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HomeMy WebLinkAbout2021-08-25 WS, CC & Closed Exec. Session Meeting Minutes - Approved Approved CITY OF CENTERVILLE COUNCIL WORK SESSION, CITY COUNCIL MEETING & CLOSED EXECUTIVE SESSION AUGUST 25, 2021 5:00 p.m. Pursuant to due call and notice thereof, the City of Centerville held a Council Work Session, City Council meeting and Closed Executive Session on August 25, 2021 COUNCIL WORK SESSION I. CALL TO ORDER Mayor D. Love called the work session to order at 5:00 p.m. ROLL CALL* PRESENT: Mayor D. Love Council Member Russ Koski (arrived at 5:05 p.m.) Council Member Darrin Mosher Council Member Steve King Council Member Michelle Lakso ABSENT: None. STAFF: City Administrator Mark Statz Finance Director Bruce DeJong II. AGENDA ITEMS 1. City Hall Staffing Administrator Statz provided Council with staffing levels of years past stating that prior to the recession, City hall staffing was at a level of 10 full-time equivalents. Slightly following the recession and limited City projects, staff was decreased to nine (9) in 2011. He stated that he felt that with increased projects, the economy and higher workloads the addition of an Assistant City Administrator with a four (4) year degree was warranted. He felt that the position could provide needed research and interaction with Committees/Commissions. He proposed that the position be two (2) grades above the City Clerk’s position remaining under $75,000 annually. He stated that he completed background research through the League with pay ranges and duties/responsibilities. He reported that larger cities salaries for similar positions are paying $120,000/year for high-level individuals. Administrator Statz stated that it is difficult as the clarity of attraction of a viable candidate (just out of school or 10 years of experience) would need to be seen. He stated that the position would report to him directly and as the position/individuals grows with duties and responsibilities reporting could change. Council Member Lakso reviewed the information contained in the packet and stated that the position would be the Administrator in the absence of Administrator Statz, have a leadership focus on Community Development, provide business continuity/management and noted that the Job City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Description was different regarding reporting. She stated that the job description mentions web site content/management and major projects. She felt that a Master’s Degree should be desirable for the position and a minimum of one (1) year or more experience. Administrator Statz stated that he did not include years as the individual could be directly out of college. Council Member Lakso stated that she was excited for the new position and felt that it would allow Administrator Statz an opportunity to be relieved of evening meetings and other duties. Council Member Koski felt that the job description was broad, was unsure how to find an individual to complete all duties and responsibilities and training of an individual directly out of college. Administrator Statz stated that the duties and responsibilities were left broad as if the individual has experience in areas and are lacking in others that will be taking into consideration for duties and responsibilities. He explained that his duties and the Clerk’s duties overlap in many areas but he would like to fill the gap for a full circle. Council Member Koski stated that he felt that clear definitions regarding the job duties/responsibilities should be adhered to so there is no confusion in the future. Council Member Mosher felt that the position was pretty well defined but did not feel a Master’s degree was required and that a Bachelor’s degree would be at best. He stated that he liked the idea that an intern would report to the position. Council Member Lakso stated that there is a discrepancy between the Request for Action and the job description with reporting. Council Member King remarked about Council Member Koski’s “broad” statement. Administrator Statz stated that it was stated that way as a salary range with a Bachelor’s degree or someone with “x” amount of years of experience. He stated that he researched the City’s pay scale, considered reporting and felt that the position was two (2) steps above the City Clerk’s position and below the Finance Director’s position for pay grade. Administrator Statz stated that if the individual had no experience and directly out of college the City Clerk with 22 years of business continuity, to keep the City running. He explained that over time it was anticipated that the position/individual would grow and he kept it broad. He noted that the beginning wage was lower than that of the current City Clerk position but would eventually pass that on the pay scale. He stated that salary negotiations would depend on experience and where fit into the pay scale. Council Member King stated that he would prefer the hiring of an individual that has experience rather than directly out of college so that the City could receive a bigger bang for its buck. He also stated that you would not have someone directly out of college before a Committee/Commission with no experience. Discussion ensued regarding experience, realism, parallel position/Township Clerk, years of experience, pay scale, potential for a Jr. Assistant/Sr. Assistant City Administrator similar to that of the Senior Account Clerk and Finance Director, increasing pay if applicants do not apply and whether