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HomeMy WebLinkAboutSP September 11, 1996 CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (612) 755-5100 Special City Council Budget Meeting - September 11, 1996 Call to Order - 7:00 PM 1. 1997 Budget 2. Tree Preservation Policy Discussion Adjournment f-\ppr-ð ..¡-ed 101 I IGTlQ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (612) 755-5100 SPECIAL CITY COUNCIL MEETING - SEPTEMBER 11, 1996 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on September 11, 1996. 7:05 p.m., at Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Dehn, Jacobson, Knight, Kunza Councilmembers absent: None Also present: Public Works Superintendent, Frank Stone Fire Chief, Dan Winkel City Finance Director, Jean McGann Finance/Administrative Intern, Michelle Wenning Community Development Director, Dave Carlberg City Engineer, Scott Erickson City Administrator, Richard Fursman Others OVERVIEW OF 1997 PROPOSED BUDGET Ms. McGann gave an overview of the significant changes that happened between 1996 and 1997. There will be a $286,000 increase in revenue due to a 10.5 percent tax capacity increase and a 2 percent inflationary factor placed on the valuations by Anoka County. The major changes in expenditures are for public safety of police and fire. Councilmember Jacobson noted that over half of the increased revenues comes from the transfer of funds, which are internal shifts. Ms. McGann stated she separated the cost of Sunshine Park because it is the largest park complex in the City, and she felt the Council and Commissions would like to see those costs broken down. Councilmember Jacobson stated either the construction of a well or the cost of watering that park should be budgeted. Mr. Scott explained it is not known if the construction of a well for irrigation will be feasible. CAPITAL OUTLAY REQUESTS AND FUNDING SOURCES Ms. McGann pointed out the definitions and purposes of the General Fund, Capital Revenue Funds and Capital Projects Funds. She also highlighted the itemized listing of purchases from each of the individual funds. Councilmember Jacobson noted the proposal is to purchase quite a few computers for the various departments. His concern was with the expense listed for some and the total number of computers in general. One computer is shown as costing twice as much as the others. Ms. McGann stated with the new positions and the sharing that is now taking place on some computers, there is a need. The proposed computer for the new position being created, MIS/GIS Coordinator, needs to have more memory, more speed and a higher capability than the others. The City did buy a .. .-, , Special City Council Meeting Minutes - September 11, 1996 Page 2 (Capital Outlay Requests and Funding Sources, Continued) computer and program for GIS several years ago, but that never y~t off the ground. The computer is now being used by another employee, but the GIS program is not being utilized. Final costs have not yet been obtained. Chief Winkel explained they have reduced the proposed cost of a computer for the Fire Department already. They are looking for more memory and software programs to for preplanning and reporting. Councilmember Jacobson felt that the computers can be purchased at less cost than projected. He then asked about the need for exercise equipment as shown in the Fire Department. Chief Winkel explained the intent is to equip all of the stations with their own equipment to encourage the fire fighters to spend time at their home station. The equipment at Station 1 is being used every day. It is a prerequisite that the fire fighters be physically fit, though the Department is not required to have fitness programs. However, having the equipment is conducive to the City, as response times are improved tremendously when there are fire fighters at the station when a call comes in. Councilmember Jacobson did not object to some exercise equipment, but he was concerned that the stations not look lIke a fitness gym. Chief Winkel noted the error in the report for exercise equipment. It should be 2 @ $500 for a total of $1,000. He understood they will not get much for $1,000. They will also look at something reconditioned. STAFF PRESENTATION OF PROPOSED PERSONNEL ADDITIONS Mr. Fursman noted last year the Council adopted a step program for employees. The proposed 1997 budget and the program has been adjusted by the cost of living for 1996, which is 2.9 percent. That percentage was applied across the board for all Staff. He also reviewed the proposed new hires for 1997, noting the step program that would be applicable to each of those five positions. There was some concern on the part of the Council over the number of new positions that have been created the past few years. Staff explained that the new positions will be providing services which will generate revenues for the City and, in effect, pay for their positions. The