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HomeMy WebLinkAbout2020-06-24 Council WS & Meeting Minutes - Approved CITY OF CENTERVILLE CITY COUNCIL WORK SESSION & COUNCIL MEETING June 24, 2020 5:00 p.m./6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled City Council Work Session & Council Meeting on June 24, 2020 via Zoom Videoconferencing at: https://zoom.us/j/478824301, Meeting ID: 478 824 301 with audio only available at: 312-626- 6799. The meeting was also live streamed by North Metro TV. WORK SESSION I. CALL TO ORDER Mayor D. Love called the work session to order at 5:04 p.m. PRESENT: Mayor D. Love Council Member Russ Koski Council Member Matt Montain Council Member Michelle Lakso Council Member Tom Wilharber ABSENT: None. STAFF: City Administrator Mark Statz City Attorney Kurt Glaser Finance Director Bruce DeJong *Note that “present” is construed to mean that the noted individuals were visibly and audibly present on the videoconference call. II. ITEMS OF DISCUSSION 1. Fund Balance Policy and City Hall Renovation Finance Plan Administrator Statz stated that there has been quite a bit of discussion regarding the Council dais, (square, half moon, amount of space, etc.). He introduced Ms. Lindsey Post-Anderson, Interior Designer, Leo A. Daly. Ms. Post-Anderson introduced herself to Council and reviewed a presentation of dais layouts, camera and podium locations, entry way, flooring, front counter height and ADA requirements. She also discussed HVAC/duct work, lighting, wood features, a dais with a good writing surface and the desire was to make a beautiful working space. Administrator Statz asked if Council liked where the design was going. Council asked about HVAC and air flow, security and functionality. Ms. Michelle Watanabe, Senior Architect, Leo A. Daly stated that there would be three ways in/out (front door, small a/v room and exterior door. She also discussed panic button for mayor and the inside of the dais having Kevlar on it. Council Member Koski thanked Mr. Todd Lavold, Ms. Lindsey Post-Anderson and Ms. Michelle Watanabe for their presentation. Mayor Love questioned flooring options and longevity due to temperature. Ms. Michelle Watanabe stated that it was proposed to have in-floor heat in offices City of Centerville Council Meeting Minutes June 24, 2020 and the Council Chambers. Administrator Statz stated that in-floor heat had not been totally discussed as it would need to fit in to budgeted figures. Council Member Wilharber questioned as to whether the television in the front entry way would be upgraded. Ms. Post-Anderson stated that if the funds were in the budget to do so it would be. Mayor Love thanked Leo A. Daly representatives and he stated that he appreciated the opportunity to have them appear before Council. Additional discussion took place by representatives of Leo A. Daly regarding a “showcase” area on a wall that would be softly lit and could be changed out such as framed photos or historic items. Administrator Statz stated that he felt that budgetary items should be figures out shortly and bids would be available in mid-August for consideration. Administrator Statz stated that construction would commence near Labor Day. Discussion ensued regarding noise, dust and normal working hours. Ms. Watanabe stated that sensitive hours and hours of work will be discussed at a later point and taken into consideration. Mayor Love stated that the Council discussed the previous item out of order due to the representatives of Leo A. Daly’s participation in the Work Session meeting. 2. Preliminary Budget Discussions Administrator Statz stated that both he and Finance Director DeJong had been brainstorming items that will affect the budget and contained them in the table that was included in the packet. Finance Director DeJong stated that the dollar amounts were estimates as of this time as the true values are unknown. He stated (union wages/step increases, police/fire contracts, legal and professional services). He stated that the debt services level would be decreasing by approximately $79,000. He stated that he felt that there would be a total net increase in expenditures and a net decrease in revenue but much of this would be offset by the reduction in the debt levy. Mayor Love stated that he would like to discuss and administrative intern in the future. He also stated that time would determine rebranding, capital fund contributions and EDA transfers due to COVID-19. He stated that he would like the numbers to remain where they are currently. He stated that there were many unknowns regarding taxes and tax relief for residents. Discussion ensued regarding the water tower lease ending and Administrator Statz stated that in an attempt to mitigate some noise from Alex’s Lawn & Turf it was determined to end the lease. Council Member Wilharber asked it the noise had decreased and Administrator Statz stated that the complaints had not. Council Member Koski stated that he preferred not to increase taxes, stated that the City cannot do everything at once (remodeling, rebranding, hiring an intern, etc.). Council Member Lakso concurred and stated that those items that are extra can be negotiated in the future. Council Member Montain asked if a shorter period of time rather than a 3-year union contract could/should be negotiated due to the economy and uncertainties of COVID-19 virus. Discussion ensued regarding the hiring of an administrative intern and it was stated that previously supervision of said position was an issue. It was discussed