Loading...
HomeMy WebLinkAboutSP November 24, 1998 CITY of ANDOVER L ANDOVER CITY COUNCIL MEETING - NOVEMBER 24,1998 - MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on November 24, 1998,7:06 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Mike Knight, Ken Orttel Councilmembers absent: Bonnie Dehn, John Kunza Also present: City Building Official, Dave Almgren City Engineer, Scott Erickson Finance Director, Jean McGann Public Works Superintendent, Frank Stone Fire Chief, Dan Winkler Park and Recreation Commission Chairperson, AI Grabowski City Administrator, Richard Fursman Others PROPOSED 1999 GENERAL FUND BUDGET Ms. McGann explained that all surplus funds for 1998 have already been included in the budget except the position of a parks maintenance person. There is also an additional $40,000 ITom the PIR fund that can be used for additional items. She then reviewed the proposed 1998 surplus reallocation of$398,821 among the Year 2000 calendar and contingency, Kelsey-Round Lake Park grant match, voting booths, parks, street maintenance, engineering, storm sewer, finance, the police contract, the Fire Department and an addition to the contingency fund. Councilmember Orttel suggested that in the future, the fact that there are other dollars coming in parks ITom park dedication should be factored in the overall planlÚng of the parks unless there is the philosophy that the park dedication is used only for the parks in those particular plats. He didn't think that was the case. Chief Winkel explained the $62,000 for their Department is about $12,000 for building repairs and to section off sleeping quarters for overlÚght stays, and another $50,000 for general equipment such as turn-out gear. He also stated that the Department heads met today to review the list for the 1998 reallocation, and all are comfortable with the list. Ms. McGann explained there is approximately $700,000 in the PIR fund. About $420,000 has been earmarked for the Bunker Lake Boulevard project, and she wants to keep at least $200,000 in the fund. Mr. Erickson estimated about $420,000 of the project will not be fundable by MSA funds, though some may be TIF fundable. Mr. Fursman stated to finish the commercial park plus fund Bunker Lake Boulevard with TIF funds will not be feasible without bonding. He will look at when it will be feasible to go for another TIF bond. He also noted that the City Attorney is advising the City not be using the trail fees that have been collected at this time, as they may have to be given .. . ...-. .._~t" . -.._. - I Andover Special City Council Meeting Minutes - November 24, 1998 Page 2 (Proposed 1999 General Fund Budget, Continued) back, depending on the outcome of the court case. However, that money could be available within the next two years or so for trail development. Mr. Fursman explained the requests for employee additions and modifications. Two additional seasonal employees are requested in Public Works plus a planning intern in the CommuIDty Development Department. Permanent employee additions include a park maintenance employee, an order entry/data entry clerk, and two to three part-time fire inspectors to help the Fire Chief. The recycling position is proposed to be full time. Ms. McGann stated those additional positions are included in the budget before the Council. The additional employee in sewer and water, a full-time forester and a seasonal central equipment mechanic have nothing to do with the General Fund. Mr. Stone proposed establishing a central equipment department and contracting with other governmental agencies. He has talked with the City Attorney about this who has said it is okay to contract with other cities to generate revenue for the City. The intent would be to hire a full-time mechanic in the future. He already has had two cities indicate they would be willing to talk with Andover about contracting that type of work. The proposal is for a part-time mechanic at this time to work about 100 days in the fall and winter unless they go with a six-month internship. It will take six or seven months to get into full operation, plus they need to look at buying the equipment needed. After some discussion, the Council generally agreed with Mr. Stone's proposal. The Council expressed some concern about the need to hire a full-time forester. Mr. Erickson stated three years ago the City began hiring forestry interns who worked between three to six months, which has worked out very well. The forester has indicated he has about seven public contracts per day in the summer. Those calls do continue on through the winter, and now Staff just defers them to the summer. The reason for a full-time forester is to write grants in the winter and field those calls from residents. Councilmember Orttel noted the difference between the $9,000 being paid now for a forester and the $33,000 proposed. He hasn't had the residents ask when the City is going to add a forester to the Staff. Other