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HomeMy WebLinkAboutWK - October 22, 2013ANLb Y O F p 6VE 1685 CROSSTOWN BOULEVARD N.W.. ANDOVEK, MINNESUTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV City Council Workshop Tuesday, October 22, 2013 Conference Rooms A & B 1. Call to Order— 6:00 p.m. 2. Discuss /Approve Associate Planner Hire (staff report will be provided at the meeting) - Administration 3. Update on County CAD /Records Management System — Fire Department 4. Discuss Options for Defective and Hazardous Building Maintenance and Abatement — Building Department 0 5. Discuss Potential Community Survey to Determine Resident Support for City Services /Programs - Administration 6. 2013 -2014 Council Goals Update -Administration 7. 2014 Budget/Levy Development Discussion -Administration 8. 2013 General Fund Budget Progress Report - Administration 9. September 2013 City Investments Review - Administration 10. Other Business 11. Adjournment DJ ANDOVER CITY COUNCIL WORKSHOP MEETING —OCTOBER 22, 2013 MINUTES The Workshop Meeting of the Andover City Council was called to order by Mayor Mike Gamache, October 22, 2013, 6:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Mike Knight, Sheri Bukkila, Julie Trude and Tony Howard Councilmember absent: None Also present: City Administrator, Jim Dickinson Fire Chief, Dan Winkel Building Official, Fred Patch Others io DISCUSS /APPROVE ASSOCIATE PLANNER HIRE Mr. Dickinson stated there will not be a hire approved tonight. He reviewed the interview process with the Council and indicated they are going to step back a bit and not hire right now. Mr. Dickinson stated he would like to bring the individual in on a part time basis, give them credit for school, and test them out to see if this person will work for the Associate Planner job and then hire next spring. UPDATE ON COUNTY CAD /RECORDS MANAGEMENT SYSTEM Chief Winkel explained the Anoka County Joint Law Enforcement Council, in partnership with the Anoka County Fire Protection Council, continues to work on the Public Safety Data System (PSDS) to update the records and information systems serving all law enforcement and fire agencies in Anoka County, as well as the Anoka County Jail and Central Communications. Chief Winkel reviewed the project with the Council. Chief Winkel stated they had 6,800 requirements for the system in the RFP which means they want the system to be able to perform 6,800 different things. Chief Winkel noted there will be ongoing software maintenance costs for the Sheriffs Department and Fire Department but they knew about that from the beginning. Chief Winkel reviewed the draft pricing with the Council. Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 2 Councilmember Knight asked if this will require additional staffing. Chief Winkel indicated it might. They will be looking at this further for the County. Councilmember Bukkila asked if the day -to -day operational services were going to be at the County level so there is 24 -hour service or will it be divided between the cities. Chief Winkel hoped there will be service techs to maintain and fix problems and thought it would be at the County level. Councilmember Bukkila stated she would think they would keep this at a more global level rather than at City levels. Chief Winkel noted the County Jail is going to do updates only to their system because it was determined that their system is adequate. He also noted that Andover's numbers are comparable to Ramsey's numbers for costs. Councilmember Trade wondered how the formula was broken out per City. Chief Winkel stated a lot was based on population. Mr. Dickinson stated part of it is based on population and tax capacity. Councilmember Trade wondered if the County gets a chunk of this. Chief Winkel stated the 10 County will have an ongoing budget around $100,000. The Council thanked Chief Winkel for his time and the update. DISCUSS OPTIONS FOR DEFECTIVE AND HAZARDOUS BUILDING MAINTENANCE AND ABATEMENT Mr. Patch explained the purposes of this discussion are to: Recognize the post- recession improvement and revitalization of many previously foreclosed and vacant residences; and, give consideration and direction to further reducing neighborhood blight caused by vacant, neglected, or hazardous buildings. Mr. Patch explained as the City recovers from the recession, we have been pleased to observe that many previously foreclosed, vacant and poorly maintained residential properties have come back into the market, reoccupied and are being remodeled, renovated and revitalized by home buyers, entrepreneurs and investors. However, there are scattered residential and commercial properties that have yet to recover and be properly maintained. Some seem to be completely abandoned, while others are occupied by residents who apparently have yet to find the economic relief necessary for property and building maintenance. Though fewer, the neglected properties and buildings remain a long - lasting blight and nuisance to their neighborhoods. © Mr. Patch explained that in the coming months, they are proposing a strategy to more actively encourage the owners of blighting residential and commercial properties to maintain their buildings in compliance with local and state laws. The approach would initially be friendly and encouraging, but may gradually lead to stronger enforcement following the procedures © Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 3 prescribed by the Housing Maintenance Ordinance, Minnesota State Building Code, and State Statutes, Chapter 463, 463. 