a common pay grade or two (2) above the City Clerk position. Council Member King asked about funding the position. Administrator Statz stated that the part- time Receptionist position has been vacant for several months, that there were contingencies in the budget and consulting funds available as those expenditures have remained low. He stated that Council has budgeted $20,000 for consultants and no used. Administrator Statz reassured Council Member King that there was funding budgeted and remaining that would be utilized for the Page 2 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 position. Administrator Statz also stated that it was at Council’s discretion and that he was saving the City money by completing Engineering tasks. Mayor Love stated that he would not be surprised if a candidate was straight out of college with good skills. He asked when the hiring would occur. Administrator Statz stated as soon as possible and on board by January, 2022. Mayor Love asked who would be interviewed. Administrator Statz stated that he preferred a full-time position but if a part-time individual with years of experience was interested, he would consider. He stated that he desired to leave job description broad, see candidates’ qualifications, passions, and potential. Mayor Love felt that the position would provide an opportunity to make Centerville better. 2. 2022 General Fund Budget Administrator Statz stated that he believe this was the third workshop, the memorandum provided has been refined and a line by line budget was in the packet for review. Finance Director DeJong stated that staff continues to make adjustments, anticipates a 3% increase and believes that this is lower than neighboring communities and communities similar in size. Council Member King asked about changes from the last discussion and Finance Director DeJong stated that if there were adjustments that they were less than a couple thousand. City Administrator Statz stated that there was little change and that they were contained in the summary table. Council Member King questioned the process of allocation of expenditures and the processes. Administrator Statz stated that funding is received from many avenues and expenditures are expended from many different accounts or percentages applied to accounts (sewer/water, franchise fees, etc.). Council Member Mosher asked about recycling revenue/expenditures. Administrator Statz stated that funding is applied for at the beginning of the year and expenditures/programs are made throughout the year. Attempts are made to expend only funds that are obtained from the County to offer programs/events. Council Member Koski remarked that the format of the information was easy to understand. He asked about the addition of a Public Works staff member and budgeting $20,000 and why the position was not added. Administrator Statz stated that approximately three (3) year ago it was determined that the position was not needed with hiring consultants for additional duties. Council Member Koski asked what happened to the funding and Administrator Statz explained that it was in the General Fund. Finance Director DeJong stated that any surplus in funding remains in the general fund. Discussion ensued regarding COVID funding, the City Hall remodel, some expenditures not making previous funding, funding from General Fund excesses, Engineering savings and whether that has been experienced, additional staffing to allow for more Engineering savings, etc. Additional discussion included switching fire administration, City truck replacement schedule, CIP, State Fire Aid and that being a direct pass through to the Fire District and reserves being larger than most other cities at a 50-60%. Page 3 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Mayor Love stated that he felt that there would be tangible gains from the new position, that the Annual Retreat would be helpful for additional discussion regarding directions moving forward for City Administrator/Engineer and engineering. Additional discussion ensued regarding excess funds, COVID funding, City Hall expenditures within 2020 and 2021, GASB requirements and auditor’s findings regarding uses of funds. Council Member Lakso had concerns regarding the Capital Improvement Fund/replacement of equipment and the potential for deficit in the future, Administrator Statz stated that the EDA would be presenting their budget shortly, and the need for human services for Centerville residents. Mayor Love asked about building permit revenue. Administrator Statz stated that despite the development of Block 7 and additional parcels, it was an educated guess being conservative. 3. Downtown Planning Administrator Statz explained that the item placed for Work Session discussion was very broad and Council had a downtown property owner in the audience that was facing failing well issues. He stated that the property was originally purchased with the understanding that it eventually would be purchased for redevelopment as it was within the Downtown area. He also stated that the Beard Group redevelopment fell through with the recession and explained that the City desired to assist property owners/developers with extensions for water connections if plans were submitted accordingly. Discussion ensued regarding the current connection requirements, current escrow policies for connection and if redevelopment where to occur, why invest in existing property. Mr. Kevin Marois, representing property owner Mr. Jon Marois, 1740 Main Street, stated that his brother has owned the property since 2004, is renting the property and felt that investing in water connection would never been needed as redevelopment was pending. He stated that now the well is failing and costs to connect are financially difficult. He stated he was before Council to learn about redevelopment, planning and whether something could be done on his brother’s behalf. Discussion ensued regarding current regulations, development plan with an escrow agreement, possibility of code amendment, and being fair to all residents in the same situation. 