to also keep in mind the EDA and funding along with capital improvements for vehicles in 2021. Council Member Montain asked if the vehicles were purchased in 2021 does that change the outlay schedule. He also questioned the year of the vehicles. Administrative Staff stated that they would research the item and that they could rearrange the CIP accordingly. Finance Director DeJong stated that staff is attempting to Page 2 of 11 City of Centerville Council Meeting Minutes June 24, 2020 utilize funding in excess of the 50% of the City’s required reserves for improvements. Mayor Love asked if the figures took into account and increase in the tax levy. Administrator Statz stated that the table is only addressing known areas that will have increases or decreases that will affect the budget and simply could affect the tax levy. Discussion ensued regarding the levy and how it is derived, new homes and businesses and tax rate. Mayor Love stated that he wants to be reassured that the City can still move forward with some of its goals during this vital time. Mayor Love reported that the League of MN Cities Insurance Trust increase is primarily due to PTSD. Discussion ensued regarding an intern, individual from a government class, etc. and having specific things for this individual prior to hiring/stipend. Consensus was that Council needed to remain being fiscally responsible during this difficult time. Discussion ensued regarding the CARES Act, distribution, appropriate accounting of expenditures, assisting local businesses affected by ramifications of COVID-19. Council Member Lakso was concerned about the unemployment rate, Council’s attempt to keep funding as steady as possible but continuing to move forward with those items that needed attention and that were within budget. 1. Fund Balance Policy and City Hall Renovation Finance Plan Finance Director DeJong stated that both of these issues relate to each other but that he would discuss the Fund Balance Policy at this time. Finance Director DeJong stated that the City’s Finance Plan currently states that the City, by State Statute, must retain 40-50% of their expenditures for the upcoming year. He stated that the City’s has been for the past few years retaining closer to 60%. He stated that it had to do with the methodology for the calculation and the figures that are utilized. He explained that the City has approximately $178,000 above the state requirement and asked if Council desired to change the current policy of retaining 40-50%. Lengthy discussion ensued regarding being conservative, having additional funds on hand for emergencies similar to COVID, etc. Administrator Statz stated that State Statute stated that you should not exceed the 40-50% and he stated that the City has for years. Consensus of Council was to modify the current policy regarding the methodology for calculation of the required retainage allowing for a more conservative approach gaining additional reserves from year to year. Administrator Statz stated that Staff would modify the existing policy and bring it back for Council consideration. III. RECESS Mayor Love stated that Council would reconvene the work session following the regularly scheduled Council meeting that there would be a seven (7) minute recess prior to commencing the Regularly Schedule Council meeting. Page 3 of 11 City of Centerville Council Meeting Minutes June 24, 2020 COUNCIL MEETING I. CALL TO ORDER Mayor D. Love called the meeting to order at 6:31 p.m. ROLL CALL* PRESENT: Mayor D. Love Council Member Russ Koski Council Member Matt Montain Council Member Michelle Lakso Council Member Tom Wilharber ABSENT: None. STAFF: City Administrator Mark Statz City Attorney Kurt Glaser Finance Director Bruce DeJong *Note that “present” is construed to mean that the noted individuals were visibly and audibly present on the videoconference call. II. PLEDGE OF ALLEGIANCE III. APPROVAL OF AGENDA Mayor Love provided an opportunity for others to add or delete any items. Motion by Council Member Montain, seconded by Council Member Koski to Approve the Agenda as Presented. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain, & Wilharber voted in favor. Motion carried. IV. APPOINTMENTS/PRESENTATIONS 1. None. V. PUBLIC HEARINGS 1. None. VI. APPROVAL OF THE MINUTES 1. None. Page 4 of 11 City of Centerville Council Meeting Minutes June 24, 2020 VII. CONSENT AGENDA 1. Centerville Claims through June 24, 2020 (1532E-1540E & Check #34025-34054; Voided Check #34033) 2. Centennial Lake Police Department Claims through June 19, 2020 (Check #13243-13255 w/Payroll Checks 13256-13266) 3. Centennial Fire District Claims through June 9, 2020 (Check #8831-8835) 4. Encroachment Agreement 7313 Old Mill Road – Fence 5. Encroachment Agreement 1737 – 73 rd Street – Fence 6. Encroachment Agreement 1885 Prairie Drive – Fence 7. Step Increase – James Huisenga Mayor D. Love provided an opportunity for Council to add or remove any item(s) to/from the consent agenda. Council Member Koski desired for Consent Agenda Item #4 to be pulled for discussion. Council Member Wilharber desired for Consent Agenda Item #5 to be pulled for clarification. Council Member Koski desired to comment on Centerville Claims, Check #34040 for Metropolitan Council in the amount of $19,836.43. He stated that this was a monthly expenditure for waste water treatment. He reminded the audience and Council Members that if residents are discharging their sump pumps down the drain this is where the City pays for it. He wanted to call attention that the fee and stated that it would be lower if residents refrained from that practice. Motion by Council Member Koski, seconded by Council Member Wilharber to Approve Consent Agenda Items #1, 2, 3, 6 & 7 as Presented. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain, & Wilharber voted in favor. Motion carried. Council Koski had concern that the Encroachment Agreement had been notarized in Washington County and asked if the document was acceptable. City Attorney Glaser stated that it was. Council Member Wilharber stated that there was a typographical error with the address for Item #5 and it should be 1837 rather than 1737. He also stated that he hoped that residents understood that the large investment that they put into their fence had the potential for the City to remove it at their cost. Motion by Council Member Lakso, seconded by Council Member Koski to Approve the Consent Agenda Items #4 & 5 with noted correction to #5. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso, Montain & Wilharber voted in favor. Motion carried. VIII. OLD BUSINESS 1. Fire Station Lease Agreement – M Health Fairview Administrator Statz reminded Council that previously they passed a resolution appointing M Health Fairview as their preferred ambulance provider. He stated that at that time, a lease allowing Page 5 of 11 City of Centerville Council Meeting Minutes June 24, 2020 them to utilize the Fire Hall for parking their ambulance had not been drafted or agreed to. He also stated that Staff has worked diligently with them and arrived at the submitted agreement. Administrator Statz called the Council’s attention to the fact that they have responsibility for the garage door, opener and entire apparatus. Attorney Glaser stated that the agreement allows for a 30 day notice of termination. Administrator Statz stated that they have been utilizing the parking lot and utilizing the restrooms at this time. Council Member Montain reported that during training there vehicle and personnel were in the building. Council Member Montain was concerned that the overhead door would remain open following a call during the winter months allowing for the possibility of pipes freezing, etc. He explained that he had concerns that the lease would not be drafted accordingly and protecting the City. He stated that he hoped that they would be a good tenant and it would be a good working relationship. Administrator Statz stated that they are not opposed to installing the appropriate equipment to ensure closure as they are responsible for expenditures related to similar damage. Motion by Council Member Koski, seconded by Council Member Wilharber to Approve The Fire Station Lease Agreement – M Health Fairview as Presented. A roll-call vote was taken. Mayor Love and Council Members Koski, Lakso & Wilharber voted in favor. Council Member Montain – Nay. Motion carried 4-1. IX. NEW BUSINESS 1. COVID-19 Preparedness Plan Administrator Statz stated that Clerk Bender utilized a template provided by the State of Minnesota. He stated that the plan needed to be in place by June 29, 2020. He also stated that this plan does not supersede any additional Emergency Plans that are currently in place but is a supplemental and needed as part of the Governor’s order. He gave a brief overview of policies and procedures for positive testing, sanitation, PPE, social distancing and hand washing. Administrator Statz stated that the City has the duty of being open for in-person early/Absentee voting, have masks available for those that chose to wear them, have hand sanitizing machines as individuals enter City Hall and that staff would be utilizing the policy. Administrator Statz also stated that plexi-glass has been installed at the front help desk also attempting to protect staff and the public. He stated that the door closing Administrative Offices from the public would also remain closed. Motion by Council Member Koski, seconded by Council Member Wilharber to Adopt the COVID-19 Preparedness Plan as presented. A roll-call vote was taken. Mayor Love and Council Members Lakso, Koski, Montain & Wilharber voted in favor. Motion carried. X. COUNCIL/ADMINISTRATOR ANNOUNCEMENTS 1. Administrator’s Report Administrator Statz gave a brief review of items that have taken place since the last meeting. He stated that his report would be finalized in the next few days. He reported that they have been working diligently to hire an interim Co-Fire Chief and they would be voting on a new Police Chief the following evening or on Friday. He reported that the process included 25 candidates for Page 6 of 11 City of Centerville Council Meeting Minutes June 24, 2020 Police Chief and all interview panelists were in consensus in the selection. He reported that the Fire Steering Committee is also in the middle of an organizational study and he was unsure the length of time it would take to complete. He stated that they are working on finalizing a contract for the proposed candidate. He reported that a lot of development is occurring, street construction in the downtown area, a gas line had been hit associated with the Downtown Street Construction Project. He felt that the project would be completed by Labor Day. He reported that this was the last area in the pavement management plan to be completed and that the downtown area was looking very nice. Mayor Love requested that Administrator Statz give a brief update on Music in the Park and the Bald Eagle Waterski Shows. Administrator Statz stated that with the Governor’s recent Orders, outdoor