15 though 463.261, regulating Hazardous Buildings. Mr. Patch showed a presentation of some hazardous and blighted homes in Andover. Councilmember Knight wondered if they could turn the old Quick Stop site into a commercial site for other businesses. Mr. Patch thought it could be, noting it was recently purchased by someone through a Sheriff's sale so they do not know what the new owner has planned for the site. Mr. Patch reviewed the process he will undertake in solving the problem areas in the City with the Council. He noted the entire process will take approximately eight months. Councilmember Trade stated the City did not have a fund for this type of thing and she wondered if the County did. Mr. Dickinson stated there are grants they can apply for and they also do have some housing rehab funds available from previous CDBG funding. Mr. Patch stated as they go through the list he will make notes and update the Council on the © progress. Councilmember Trade thought it was too bad that the City stopped this program six years ago because now it seems like there are a lot of problems out there. Mayor Gamache asked if Mr. Patch is going to rank these sites from worst to best. Mr. Patch noted they will do this. He stated initial costs are within normal budgeted programs then as enforcement ramps up costs can be recovered as investigation fees per MN State Building Code and assessed as prescribed by MN Statutes Chapter 463 regulating Hazardous Buildings. The Council felt urban before rural areas for cleanup is preferred. Mayor Gamache thought this is a good start solving the problem and he supported going forward with this process. The Council agreed. Councilmember Trade thought the City was becoming lax in rental unit enforcement and she wondered if the City could ramp up inspections and pursuing fix ups. She indicated she would support the City to become heavy handed in multi -unit inspections and clean ups. Mr. Patch indicated he was not prepared to discuss the multi -unit properties at this time, but would address this in the future. DISCUSS POTENTIAL COMMUNITY SURVEY TO DETERMINE RESIDENT SUPPORT © FOR CITYSERVICES /PROGRAMS Mr. Dickinson explained an Andover City Council 2013 -2014 Goal is to "Pursue a community survey to determine resident support for current city services and programs." At the September © Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 4 City Council workshop, there was discussion about starting this process to assist the Council on gauging public opinion of current services and support for fature capital projects. Mr. Dickinson stated the surveys are scientific and considered very accurate. The following items were discussed for possible survey questions: 1. Survey for a park referendum to generate enough income to complete park facilities. 2. Surveys for a Community Center expansion, trail expansion and connections. 3. Survey for how the City is doing as a whole and what do the residents want. Mr. Dickinson stated survey costs are in the range of $15,000 to $20,000 which is comparable to what the cost for the 2006 survey was. He wondered if the Council is interested in doing a City survey. Councilmember Bukkila stated if there would be a phone survey she would prefer this to be done in the winter when people would be home rather than the summer. Mr. Dickinson stated this would be something to ask Mr. Leatherman at the Morris Leatherman Company. © Mayor Gamache wondered if it would be something they would bring to the City Commissions to see if they would be interested in asking questions for something they would like. The Council agreed this is something to move forward with. 2013 -2014 COUNCIL GOALS UPDATE Mr. Dickinson explained on May 7, 2013 the City Council adopted the City of Andover 2012- 2013 Goals and Values. The values and goals are summarized into the following categories: 1. Fiscal 2. Commercial /Residential Development /Redevelopment 3. Collaboration 4. Service Delivery 5. Livability /Image Mr. Dickinson thought the City should explore new revenue streams; he thought they were falling short on this item, two revenue streams explored are: • Cell phone towers on water towers and in parks (putting them in parks is controversial) • Franchise fees © Councilmember Trade stated a franchise fee is shown on utility bills as a City tax and felt this was controversial and it may be better to raise taxes. Mr. Dickinson stated franchise fees are probably the easiest way to raise revenue. © Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 5 Mr. Dickinson questioned for areas with fire hydrants without resident hookups to the utility, should the Council consider charging a fee. Councilmember Trade thought this was an issue of fairness because the people hooked up to city water are now paying for maintenance of fire hydrants in areas where no one is paying for these, even though they get the benefit with lower insurance rates. Councilmember Bukkila wondered if there was a way to determine fees per household. Mr. Dickinson stated they could. It is a matter of looking at the map of where there are stubs. Mr. Dickinson stated he will review how much revenue this could produce. • Commercial Development and Redevelopment Goals Councilmember Trade thought a goal should be written up for cleaning up residential blighted homes, since the City is going to move forward with it. Councilmember Knight wondered if they could get better cooperation with businesses for community events. Mr. Dickinson stated the City can ask but the businesses do not seem to see any value in the EDA sponsored concerts. Councilmember Trade thought we needed to go to the © tenants in the Andover Station area directly, rather than to the Association. Mayor Gamache stated he met with the Manager of Wal -Mart and they are interested in participating in community