sources are available such as the library, nurseries, etc., for the residents to obtain information. He wondered if this is money being wisely spent. Councilmember Knight had the same reservations. He didn't feel there would be enough work to warrant a full-time position. Ms. McGann stated about 50 percent of the cost of this position is being bìlled out for services. She stated she will provide more information on the position and the billing for the Council. This item is outside the general operating fund expenditures and could wait until February, 1999, to be decided. Discussion was on the Enterprise Funds. Ms. McGann stated they are self-funding. An additional person is being added. Councilmember Orttel asked the ratio between the number of users to the number of employees. Is there a number of houses added to the system that is used to determine when a new full-time employee should be added? Mr. Stone didn't have that specific information and noted with additional personnel, they would be able to do more of the things that other cities do. Mr. Fursman provided a chart indicating the increase in union workers from 1994 through 1998. Mr. Stone stated the staffing is about 75 percent of what is needed in the Public Works Department. . í Andover Special City Council Meeting Minutes - November 24, 1998 Page 3 (Proposed 1999 General Fund Budget, Continued) Ray Sowada, Streets and Highways, stated they aren't able to keep up with sweeping the streets. They are going to need an additional person and possibly another machine, either purchased or leased. Mr. Stone stated the City should own its own street striping machine. Right now they contract that job. He stated there is no question they would save money by doing it themselves. The Council suggested Staff look into a striping machine. The importance of keeping the streets swept so the sand does not get into the storm sewer system was acknowledged. Ms. McGann stated Staff has been discussing alternatives for staffing. Now the Building Department contract pays $20,000 plus mileage for a building inspector. Discussion has been to combine that position with a fire inspector as a full-time position. Mr. Almgren stated that would have to be explored further and no conclusions have been reached. Chief Winkel stated part of the issue will be finding someone that is qualified, and he reviewed the training requirements that are needed. The Council felt the proposal is worth looking into. The Department heads then addressed the Council. Chief Winkel stated his number one priority has been and continues to be to have a full-time fire marshal position. With the growth plus anticipated industrial expansion, he doesn't know how he will be able to keep up with that as well as manage a SO-person department. Money is allocated in the budget for part-time inspectors, but he had a concern that it will be more difficult to manage that. There are two or three firefighters who are qualified as inspectors. Mr. Stone stated with the growth of the City, more personnel is needed. They are about four people short. He didn't expect to add all four positions in one year. The supervisors are very dedicated. Other than the need for additional personnel and equipment plus replace old equipment, they are in good shape. Councilmember Orttel complimented the Staff for their efforts and their good work. He also liked the idea of generating revenue from the signs and central equipment departments. Mr. Almgren stated with the amount of building taking place, he'd like to explore the idea of another contractual person. He did some research on licensing of apartments and found that The Farmstead and Grey Oaks will fall under those licensing requirements. Now he'd like to keep a person under contract and pursue a full-time position as the work load dictates. The Council agreed he should pursue another contractual person. Mr. Erickson stated the Engineering Department is functioning well with the Staff now in place. They have been doing a lot of work for the parks. They will be working with Public Works in the reconstruction and overlay program, which will be a big issue as the streets get older. Ms. McGann noted there has been a reduction in fees generated by the Department because they had been doing a lot of parks work as opposed to hiring outside consultants. None of the work for parks is billable. The Department is still self-funding, but they have just not generated as much revenue as anticipated in 1998. Mr. Erickson stated they have also been doing work on the commercial park, which has not (Proposed 1999 General Fund Budget, Continued) .' .. "-- - I Andover Special City Council Meeting Minutes - November 24, 1998 Page 4 (Proposed 1999 General Fund Budget, Continued) been charged to the TIF fund. Mr. Fursman thought that work would be an appropriate use of the TIF funds and would look into it further. Mr. Stone stated right now they do not have the money in the budget