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HomeMy WebLinkAboutWK - November 28, 2017ANL6 Y A O F6 © 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV City Council Workshop Tuesday, November 28, 2017 Conference Rooms A & B 1. Call to Order— 6:00 p.m. 2. Fire Department Update — Fire 3. Discuss Ham Lake Proposed Development —Engineering 4. Discuss Parking Issues at Prairie Knoll Park—Engineering 5. 2018 Budget Development/Tax Levy Final Review Before Public Hearing - Administration 6. 2017 Budget Progress Reports -Administration 7. October 2017 City Investments Review -Administration 8. Other Business Closed Session 9. City Administrator Performance Appraisal 10. Adjournment LAW] S ANDOVER CITY COUNCIL WORKSHOP MEETING — NOVEMBER 28, 2017 MINUTES The Workshop Meeting of the Andover City Council was called to order by Mayor Julie Trude, November 28, 2017, 6:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Mike Knight, Sheri Bukkila, Valerie Holthus and James Goodrich Councilmember absent: None Also present: City Administrator, Jim Dickinson Community Development Director, Joe Janish Public Works Director/City Engineer, David Berkowitz Assistant Public Works Director, Todd Haas Fire Chief, Jerry Streich Human Resources Manager, Dana Makinen Others FIRE DEPARTMENT UPDATE Fire Chief Jerry Streich began working with the Fire Department in 2014. Paid on call members (volunteers), get paid, $16.00/hour and a $5,500 pension contribution annually. There are currently 47 active members we target 55, so we are currently short 8 members. An informational session was recently held to recruit new firefighters, there was a full room. He subsequently received 20 applications. The biggest concern now is not recruiting, but more about retention. We are struggling with the daytime response, with about 10 firefighters available to respond during that time. They very rarely miss a shift and are a great benefit to the community. With the daytime duty crew, they have improved response times and no more daytime coverage problems. We have 37 night time responders. Mayor Trude asked about the difficulty in keeping to 20 hours and under. In response, Chief Streich noted part-time firefighters have unionized in other cities. Currently, the City is limiting the duty crew number to 20 firefighters, which means there are 10 available to work on each shift, plus the Assistant Fire Chief Pat Devaney and the Fire Chief. In addition, there are 5 Public Works staff that can step in as firefighters. Staffing is getting especially challenging for on-call. On-call firefighters have provided over 13,000 hours in 2016, and many hours that they do not keep track of. Morale is high at the fire station and they have contributed on average 300 hours of service. A few years ago many of the calls were medical calls and those calls were reduced by only going 10 to calls we can make a difference at. They were able to cut down the calls by 30%, to 700 calls, but now it is back up to 900 calls. The crews work closely with Fire Chief Streich and Assistant Fire Chief Devaney to help manage big incidences, because otherwise it would be an on-call ® Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 2 member not as familiar with the resources in the community leading the response. Typically, they have 80 calls per month, with 56% being medical calls. The more calls they go on can lead to burnout. On a shift, they are at the fire station from 5:00 a.m. — 5:00 p.m. Daytime calls tend to be an hour or so. Daytime is also busier. Weekends are a challenge right now so they would like to move to add the duty crew model on weekends. Sometimes people get called away up to 8 times on a Saturday, with each call being about 30 minutes. Firefighters find this to be very disruptive. The duty crew can actually help save money. Mayor Trude asked if they thought they needed to look at the medical calls again. Chief Streich stated they work closely with the Sheriffs Office and Allina who provides the ambulance services. He stated a majority of the calls that they go on they can have an impact on, examples given were: administer an epi injection, provide an airway, and give Narcan. Each of these can save a life and we have saved lives. Some of the calls that come in are by the elderly. The department is still probably doing 150 lift assists and that usually results in helping put people back into bed. Most of those are in independent living situations. Sometimes a request for a lift assist can really end up being a broken hip. Some buildings in the City have a policy about no lift assists can be done by staff to save work compensation dollars and minimize risk. The point was also made that the fire department does not necessarily know where an ambulance is or comes from because the City © has a third -party supplier of that service. Regarding the recruitment of firefighters, volunteerism is down everywhere. Minnesota is number 49 with Montana as number 50. Chief Streich noted families in the City are very involved in sports and some are single parents. He also noted the City's response times are longer because there is more traffic now and it takes longer for firefighters to get to the fire station. Time is the new money. Some are there for the pension, older firefighters are the role models. The younger employees want to get more involved, but are generally not as loyal to employers when it comes to longevity. The daytime duty crew can choose when they are on shift. The training now also includes active shooter situations and it is difficult to find the time to get everyone trained. If there is a major incident, everyone