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HomeMy WebLinkAboutSP June 24, 1993 ~ CITY of ANDOVER SPECIAL CITY COUNCIL MEETING - JUNE 24, 1993 MINUTES A Special Meeting of the Andover city Council was called to order by Mayor Jack McKelvey on June 24, 1993, 6:30 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Dalien, Jacobson, Knight Councilmember absent: Perry Also present: Fire Chief, Dale Mashuga Assistant City Engineer, Todd Haas City Clerk, Vicki Volk City Building Official, Dave Almgren City Planner, Dave Carlberg City Finance Director, Daryl Sulander Others SET GOALS AND OBJECTIVES FOR 1994 CITY PROGRAMS Mr. Sulander explained he presented the 1993 Goals and Objectives for discussion and modification which will then be used as a guidance for Staff for 1994. Discussion was on the Goals and Objectives as presented by Staff and the following comments and recommendations were made: Goal #1 - Maintain the financial health of the City of Andover Mr. Sulander stated the General Fund .balance at the end of 1992 was a little over $728,000, which is about 28.5 percent of the 1993 General Fund budget. The target per the policy that was established is 33.33 percent of the following year's operating budget. The City is not quite to that goal, though a substantial amount was added to it last year. If that same amount is added this year, it would still be short. Unless a line item is added in the budget to meet that goal, he predicted it would always be short in the General Fund. It is now short about $120,000. That reserve is used to fund the operations for the first six months of the year until the revenues are received from the county. Mr. Sulander stated under the third objective, the 1993 budget did have an amount budgeted of $3,000 to initiate the severance fund to cover future costs of employee resignations and retirements. Approximately $1,500 a year will be added to it with matching dedicated social security tax through the current voluntary use of benefits. To be fully funded for the current liability in unpaid vacations and approved sick leave payable upon terminations, an excess of $100,000 is needed at this point. Though it is unreasonable to assume all employees will leave at the same time, he felt it should be funded at least to the point that one or two employees per year would be leaving the City service. He'd like to see that $3,000 matched again for 1994. .- .. -- . - - Special Andover City Council Meeting Minutes - June 24, 1993 Page 2 (Goals and Objectives for 1994 City Programs, Continued) Councilmember Jacobson asked if this would be the proper place to include the item of establishing a sinking fund for the purchase of capital equipment, that is trucks, computers, furniture, and other equipment. Chief Mashuga suggested a 20-year capital improvement plan be established for the purchase of capital equipment. Mr. Sulander stated when they have tried to account for every movable object in the Ci ty buildings, $500 is a recognized cut off. A figure of $1,000 is used on larger shop equipment. The Fire Department is using that guide in their new fixed asset inventory tracking system they are bringing on line. He has also talked to the Public Works Superintendent about a 20- to 30-year plan for City equipment, and hopefully that should be available for the Public Works open house with the City Council. Council indicated a need to establish such a fund rather than having to bond for the purchase of all capital equipment. It was noted the same problem of funding exists for street maintenance and that an additional levy amount may be needed for both items. Mayor McKelvey suggested that as bond levies drop off, that the amount be transferred to a budget line item to begin building up a fund for capital purchases, even the new third fire station or City Hall. It was then suggested that Objective 4 be added: 4. Develop and maintain an equipment schedule and funding source for on-going capital equipment replacement. Goal #2 - Provide efficient and high quality maintenance of public infrastructure. Councilmember Jacobson asked where the maintenance of the public buildings, the Fire Stations, Public works buildings, City Hall, would be included as a goal. Mr. Sulander stated it can be a separate goal itself or a broadening of the main statements for Goal #2 to include public buildings and park facilities. Mayor McKelvey preferred to see it as a separate goal, since this one deals strictly with the roads. He stated Public Works is in need of additional space. They will not be able to wait until this fire bond issue expires to build the third station which will allow Public Works to take over the present building. Plus with the rate of growth, the Fire Department may not be able to wait until the bond issue expires before that third station is needed east of the railroad tracks. Mr. Almgren felt that possibly the third station could be financed in- house rather than bonded. Mr. Sulander stated the way the PIR fund was set up is it is restricted to capital equipment and special assessment type projects and is not intended for the construction of public buildings or normal maintenance and operations of departmental functions. Mr. Almgren then suggested the money from the increased growth be used to construct the third fire station. The room is needed, and he felt this should be explored further. Special Andover City Council Meeting Minutes - June 24, 1993 Page 3 (Goals and Objectives for 1994 City Programs, Continued) Mayor McKelvey again recommended the maintenance of public buildings be a separate goal with the objectives of building maintenance and putting a new fire station east of the railroad tracks, plus long-range projects for new buildings, including a City Hall. No further action was taken on this item. Discussion was then on the maintenance of the streets and sealcoating. Chief Mashuga indicated that sealcoating is not mostly cosmetic as stated in Objective 2, but that it is needed to