entertainment could take place with no more than 250 individuals participating and social distancing still needed to occur. Administrator Statz stated that once a schedule is received for both events, encouragement of wearing masks and social distancing would be recommended. He stated that Mr. Tom Lee anticipated commencing gaining musical groups for Music in the Park and that the scheduled activities would be reported on social media and the web site. Mayor Love reported that the Centennial Fire District has experienced going from 2 ½ full time staff to 1 full-time staff, the inability to fully staff a Duty-Crew, the ability to provide stability and coverage is what is needed and it is anticipated that the study will fulfill the needed options and possible decrease over-head. He stated that the department recently hired an individual for Station 3 Duty Crew and this would be a good addition during this time. City Attorney Glaser Stated that the court system recently opened and that there was a backlog of 6,000 cases. Council Reports a. Lakso – Asked if emails were being sent to individuals in the Downtown area regarding the construction. Administrator Statz concurred. i. Parks and Recreation Committee – No report was given as Council Member Lakso was unable to attend. ii. Centennial Fire District Steering Committee – Council Member Lakso stated that they are in the process of hiring a Co-Interim Chief, completing a study looking a leadership structures, staffing, etc. She felt that additional information would be forwarded in July. Council Member Koski also stated the same and that it was very important for continuity during this time, strength of the department and how it may look in the future. iii. Anoka County Fire Protection Council – No report was given. b. Wilharber – Council Member Wilharber asked why the Centennial Fire District was hiring a Co-Interim Chief for a potential 30 day period when the department already had capable staff. Council Member Lakso stated that the consulted position of Co-Interim Chief was for a temporary period ensuring that all facets of the department were covered during the study period. Council Member Koski stated that other individuals/communities may have had Page 7 of 11 City of Centerville Council Meeting Minutes June 24, 2020 different ideas regarding where the Department may be headed and needs of the department. He also stated that they were given 30 days-notice of Chief Lundstrom’s retirement, in the midst of a study regarding staffing, leadership, etc. and hiring a consultant-type Co-Interim Chief seemed right for some individuals. i. Planning & Zoning Commission – No report given ii. Economic Development Authority – Council Member Wilharber stated that Administrator Statz is working with the owners of the building downtown that will be having a restaurant located in it regarding handicap accessibility and grants available. He also stated that Administrator Statz is researching issues with signage related to the businesses along Main Street. He apologized for missing a recent ribbon cutting for a new business in town. He stated that the new CenterStage program was going well. c. Koski – Council Member Koski thanked Mayor Love for presenting the City of Centerville well in a recent Mayor’s Minutes session. He thanked NorthMetro Cable for their associated videography. He stated that the EDA CenterStage program was very well orchestrated and he was proud of the product. i. Fire District Steering Committee – Council Member Koski gave a brief review of the meeting stated that the Committee was given a 30- day notice of retirement by Chief Lundstrom which caught them off guard, issues with Duty Crew and filling positions, Assistant Chief Peil and her duties and knowledge, familiarity with the Department and the groups vast desire to continue to provide outstanding services to its residents lead to the study and temporary hiring of a Co-Chief. d. Montain – i. Police Governing Board – Council Member Montain reported that the Board is in the midst of hiring a new Chief and anticipate having one shortly. ii. North Metro Telecommunications Commission – Council Member Montain stated that they had been working on the budget, approved same and many contingencies had been built into it. He stated that they th would be opening on the 29 to the public. e. Love – i. Police Governing Board – Mayor Love stated that at their next meeting they would be approving a contract for the new Chief. ii. Economic Development Authority – Mayor Love stated that he and Council Member Koski and Administrator Statz participated in a ribbon cutting ceremony for Midwest Water and Triplex prior to the Work Session. He welcomed them to Centerville. He briefly discussed the Page 8 of 11 City of Centerville Council Meeting Minutes June 24, 2020 CenterStage Program and the purchasing of “Trailblazing” signs (blue highway signs directing motorists to businesses). He stated that the EDA is proposing to purchase signs for 75% of the cost with businesses donating the remaining 25% of the costs. iii. Other Mayoral Reports – Mayor Love thanked Trevor Scholl, Municipal Producer, North Metro TV for interviewing him on Monday for the Mayor’s Minutes. He stated that he is very proud of the professionalism of the staff at North Metro. He stated that he would be attending a League of MN Cities Conference the following day which would be abbreviated from the major conference which was cancelled due to COVID-19. He stated that the City of Centerville would be having a