4. Junior Council Member Mayor Love stated that involving youth and the school system in City policies, government, etc. is exciting and interesting as the impact and knowledge at our level they probably could not obtain at their age at the County, State or Federal level. He stated that he is excited about the position and that the position would not be a voting member. Discussion ensued regarding pay of $50/meeting, not exceeding the length of meetings due to the Junior Council Member’s presence, streamlining the meeting, limiting age, residency requirements and class credit. Page 4 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Mayor Love closed the Work Session at 6:28 p.m. with a five (5) minutes recess prior to commencing the regular Council meeting. COUNCIL MEETING I. CALL TO ORDER Mayor D. Love called the special meeting to order at 6:33 p.m. ROLL CALL PRESENT: Mayor D. Love Council Member Russ Koski Council Member Darrin Mosher Council Member Steve King Council Member Michelle Lakso ABSENT: None. STAFF: City Administrator Mark Statz II. PLEDGE OF ALLEGIANCE III. APPROVAL OF AGENDA Mayor Love provided an opportunity for others to add or delete any items. Administrator Statz requested that page 29 be replaced with the provided material. Motion by Council Member Koski, seconded by Council Member King, to Approve the Agenda as Amended. All in favor. Motion carried. IV. APPOINTMENTS/PRESENTATIONS/COMMENTS 1. None. V. PUBLIC HEARINGS 1. None. VI. APPROVAL OF THE MINUTES 1. May 12, 2021 City Council Meeting Minutes Mayor Love provided an opportunity for Council to make modifications to the minutes if desired. Page 5 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Council Member Lakso noted a modification in the spelling of Chief “Cohen” versus the correct spelling of “Coan” and requested that the change be made. Motion by Council Member Lakso, seconded by Council Member Mosher to Approve the May 12, 2021 City Council Meeting Minutes as Presented. All in favor. Motion carried. 2. May 26, 2021 Special City Council Meeting Minutes Mayor Love provided an opportunity for Council to make modifications to the minutes if desired. Motion by Council Member Lakso, seconded by Council Member Mosher to Approve the May 26, 2021 Special City Council Meeting Minutes as Presented. All in favor. Motion carried. VII. CONSENT AGENDA 1. City of Centerville Claims through August 25, 2021 (Check #34472-34517) & (1749-1754E) 2. Centennial Lake Police Department Claims through August 19, 2021 (Check #13963-13976), Payroll (Check #13961-13962) & (2021040-2021043E) 3. Centennial Fire District Claims through August 24, 2021 (Check #9144-9149) 4. Centennial Lakes Police Department Proposed 2022 Budget 5. Res. #21-010 – Accepting Donations 6. Encroachment Agreement – 1759 Partridge Place (Shed) 7. Centerville Lions Request for Special Event Permit on Private Property, 6996 Centerville Road (Faith Formation Building Parking Lot) & Temp. On Sale Liquor License October 2, 2021, 9 a.m.-4 p.m. – Chili Cook Off Contest Mayor Love provided an opportunity for the Council to add or remove any item(s) to/from the consent agenda. Council Member Lakso asked if Item #4 could be pulled for discussion. Motion by Council Member King, seconded by Council Member Lakso, to Approve Consent Agenda Items 1-5 & 6-7 as Presented. All in favor. Motion carried. Council Member Lakso requested that Administrator Statz provide the Council with a review of the presented budget. Administrator Statz stated that the budget bares an increase of 6.8% with the City’s portion being $62,052. He stated that with the formula that is in place Lexington will have a larger amount due to the population growth that they have been experiencing. He noted that insurance rates have climbed due to PTSD and the desire to add Community Service Officers (CSO) was included. He stated that the CSO program was a great success and relieve some duties of full-time officers. He also explained that that are several new positions and staff members filling them, cost of living and equipment replacement (body cameras, IT, squads, etc.). Council Member Lakso stated that a CIP was discussed for vehicle replacement along with building improvements, etc. Page 6 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Administrator Statz stated that overtime versus strain on staff and supplemental income are being looked at. Both Mayor Love and Council Member Lakso felt that a large amount of consideration was put into the budget and they appreciated. Motion by Council Member Lakso, seconded by Council Member Koski to Approve Consent Agenda Item #4 as Presented. All in favor. Motion carried. X. OLD BUSINESS 1. Ord. #XXX, Second Series Amending Ord. #111, Second Series Fee Schedule for 2021 (Second Reading) Administrator Statz reminded Council that this was a clerical update. Motion by Council Member Koski, seconded by Council Member King to Adopt Ord. #115, Second Series, Amending