maintain the life of the streets by putting oil back into the surface of the road. At one time there was a schedule for sealcoating streets. Mr. Haas also stated that seal coating is more than cosmetic. He felt the City should have a program, noting it is presently behind in its sealcoating of the streets. Councilmember Knight stated the need for sealcoating may vary on the streets because of the different standards under which they were constructed. If this is funded as was talked about establishing a fund for capital equipment, a regular street maintenance schedule can be established and funded from the General Fund. He felt the public would be more receptive to that, that it would be difficult to convince the public to be assessed for sealcoating. He believed once streets are in, it becomes the City's obligation to take care of them. Mr. Almgren stated many places in the country have the policy that if the residents want their streets seal coated or Public Works determines a road must be sealcoated, those benefitting should pay for it. Councilmember Jacobson agreed with Councilmember Knight that a fund should be established so the seal coating should not have to be charged; or if there is a charge, that it would be very minimal with the City funding the majority of it. Without seal coating, he felt the roads will fall apart and will cost the residents more in the long run. After some calculation, it was determined an estimated $150,000 would be needed for sealcoating every year to sealcoat all of the streets on the average of once every seven years. Counci1member Jacobson felt that a fund for sealcoating should at least be started now. The Council generally agreed that is a goal they'd like to be able to attain. It was also generally agreed that sealcoating is more than cosmetic, that snow and ice removal may sometimes be contracted and not done exclusively with City Staff as stated in Objective 3, and that additional capital equipment is ultimately approved by the City Council upon the recommendation of the Department heads. It was agreed to change the Objectives to the following: 1. Provide patching, repair, sealcoating, and grading of roadways to prevent deterioration and extend the street's life as a part of normal maintenance. 2. Remove snow and clear ice to ensure the roadways are properly maintenance and driveable. 3. Consider additional equipment deemed necessary by the Public Works Superintendent to maintain and repair infrastructure on a regular basis. Special Andover City Council Meeting Minutes - June 24, 1993 Page 4 (Goals and Objectives for 1994 City Programs, Continued) Goal #3 - Provide for the health and safety of the citizens of the City of Andover. The Council agreed the amount of police protection may change in the future and that the Objective should not state a specific number of hours of protection. Mayor McKelvey stated the source of protection may be considered in the future, either a City Department or combination police force with another City. It was also generally agreed that though the DARE program is beneficial and something the City may wish to continue funding, it is not the type of objective that should be included here since other programs funded by the City are not mentioned as objectives in other areas. Councilmember Jacobson questioned whether something needs to be mentioned regarding the testing of the water supply. Mr. Almgren stated that is being done by the State. He did note a health issue will be the enforcement of the recently passed ordinance to inspect all on-site septic systems in the City once every two years. Mayor McKelvey stated the intent is that the administration of that program would be done in- house and funded by a fee to the homeowner for the inspection. Mr. Carlberg suggested this could be added under a general statement of code enforcement, as there are a number of different ordinances that require certain things. No specific decisions were made on this issue. Chief Mashuga suggested a correction to Objective No. 2 regarding fire protection and the consideration for the acquisition of equipment. Council asked that objectives for the acquisition of equipment be similarly worded in all instances. Mr. Sulander suggested rather than listing the acquisition of equipment under each goal separately, that the equipment replacement goal schedule be modified in Goal #1 to include the replacement and recommendation of new equipment. No specific decision was made by the Council on on this suggestion. It was agreed to change the Objectives to the following: I. Provide adequate police coverage through the Anoka County Sheriff's Office. 2. Provide fire protection and rescue service through the Andover volunteer fire department and encourage residents to become volunteers by providing training, a stipend and contributions to a pension plan; and consider equipment acquisition deemed necessary by the Fire Chief. 3. Ensure residents and businesses a safe place to live or work by providing building inspections and plan review for all construction in the City of Andover. Goal #4 - Provide and maintain a variety of parks and recreational areas for the enjoyment of Andover residents. Council agreed to change the objectives to the following: Special Andover City Council Meeting Minutes - June 24, 1993 Page 5 (Goals and Objectives for 1994 City Programs, Continued) I. Develop Kelsey-Round Lake Park as a regional park, as outlined in the plan prepared by the City, through the use of federal grants and local funds. 