Vice-President on the Executive Committee shortly and that he was happy to serve in that roll. XI. ADJOURNMENT Mayor Love stated that the Council would be adjourning to the previously recessed Work Session at 7:35 p.m. Mayor Love stated that a 5 minute brake would take place prior to reconvening at 7:40. A roll call vote was taken. Mayor Love and Council Koski, Lakso, Montain, Wilharber voted in favor. Motion carried. WORK SESSION (Cont’d) 1. Fund Balance Policy and City Hall Renovation Finance Plan (Cont’d) Administrator Statz stated that previously staff was to come back to Council with a new Policy for Fund Balances. He stated that now the discussions regarding whether or not the City can afford to renovate City Hall and Council Chambers was to be discussed along with a finance plan for doing so. Administrator Statz stated that he and Finance Director DeJong feel that an argument could be made that a portion of the renovation should come out of sewer, water, storm water funds as all staff salaries expensed by a percentage along with 10% of the building houses water equipment. Discussion ensued regarding appropriate levels being $33,000 from sewer, $33,000 from water, $12,000 from storm sewer, excess fund balance at the end of the year of $178,000 over the 50%. Discussion also ensued regarding funding from the capital fund for HVAC and carpet. Finance Director DeJong stated that he felt it appropriate to spend down the City’s excess funds to a level in compliance with State Statute and Council’s comfort level and utilize the remaining fund from capital funds earmarked for such renovation. Council Member Koski felt that the funding for the renovation should continue and should not change from first planned. Council Member Wilharber stated that if funding needed to come from the Capital Fund than that is where it should come from and that not a lot of funding has gone into City Hall in the past. Council Member Montain stated that he did not desire for taxpayers to be Page 9 of 11 City of Centerville Council Meeting Minutes June 24, 2020 paying fees and being taxes for the renovation. He felt that the allocation of percentages should not be arbitrary. He stated that he desired to look forward to the next 20-30 years with the CIP, delay purchase of vehicles an additional year if need be, etc. Council Member Lakso concurred and stated that there was no desire to borrow money to complete the renovation and she felt that staff had completed their due diligence with the submitted proposal(s). Mayor Love stated that adjustment were just made to the storm water rates and utilizing money from that fund for the renovation does not seem to make sense. Administrator Statz stated that both he and Finance Director DeJong felt that a percentage of those funds being utilized for this project would not only be appropriate but justifiable. He gave an example of the St. Paul Regional Water Department and how they handle their funding. There was concerns from Council Members regarding pulling funds from the storm water fund and that the percentages should be looked at closely and accurately. Finance Director DeJong stated that he would be happy to recalculate percentages and the CIP. Staff was directed to formalize a new plan for adoption regarding excess General Funds that needed to remain on hand for the first six (6) months of the year. Staff was also directed to complete additional research once bids were formalized. 3. Web Site Redesign Administrator Statz stated that a redesign of the web site had been on the radar for a long time. Many residents have complained that it is difficult to find information and difficult to utilize on a mobile device. He stated that it was hoped that rebranding and the website redesign would be completed in unison but the rebranding had been delayed. He stated that staff had received several proposals from agencies that provide web site hosting and design. He stated that staff also provided lists of customers from those same agencies for Council to view other web sites that had been completed. Administrator Statz stated that it appears that a fairly simple upgrade would cost the City between $3,000-$10,000. He stated that he desired direction from Council as to whether Council say this to be a priority at this time or to wait for rebranding. Clerk Bender stated that the proposals were from one (1) agency that provides services to much large communities (Blaine, Andover, Coon Rapids), one (1) agency provides services to primarily smaller municipalities and one (1) agency is the City’s current provider. Ms. Bender stated that all agencies/vendors would provide the City with unique photos, ability to update, ADA requirements, mobile device us, etc. Council asked Ms. Bender why one (1) of the proposals was $6,000 less than the others and Ms. Bender explained that the vendor desired to retain more customers in Minnesota and that she would contact them to determine if an error had been made. Council requested that Staff compile a one (1) to (2) page summary of functionalities of each proposal and bottom line costs associated so that a more “apples” to “apples” comparison could be achieved. Council stated that they desired to showcase the community and have a product that they desired to be proud of for years to come. Page 10 of 11 City of Centerville Council Meeting Minutes June 24, 2020 III. ADJOURNMENT Mayor Love closed the Regularly scheduled Work Session of June 24, 2020 at 8:41 p.m. Respectfully submitted by City Clerk, Teresa Bender. Page 11 of 11