events. • Collaboration Goals Mr. Dickinson indicated Item 5, work with waste /garbage haulers to determine if a more efficient garbage collection process for the community can be achieved and Item 6, develop a system that will effectively coordinate volunteer efforts whether it is in response to local emergencies and disasters, or just for the delivery of basic services, have not been addressed yet. The Council discussed possible ways to work with garbage haulers to coordinate pick up days because the garbage haulers work with other cities to coordinate routes. Councilmember Trude wondered if they should focus on the recycling and try to coordinate that. The Council discussed the boulevard along Hanson Boulevard. Councilmember Bukkila thought this might be something they include in their survey as a question. Councilmember Trade would like to see something done with this to make it look better, maybe require maintenance of fencing or improvements. QCouncilmember Bukkila would like to see Item 6 to move forward. Councilmember Knight stated Frank Kellogg is trying to get Hope for Kids in Andover and collaborate with other cities. Councilmember Bukkila thought this was more of a County social © Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 6 service and felt the City was already involved in a number of social service programs for kids. 2014 BUDGET /LEVYDEVELOPMENT DISCUSSION Mr. Dickinson explained City Departments have submitted to Administration/Finance their proposed 2014 Annual Operating Budget. Department budgets are continually being reviewed by Administration/Finance for adherence to the Council's 2014 Budget Development guidelines. The Council did adopt at the September 3, 2013 regular Council meeting a Preliminary 2014 General Fund Budget that proposes a total property tax levy of $10,980,675: $7,572,641 (68.96 %) operational levy, $2,071,066 (18.86 %) debt service levy, and $1,336,968 (12.18 %) capital /watershed levy. The Council has the right to reduce or keep constant this levy until the final certification date of December 27, 2013. The proposed levy, if not reduced would result in a 3.29% increase in the gross levy. Council direction from the September 2013 workshop was to limit the increase in the gross tax levy to 2.00 %. Revenue and expense estimates have been updated by Administration/Finance to achieve the Council's direction. © Councilmember Bukkila noted she did not like the proposed 2.0% gross tax levy. Mr. Dickinson stated in order to maintain the current staffing and programs they currently have he would hesitate much lower than 2 %. Mr. Dickinson reviewed the 2014 Budget with the Council. Mr. Dickinson stated the health plan renewal rates are bad and they are looking at marketing and restructuring their plan. He noted they could still offer the open access plan but it will cost more than a limited network plan. Councilmember Trude did not want the City to change insurance plans every year because it is hard on the employees. Councilmember Bukkila stated everyone is going through some sort of constant change regarding insurance. Fluctuation in insurance plans and H.S.A.'s are becoming the norm. Councilmember Trude asked to have Dana, the HR Manager look at this. Mr. Dickinson stated the Union will be voting soon on the contract. Mr. Dickinson reviewed Mayor and Council salaries of other cities with the Council. Mayor Gamache suggested increasing the salary to $100 per month for EDA meetings. The Council supported this. © Councilmember Bukkila stated the only way she could justify increasing the salary of the EDA is if it brings them out into the public more. She also asked Mr. Dickinson to review the previous Council minutes to see if a modification was made for EDA salaries in 2012 but not followed through on. Andover City Council Workshop Meeting Minutes — October 22, 2013 Page 7 2013 B UDGET IMPLEMENTATION GENERAL FUND PROGRESS REPORT Mr. Dickinson explained the City of Andover 2013 General Fund Budget contains total revenues of $9,356,581 and total expenditures of $9,640,429 (includes $20,500 of 2012 budget carry forwards), a decrease in fund balance is planned. Monthly reporting of the City Budget progress to the governing body is a recommended financial practice and often viewed positively by rating agencies. Mr. Dickinson stated this is right on target and he did not think this needed to be discussed in much detailing this evening. SEPTEMBER 2013 CITYINVESTMENTSREVIEW This item was briefly reviewed by the Council. OTHER BUSINESS © Councilmember Knight asked if they could discuss the goals of the expansion of the Community Center because he is continually getting asked about this. Councilmember Trude stated she did not want to see a big jump in taxes unless it is supported by the community. She asked what the items are on the list that the Community Center would want. She noted she did not want to see a big tax jump. Mayor Gamache stated this is in the CIP for starting the process in 2015 and construction in 2017. Councilmember Howard stated this boils down to what the YMCA is willing to do with their capital campaign and big fundraiser. Mr. Dickinson stated the YMCA is currently prioritizing their projects. They want to have cash in hand and do not want to borrow money this time around. Councilmember Knight wondered if there will be a problem with two big projects, the community center expansion and the large community park. Mr. Dickinson stated if growth continues they could do portions of the large community park every year. ADJOURNMENT Motion by Howard, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 9:10 p.m. © Respectfully submitted, Sue Osbeck, Recording Secretary