request for another position in the Finance Department is the result of the increased in-house services being provided and billing back those costs. In addition, more of the special assessments are being done in- house. The work now being done in-house in the Engineering Department has been offset by a lower cost to the engineering consultant, TKDA. Mr. Fursman did not foresee hiring that many more employees in the future. The Planning Department will be fully staffed. possibly an engineer will be needed depending on whether or not the City goes into design work. The existing building with the remodeling will provide enough expansion for at least ten years. No new Public Works employees are being requested. There have been discussions that Kevin Starr, Parks --- ---_.~-+,- .. Special City Council Meeting Minutes - September 11, 1996 Page 3 (Staff Presentation of Proposed Personnel Additions, Continued) Supervisor, would be moved up to Park Superintendent and would be responsible for the park activities. If that is done, another employee would be needed to replace Mr. Starr. He also noted in the balanced budget, the Fire Marshal remains half time, though there is justification for a full-time position. He also explained the need for additional staffing as the City has grown and plans on continued growth. Staff has used conservative numbers and is proposing new positions as revenue generators. Council discussion was on the forester position. A concern of the Council was that there isn't enough work, especially during the winter months. Staff explained the wages are not in the General Fund budget but are a part of the Special Revenue Fund. The position would be funded through building permit fees and review of development proposals. This person would be responsible for on-site tree protection inspections and for erosion control, that is multiple activities. Mr. Fursman reported that of the feedback given on the post cards for rating thp. services being provided by the City, the most positive has been of the help and information provided by the forester. On a related issue, Councilmember Knight stated he has received complaints from residents that they cannot contact Staff members on Fridays. As a public institution, he was concerned with that. Mr. Fursman stated Staff will be evaluating the four-day work week this winter. Council agreed to review the forester position again after discussing the Tree Preservation Policy. The Council recessed at 8:26; reconvened at 8:32 p.m. TREE PRESERVATION POLICY DISCUSSION Eric Olson, Forester Intern, reviewed the proposed revisions to the Tree Preservation Policy, comparing the new policy with the existing one, explaining the reasons for the policy, and highlighting the issues of concern that have been raised. One of the main issues is the loophole in the existing policy that if someone does not want to go through the Tree Preservation Policy, they can simply clear cut their land before coming in to develop. That loophole has been addressed in the new policy which basically does not allow clear cutting on unplatted property. Another change is that all trees that will remain on site are to be protected; and if one dies, it will have to be replaced. This is to prevent the situation where a contractor does not protect a tree but the future buyer wants to try to save it. If it does die, then the homeowner is left with expenses of deposing it. The Attorney has said they need to clarify who this applies too. Staff is asking for direction. In general the Council had a problem with the loophole provision. The concern was to what degree of control should the City have over private property. - -- Special City Council Meeting Minutes - September 11, 1996 Page 4 (Tree Preservation Policy Discussion, Continued) Another issue noted was what some felt there is an inconsistency on the part of the City by requiring the developers to clear the first 100 feet of the property. That doesn't save any trees. Mr. Erickson stated there has been an interpretation that 100 feet of buildability needed for drainage means the property must be graded flat. Staff is looking at allowing lots to be natural and possibly run storm sewer pipes, working more closely with the developers to leave the natural areas and still provide proper drainage. Councilmember Knight felt more trees could be saved if the City was more flexible in its street design, possibly allowing more cul-de-sacs. Mayor McKelvey felt that in general the developers are all in favor of saving trees because a wooded lot is much more valuable to them than a bare lot. Councilmember Jacobson stated he feels tree preservation is extremely important, but the Tree Preservation Policy as proposed is extremely complicated for the ordinary citizen to follow. There is so much detail that the average person will give up rather than follow it. He suggested cutting back the policy to six or seven