wants to come. Thirty-two people have left the department in the last 4-5 years. Typical reasons have been: family, health issues, moving due to no longer being able to afford to live in Andover, work-related issues, and retirement. The Chief and firefighters have literally gone door-to-door to recruit people. Station 1 has the most turnover, with over 460 calls/year. Station 2 has 176 calls. The challenge is finding a way to build it into their life. Recruiting is very time consuming and takes away from other fire department initiatives. There is a big need in the fire department for someone to drive community impact, and help with training and recruitment. There is also a need for someone to interact with the community, such as heart safe. There have been over 700 community contacts and public education eats into the firefighting time. There needs to be consideration for someone to do community education, recruiting and to help with firefighter training. © Councilmember Holthus asked how long it takes for a firefighter to be fully trained. Chief Streich responded that it takes 1.5 years. When training is complete there is money that comes back from the State of Minnesota. The department does not want to reduce its training. Currently firefighters receive 110 hours of medical training, plus 276 hours of firefighter training. Families are invited © Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 3 to the initial sessions. Right now, the department pays for 40 hours of the training. In addition, they receive 13-15 college credits for the training time. It costs $8,300 for each firefighter. Chief Streich noted the State had a payback program where cities for the firefighters received $500 from the State if firefighters stayed one year, and it did not make a difference in retention. Chief Streich stated those that make it through initial training get 3 months to see what it is like before going to the Academy. Councilmember Knight inquired about specific medical training. Chief Streich responded by stating with medical and trauma training firefighters get a variance to do more, like epi shots, Narcan, airways, and assist with births. The staff saves lives and that shoots the morale up. The medical calls are being monitored, but the biggest concern is still recruitment and retention. The department does need help with the education piece and does not need that person to be a firefighter. Chief Streich suggested there might be someone currently within the department that may be interested in such a position and could backfill as a firefighter. Mayor Trude asked the Chief was enjoying working with the staff and being in the City. He replied © that having the team here is really nice and he likes Andover. Councilmember Holthus asked if it was possible to collaborate with another City to create this position. Chief Streich replied previously they received a $100,000 grant and there had been a coordinator in the past and that did work. In response to a follow up question he stated other cities do not have this position currently as they were previously grant funded. Councilmember Knight asked if drug issues affect the fire department. Chief Streich replied firefighters themselves are exposed to opioids. It is a problem everywhere, including Andover. Councilmember Bukkila asked about turnover comparisons and trends. Chief Streich stated it is a national problem and a known issue. The early to mid-30s is the prime age to recruit. Andover has more female firefighters than in other cities. During the daytime there are several females that assist while their kids are at school. Having another position to assist with recruitment is going to pay off. Station 1 has the heaviest traffic. Councilmember Holthus asked if it is 8 new hires that are needed. Chief Streich reminded the Councilmembers that these are part-time positions and the City only has 3 full time firefighters. Councilmember Bukkila asked if there were anticipated changes in the next 6 months. Chief Streich replied they will recruit as needed. Most firefighters do not want to leave but they have to leave. It cannot be predicted. © Councilmember Holthus asked if the duty crew could shift their duty hours to 7:00 a.m. — 7:00 p.m. which would cover more calls since 5:00 a.m. — 7:00 a.m. has a lower number of calls. Chief Streich stated most people are traveling to work during that time so the department has trouble © Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 4 getting people to show up for calls because they are commuting. Mr. Dickinson stated they will continue to evaluate and that just getting part-time staff is possible with what the City is paying. There will need to be unique solutions along the way and the City and Fire Department will need to address all issues in some way. The weekend duty crew is a new way to meet the minimum service requirement in the City. Mr. Dickinson stated they would need to work together to back -fill, maybe collaborate, or maybe hire. DISCUSS IMAI LAKE PROPOSED DEVELOPMENT Mr. Berkowitz described a development proposed in Ham Lake that borders the City of Andover and explained staff is requesting direction from the City Council whether there is support to extend University Avenue north of Crosstown Boulevard, and whether there is support to make a road connection to 173`d Lane to provide a secondary access/egress to the Genthon Ponds development. Mr. Berkowitz noted the cul-de-sac at the end of 173`d Lane has a temporary cul-de-sac sign that indicates the road will be extended in the future. Jeff Stalberger, developer, and new to development in Andover, stated he has mostly