineering plans. Mr. Michaud provided Council with a draft agreement from WSB & Associates for completion of Phase I of the planning and engineering, at a cost of $48,890. If approved by MnDOT construction and acquisition could start in 2012. Because it is a regional trail Dakota County has committed $300- 400,000 toward acquisition and $100,000 toward construction. Lakeville is required to provide $200,000 which is budgeted through the Park Dedication Fund. Environment Assessments will also need to be completed. City Council Work Session Minutes July 25, 2011 Page -7- Council Member LaBeau asked if an estimate on the maintenance and snow plowing costs of the trail would be completed and approximate life expectancy of the trail. Mr. Michaud stated that a trail typically lasts about 20 years before it needs to be replaced and during the life of the trail it would be added to the maintenance schedule with other trails. No estimate on the cost was immediately available. Council Member Swecker asked if this section would complete the entire trail loop around Lake Marion; Mr. Michaud stated that it would. Council directed staff to place the WSB agreement for trail design and engineering on the August 1, 2011 City Council agenda for consideration. ITEM #7 - Rules of Procedure. At their April 18, 2011 work session Council reviewed the City Council Rules of Procedure and recommended several changes and clarifications. Council received a draft version of the document reflecting the proposed changes. The updated language will more closely reflect State Statutes and current practices. There were no additional changes proposed by Council. Council directed staff to proceed with placing the revised City Council Rules of Procedure on the August 1, 2011 Council meeting for adoption. ITEM #8 - Other. • One of the Planning Commission members has submitted her resignation effective in October. Council was asked if they wished to interview potential candidates to fill that position prior to her leaving or wait until interviews are held for board and commission positions which will be vacant as of March 31 St Council decided to wait until March. • There is one Finance Committee candidate who is not available on August 3rd or 4th when the other interviews are scheduled. Council agreed to interview this person prior to their August 8th work session if the individual's schedule allowed. ITEM #9 - Adjourn. City Council Work Session Minutes July 25, 2011 The meeting adjourned at 9:15 p.m. Respectfully submitted, a ✓i n Ju i awkins De uty Clerk .. �'�-• '� %ter - Z � Mark Bellows Mayor