pages and simplifying the language and the procedure. Michael Click, Chairperson of the Tree Commission, stated he's been in the tree forestry business for 20 years and has been on the Commission since it started. He felt it has to be technical. Much of what is being asked for in a sketch on a single family lot is already required. This now requires the delineation of trees. Jerry Windschitl, Ashford Development Corporation, stated when the developers were allowed to grade under the old policy, many trees were saved in the developments. Since the new regulations took effect, they are not able to get a registered land surveyor to certify the grading unless they table top the development. Mr. Erickson agreed, unless they certify to customized grading, which is what Staff it working on with developers now. Mr. Windschitl stated that would be preferable. Ken Orttel noted unplatted property would include parcels that are already developed but have not been platted. He felt that should refer to undeveloped property, though he preferred the whole provision be removed plus anything that references the individual home owner. According to the definition, two trees could constitute a significant woodland. This would also mean dealing with hundreds of permits each year. He asked why this would be done as a policy instead of an ordinance. There is no penalty other than fines. He's never known ~ homeowner to intentionally destroy a tree, so he questioned the need for this extensive policy. If a tree is destroyed during construction of a house, it is a dispute in the private sector between the builder and the home owner. Councilmember Jacobson agreed, and that is why he suggested the ~olicy be simplified. He also noted that the Council made the decision that the first 100 feet of a building pad is not to be clear cut, and Staff should be following that direction. Mr. Click stated that construction Special City Council Meeting Minutes - September 11, 1996 Page 5 (Tree Preservation Policy Discussion, Continued) damage destroys more trees annually than Dutch elm disease or oak wilt combined. They come in with equipment and destroy the roots I and it:-. often takes two to three years to show up. This data can be obtaineà from the University of Minnesota. Several developers present questioned the accuracy of Mr. Click's data or that such data even exists. The discussion continued on past practices, the current policy, proposed changes, and enforcement by Staff. Mr. Carlberg felt the current policy is a good one, but the problem was more of an enforcement issue. Each Department has to be enforcing the same policy. While one suggestion was to hire an intern during the summer months again, Councilmember Jacobson offered another suggestion of perhaps a temporary full-time position for one or two years to see what happens. Mr. Fursman stated Staff will look at that, as there is year-round construction where the services of a forester could be utilized. For now he recommended the budget allocations be carried forward as proposed for all proposed new positions. When it comes time to hire, each one will be considered on an individual basis. The Council gave verbal approval to Mr. Fursman's suggestion. It was also agreed that Staff will review the proposed Tree Preservation Policy again and simplify it as suggested by Councilmember Jacobson without the provision on clear cutting trees. DISCUSSION OF PROPOSED SHERIFF'S CONTRACT Mr. Fursman noted this was covered at the September 3 Council meeting. In reviewing the figures, there is no way the City could provide that type of service in-house for that cost. The Council generally agreed with the Sheriff's contract as presented. PIR FUND DISCUSSION/OPTIONS FOR FUTURE USE OF FUND Ms. McGann provided a handout to the Council on the PIR fund and potential future uses of the monies. It did not include the $300,000 needed for the Fire department, nor did it include the growth projected for 1997 which will be approximately $200,000. The City had a net gain of about $60,000 from the Piper Jaffray investments, but there should be around $140,000 in settlement funds. Councilmember Knight suggested another $200,000 be set aside for sealcoating and overlaying of streets. His thought was to use this as seed money to build a fund for the maintenance of the City's streets. He's not advocating using all of the PIR funds for streets, only designate a larger portion of the funds for that purpose. Mr. Fursman also noted that once the lots in the commercial area along Bunker Lake Boulevard begin to sell, the Ci ty will have a stream of unrestricted revenue funds. No specific Council recommendations were made on this item. . , Special City Council Meeting Minutes - September 11, 1996 Page 6 MOTION by Jacobson, Seconded by Dehn, to adjourn. Motion carried unanimously. The meeting was adjourned at 9:50 p.m. R.::R~.L Mar ella A. Peach Reco ing Secretary - -~-