done work in Ham Lake, although he lives in Andover. He plans in this development to connect to the temporary cul-de-sac. He is working with Anoka County on access to Crosstown Boulevard. He stated he will probably do something to 173`d Lane as well. The County wants only one access, the least amount possible and common practice is to make natural connections, some of the area under discussion is in Ham Lake, part is in Andover. Mr. Berkowitz posed the question, does the City still want to maintain an easement? And is the Council interested in this connection? It would provide extra access to this new development and other areas. Councilmember Goodrich suggested making the proposed connection and skipping the University Avenue extension. Mayor Trude expressed a preference for having the property owners in the area have a say in the matter. Mr. Berkowitz asked the question as to whether it is up to Ham Lake to serve the area. Mayor Trude wondered if the Andover landowner would get 2 lots or 4 if University Avenue was © extended. It was confirmed the 7.73 acres includes wetland and she wondered if someone had talked to the land owner that has the 10 acres. Mr. Berkowitz stated they had met with him first and there would need to be a vacation of a public easement at a Council meeting, but there would not be a public hearing in Andover for a Ham Lake development. © Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 5 Mr. Stalberger stated it would be nice to have a decision made before the plat comes up for approval. Councilmember Holthus expressed she felt the matter was outside the Council's purview because it is in Ham Lake. Mr. Dickinson stated there .could be a neighborhood meeting suggesting what staff is recommending to the Council. When the development was designed, it went to the Ham Lake line for a purpose. Mayor Trude noted there is a basketball hoop in the cul-de-sac and public utilities. Mr. Berkowitz stated there will need to be a Joint Powers Agreement if a connection is made. Mayor Trude confirmed she would like to have an informational meeting for the neighborhood. Mayor Trude asked if the project could be done without the connection. Mr. Berkowitz suggested explaining the project at a neighborhood meeting and seeing what reaction was received. Councilmember Bukkila asked if public safety would override what the residents wanted. Mr. Stalberger stated the lots would be 1 acre and larger. There will be about 30 homes and most lots will be 2.5 acres. Councilmember Holthus stated she liked the idea of a neighborhood meeting to provide transparency. Fire Chief Streich asked if there would be more traffic on their road. Mr. Stalberger thought not because it would be easier to exit or enter the development the other way. Mr. Berkowitz confirmed he will work with Mr. Stalberger to make plans for a neighborhood meeting. Councilmember Bukkila asked if they would be able to meet Mr. Stalberger's timeline. Mr. Stalberger confirmed it would be too much money into the engineering costs without pursuing the answers to these questions first. He has 167 acres total and this is the first part to be developed. He expressed appreciation for moving forward on a decision as soon as possible. © DISCUSS PARKING ISSUES AT PRAIRIE KNOLL PARK Assistant Public Works Director, Todd Haas noted the last half of October and first week of Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 6 November are playoff time for the youth football program and on October 25, 2017, during playoff games, the Anoka County Sheriffs Department received a call from a resident about vehicles parking in the ditch along 146`h Lane NW. This was not the first time the resident had called about parking issues at the park as this has been an ongoing concern by residents over the past few years during both lacrosse and football seasons. Mr. Haas stated the Sheriff s Department responded on October 251h and issued three citations and other individuals moved their vehicles so they were not cited. But by moving the vehicles elsewhere, the drivers had no place to park except on 148`' Lane NW, Palm Street NW, and on Prairie Road since the south, north, and east parking lots within the park were full. He explained there are No Parking signs along both sides of 146th Lane NW west of Prairie Road past the park. Prairie Road has a couple sections posted No Parking on both sides, north and south of 146" Lane NW so it does not restrict the site distance concerns for vehicles wanting to access Prairie Road or to cross the intersection. Mr. Haas explained there are several options for the City Council to consider to resolve neighbors and the Sheriffs Department concerns with drivers parking in the ditch or grassy areas or designated No Parking areas: • Allow parking on the north side of 146th Lane NW west of Prairie Road. 10 • Restrict parking on the east side of Prairie Road north and south of 140h Lane NW. • Restrict the number of games being played on any given night. Mr. Haas explained there are 216 parking stalls available. As many as 255 stalls can be needed, dependent upon scheduling. Safety is a significant issue. Mayor Trude noted that parents do not want their kids out past 10:00 p.m. for an athletic activity. Lieutenant Lenzmeier noted people have been parking on both sides of the street and it a narrow road, and the kids are wearing shoulder pads [which may impair their vision]. He said, "this is a disastrous setup." A resident calls in with parking violations, and the Sheriffs Department them has resources there for the majority of the day. He commented that unless the Department is there all the time, they will continue to get calls all the time. It was pointed out that Andover has one of the largest football associations in the metro, with 1,000 kids in it. Councilmember Bukkila asked about adding chain link fence to the existing non -paved parking lot to direct people where to park so that the maximum number of cars are able to park in the lot. Councilmember Holthus confirmed she has seen cars go through the area really fast and she felt it is dangerous. Mayor Trude asked why the City does not allow ditch parking. Mr. Berkowitz responded if the ground is wet, it is a mess to repair. The area has been this way since the high school was opened. Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 7 Mr. Haas stated the Park and Recreation Commission is recommending only 2 games per night. They are only playing certain nights per week right now, so they would be able to expand the number of nights and still get the same number of games in during a given week. Mr. Berkowitz noted Fox Meadows will be available next year for use. Mr. Haas pointed out that it helps to rest the field, but it is still possible to rearrange the schedule so that there is another night when they have games. Mayor Trude stated she believes that 3 games per night in a short time frame causes a shortage of parking. Mr. Berkowitz suggested sitting down with the Association and come up with another plan, letting them know that the Council supports 2 games per night. Mr. Haas noted Blaine and Centennial had been using Andover's fields. Councilmember Bukkila asked if the City could do a cost estimate on the chain link parking © enhancement. Mr. Berkowitz stated he believes that such a [parking] project would not have enough ROI and that it would require additional time to maintain, but that he would price it out. Councilmember Knight confirmed he would like to see the football organization sit down with the City and work things out. The recommendation is to work together with the football association to find a solution. Gary Aus, a homeowner near the fields, asked to speak on the issue. He stated he has seen cars on both sides of the road, and that there had already been a fire set in the porta potty and the fire department could not get to it due to the parking issue. He confirmed he spends a lot of time maintaining his yard. Vehicles have torn his yard up, his fence and mailbox has been knocked over. The kids are getting out of vehicles and are not looking carefully before they cross the street with their gear on and the cars are going 50 m.p.h. Vehicles are exceeding 60 m.p.h. He asked about adding a 4 way stop on Prairie Road to slow down vehicles. He believes there should not be more than 2 games going on [to reduce the number of vehicles], but he believes that vehicles will still park on the street to get closer to the fields and that police have better things to do than monitor a parking lot. Mayor Trude stated the high school appreciates that the City has a really good football program and that it is a good community value. She would not want to hear that kids could not play football [because there was not enough field time]. Mr. Berkowitz confirmed the goal would be to fully utilize all facilities and work with the Association. © Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 8 Lieutenant Lenzmeier stated the biggest safety concern is on Prairie Road. No conclusions regarding parking were made by the Council. Lieutenant Lenzmeier went on to state the City is setting people up for failure because there are only 216 parking spaces. He does not recommend more "no parking" signs be placed. Mr. Haas confirmed the Associations would communicate that vehicles will get ticketed if they, park in no parking areas. RECESS Mayor Trude recessed the regular City Council Workshop meeting at 7:52 p.m: 1: Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 9 confirmed that no one has called the City offices. Mr. Dickinson confirmed the tax capacity rate is proposed to be 34.37%. 2017 B UDGET PROCESS REPORTS Mr. Dickinson presented the October 2017 General Fund Budget Progress Report, noting the City's 2017 General Fund Budget contains total revenues of $10,825,139 and total expenditures of $11,039,719. A decrease in fund balance is planned. Mr. Dickinson noted the City will not build as many homes this year and that charitable gambling is being used to fund some traditional general fund items. The financials are looking good at the end of the year. Mayor Trude asked about the Recycling Budget variance. Mr. Dickinson responded the increased expenditures are matched with additional revenue from Anoka County. OCTOBER 2017 CITY INVESTMENTS REVIEW © Mr. Dickinson noted this item is for review by the Council and if there are questions, Councilmembers should email him for clarification. He stated cash flow is a top priority. r�1 r r; � �►; �; � iay zu�xy Mr. Dickinson stated January will be a busy month for the workshop meeting. The Council will need to set aside extra time to interview Commission candidates. Mayor Trude inquired about the new Planning & Zoning Commission member that had essentially a 3 -month term. Mr. Dickinson stated he would need to reapply. RECESS AND RECONVENE Mayor Trude recessed the regular City Council Workshop meeting at 8:34 p.m. to a Closed Session of the City Council to discuss Mr. Dickinson's performance review. The City Council reconvened at 8:55 p.m. ADJOURNMENT Q Motion by Bukkila, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 8:56 p.m. Andover City Council Workshop Meeting Minutes —November 28, 2017 Page 10 Respectfully submitted, Marlene White, Recording Secretary X F