2. Develop, improve and maintain neighborhood parks as recommended by the Park and Recreation Commission and their Staff. Goal #5 - Operate the City in accordance with all applicable state and federal legislation. Council agreed to reword the goal and eliminate the objectives: Provide resources necessary to operate the City in accordance with all applicable state and federal legislation. Goal #6 - Provide the residents of Andover with high quality service. Councilmember Jacobson stated he would like to see the Council hold town meetings once or twice a year. Council felt that holding town meetings would be a good idea and talked about when and how those meetings should be held, but made no specific decision to include it as an objective. Councilmember Jacobson stated the City is growing at a very fast rate, but consideration is not given by the City as to the impact on the schools, taxes, transportation, police and fire protection, etc. He wondered if it is time to look at whether it is good to continue expanding at this fast pace or whether the City should consider a method to slow growth to allow these other entities to catch up. Mayor McKelvey stated that the problem is if Andover would stop building, people would continue to buy new homes but would by-pass Andover for more northerly locations. And they will then have to drive through the streets of Andover to get to Highway 10 and points south. Councilmember Knight felt it is ironic that the development is creating a situation that is contrary to why many people moved to Andover. Councilmember Jacobson suggested that under one of the objectives for 1994 this issue be discussed with the Planning and Zoning Commission. Councilmember Knight agreed, thinking there is a tendency to equate all growth as good, and that is not necessarily the case. He thought the City should talk about giving consideration to the service and environmental impacts by development. The Council generally agreed to hold a special meeting on this issue in the fall of 1993, possibly as a joint meeting with the Planning Commission. Chief Mashuga also noted a problem with the manner of development itself, that is houses can be built prior to the construction of the roads. It has created a problem where there have been fires and the Fire Department is unable to reach the home because the roads are not completed. Mr. Almgren stated there may have to be an ordinance change to not allow homes to be constructed until after the streets and utilities are in. It has been a hassle with vehicles getting stuck when roads are not constructed, plus it is a safety issue when a fire or Special Andover City Council Meeting Minutes - June 24, 1993 Page 6 (Goals and Objectives for 1994 City Programs, Continued) rescue vehicle is unable to get to a house. Discussion was that other cities require utilities, curbing and one layer of tar be installed, then houses to be constructed, with the final layer of blacktop done at the end. It saves the wear and tear on the roads. Council also noted the suggestion has been to increase the thickness of blacktop on the roads to three inches. Staff noted the thickness of the tar is a Council decision. MOTION by Knight, Seconded by Jacobson, to refer the issue to the P & Z of looking at the sequence of building and road usage, for them to consider and look at for a public hearing. Motion carried on a 4-Yes, 1- Absent (Perry) vote. REVIEW PERSONNEL REQUIREMENTS Mr. Sulander reviewed the charts displaying the current organizational structure of the City Staff. Personnel requests to the Council will come through the departmental budgets in the next four to six weeks. Consideration is needed on the recent action to hire a temporary maintenance person to do the water and sewer inspections, taking it from the Building Department and putting it under Public works maintenance. will this become a permanent position or a summer seasonable job? Public Works is still desirous of a full-time secretary and will be making that request for 1994. The Building Department would like to reclassify the Building Clerk position. That position has grown to working basically as a secretarial function. It is an equity classification issue. The City hasn't undertaken a re-evaluation of the positions since the original implementation of the job classifications. That may need to be thoroughly researched in the next year or two. Mr. Sulander stated he would like to have a Personnel Committee meeting specifically in the same time frame as they are looking at the departmental budgets so those types of things can be talked about. councilmember Jacobson stated he would be interested in seeing the statistics of employees per 100 residents in the Andover compared to other cities. No Council action was needed on this item. SET MEETING DATE TO REVIEW DEPARTMENTAL BUDGETS The Council agreed to hold a budget meeting on Thursday, August 12, 1993, 7:00 p.m. AUTHORIZE DISBURSEMENT CLAIM MOTION by Knight, seconded by Jacobson, to authorize payment of $42,039 to Anderson Mechanical, Inc. , for Pumphouse #4. Motion carried on a 4- Yes, I-Absent (Perry) vote. .- . Special Andover City Council Meeting Minutes - June 24, 1993 Page 7 RECEIVE PETITION/RECEIVE FEASIBILITY REPORT/ORDER IMPROVEMENT/WATER - IP93-15, LOT 11, BLOCK 7, ANDOVER BOUNDARY COMMISSION PLAT #1 Mr. Haas stated the water line will be able to serve two or three lots at the maximum unless it is extended beyond this property. The intent is just to get the line to this property at this time. Commissioner Dalien noted the plat has not yet been assigned a number by the county, so Lot 11, Block 7 is not yet an official legal description. MOTION by Knight, Seconded by Jacobson, the Resolution declaring adequacy of petition and ordering preparation of a feasibility report for the improvement of watermain, Project No. 93-15, for 3939 143rd Avenue NW. (See Resolution R137-93) Motion carried on a 4-Yes, 1- Absent (Perry) vote. MOTION by Knight, Seconded by Jacobson, the Resolution accepting feasibility study, waiving public hearing, ordering improvement and directing preparation of plans and specifications for the improvement of Project 93-15 for watermain for 3939 143rd Avenue NW. (See Resolution R138-93) Motion carried on a 4-Yes, I-Absent (Perry) vote. MOTION by Jacobson to adjourn. Motion carried on a 4-Yes, I-Absent (Perry) vote. The meeting was adjourned at 8:45 p.m. I Respectfully submitted, ~~¥~ Recording Secretary