Ord. #111, Second Series Fee Schedule for 2021 as Presented. All in favor. Motion carried. VIII. NEW BUSINESS 1. Rehbein Commercial a. Developer’s Agreement Administrator Statz stated that in the packet was a completed Developer’s Agreement for the Rehbein Commercial Plat/Development. He stated that that the plat includes a roadway named after a grocer and was a name chosen by the previous Street Naming Committee (Michaud Way). He stated that the plat was approved previously and that this was the last piece needing recording prior to construction of utilities and issuance of a grading permit. He reported that they would be completing the grading at their risk. He stated that there was a replacement page for fees associated with the development (park dedication fees, etc.). He explained that there were issues of whose responsibility these fees would be. Attorney Glaser stated that residential Developer Agreement are very standard whereas commercial agreements are slightly different as a residential could be for 40 homes and a commercial could be for 40 units with fees being different for types of tenancy. Attorney Glaser stated that it is not always known in advance the use of all properties. He also stated that the Developer’s agreement allows for bonds rather than Letters of Credit or both. Discussion ensued regarding roadway completion, roadway study, Lino Lakes servicing the property for sewer services and water services with Centerville. Motion by Council Member Koski, seconded by Council Member King to Approve the Rehbein Commercial Developer’s Agreement as Presented. All in favor. Motion carried. X. COUNCIL/ADMINISTRATOR ANNOUNCEMENTS 1. Administrator’s Report Page 7 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021 Administrator Statz stated that he had no written update. He stated that the mini-storage is being prepped for paving but rain could delay. He reported that Atlas Villas is in the midst of digging their pond. He also reported that he met with developers for Bayview Villas and Old Mill Estate regarding their progress with a push to complete their tasks before snow. He stated that he met with Anoka County Regional Economic Development (ACRED) regarding in person conferences, trade shows and technology corridor meetings taking place again. Council Reports a. Lakso - i. Anoka County Fire Protection Council – No report was given. ii. Parks and Recreation Committee – No report was given. b. Koski – He thanked businesses and the Clerk for their donation in helping the festivities for Main Street Market. i. Fire Steering Committee – Council Member Koski stated that the next meeting would be on August 31, 2021 here at Centerville to discuss the Fire District budget. ii. Planning & Zoning Commission – Council Member Koski stated that the Commission will meet on September 7, 2021 at 6:30 p.m. c. King – i. Economic Development Authority – Council Member King stated that the EDA discussed the Business Appreciation event. Mayor Love asked if Council and other members of Committees/Commissions were invited. Administrator Statz concurred and stated that the meeting would be posted. He referenced EDA’s CenterStage and Blue Sign Programs continuing. He stated that Mr. Mike Brass, Titus Commercial had completed concept plans for 1737 Main Street and that they were reviewed. d. Mosher – i. Economic Development Authority – Council Member Mosher concurred with Council Member Kings synopsis of the meeting. ii. Police Governing Board – No report was given. e. Love – Stated that Movie in the Park and the Lions Chili Cook Off were just some of the things happening in town. He also reported that a black bear has been sited who may have cubs. He reminded residents to be careful. He also noted that the City has received their first half American Recovery funding. He stated that he would be discussing issues about Opioid Settlement and funding coming back to communities for use with State General Counsel Keith Ellison. He thanked everyone for the well-wishes for his son’s recovery.  North Metro Telecommunications Commission – No report was given. Page 8 of 9 City of Centerville Council Work Session, City Council & Closed Exec. Meeting Minutes August 25, 2021  Police Governing Board – No report was given.  Fire Steering Committee – No report was given.  Other Mayor Reports – No report was given. XI. RECESS TO CLOSED EXECUTIVE SESSION Mayor Love recessed the regularly scheduled City Council meeting at 7:15 p.m. and read the language allowing for the Closed Executive Session. CLOSED EXECUTIVE SESSION (Pursuant to MN Statute Section 13D.05, Subdivision 3(b) Discussion and examination of legal opinion and strategy regarding the properties 2050 and 2070 Main Street. Absolute confidentiality is required for a full and candid discussion with Legal Counsel and such discussion could not occur in a public setting without jeopardizing the City’s legal position. I. ROLL CALL Mayor Love, Council Members King, Koski, Lakso and Mosher along with Staff member Administrator Statz were present. II. DISCUSSION III. ADJOURN TO REGULAR CITY COUNCIL MEETING Motion by Council Member Koski, seconded by Council Member King to Adjourn the Closed Executive Session at 8:07 p.m. All in favor. Motion carried. CITY COUNCIL The regularly scheduled Council meeting reconvened at 8:08 p.m. XII. ADJOURNMENT Mayor Love Adjourned the Regularly Scheduled Council Meeting of August 25, 2021 at 8:08 p.m. All in favor. Motion carried. Respectfully submitted by City Clerk, Teresa Bender Page 9 of 9