to handle weekend tournaments in the parks. The associations can maintain the fields themselves. But Kevin Starr in Parks also has many organizations volunteering their time in the parks, and overtime money is needed to coordinate those efforts. Mr. Starr asked for extra money for overtime for the weekends to oversee the volunteer organizations. The efforts put into the parks by those organizations is a huge benefit to the City. Ms. McGann stated $30,000 is allocated for overtime each year. In 1998 Public Works used $50,000 in over time. Councilmember Orttel felt that maintenance and oversight is needed for the tournaments, plus oversight of the volunteer organizations. It is not a big factor in the budget. Mr. Stone stated he will research how other cities handle the maintenance and oversight at weekend tournaments. He will work with the Park Board and bring back a recommendation to the Council. Ms. McGann felt that with the additional employees in Public Works next year, the amount budgeted for overtime will be sufficient. No change was suggested at this time. Mr. Stone stated maintenance of the trails this year will be adequate; but in the future, the funding will not be sufficient. Funds should be set aside for sealcoating, repair and replacement in the future. Mr. Erickson stated the trails are built to street standards, so he anticipated they would last beyond 20 years, especially because there is little to no vehicular traffic on them. Mr. Starr stated the trails to the schools will be plowed in the winter; the others will not be. The City does not have the machinery necessary to groom for cross country skiing. Councilmember Orttel noted the trails have been the most visible and positive thing the City has done, and the residents are very pleased with them. He suggested that item be watched closely and see what happens in the next couple years. Todd Haas, Assistant City Engineer, stated parks has been getting $40,000 to $50,000 each year for park improvements, which doesn't go very far. There are parks like Shadowbrook East that should be developed. Public Works is interested in keeping the use of the parks limited so they don't get overrun. Shadowbrook East is proposed to be developed with two ball fields. Also, the City has a matching grant to do the next phase of Kelsey-Round Lake park. The two sections of the park need to be connected. Councilmember Orttel explained people in other cities have supported bonding to keep land open and rural. Because the people in Andover love the trails and complain about not wanting to develop every piece of land, they may be willing to bond for open spaces like Woodbury has done. Woodbury bonded to buy the development rights of certain parcels ofland. He suggested this is something the City should look into in the next year and a half. Park and Recreation Commissioner Dave O'Toole stated the trail system has been a big benefit to the residents, but it is also a safety issue. It has been suggested that the trails along major roads are not a park issue but a development and transportation issue, paid for by the developer. Mr. Haas stated the City needs to look at the capital improvement plan for parks for the future. There are a number of parks that are outdated. The playground needs to be handicapped accessible - ~ -, ~. -. ~ "-- . -.. I Andover Special City Council Meeting Minutes - November 24, 1998 Page 5 (Proposed 1999 General Fund Budget, Continued) and equipment replaced. In some parks the equipment is being pulled out and not replaced because there is no money in the budget. Commissioner O'Toole noted the City of Coon Rapids is redeveloping three parks at a cost of $ 130,000, all funded by CDBG funds. Ms. McGann stated she will check into the handicapped accessible criteria and the application for the unallocated CDBG funds ITom the county. Mr. Haas stated this winter the Parks Department will be discussing which parks can be sold. The Council stated some of it can be left natural, thinking then there is very little liability. Mr. Fursman summarized the proposals for Staffing. The final numbers are not yet in and the Building Department is stìll working at a rapid pace. That means there may be additional revenues to be considered in January. The City is at its maximum levy; however, according to the Minnesota Taxpayers' Association, Andover is the third lowest taxed City in the metropolitan area. The only issue appears to be the full-time forester, which does not affect the proposed 1999 budget. That will be discussed in the future. Ms. McGann stated the budget reflects a seven percent tax increase. Motion by Orttel, Seconded by Knight, that the Council approve the budget as presented with the corrections and amendments made this evening. Motion carried on a 3-Yes, 2-Absent (Dehn, Kunza) vote. 1999 PROPOSED EQUIPMENT CERTIFICATE Ms. McGann explained Staff formed a vehicle committee and reviewed all of the proposals for new equipment in the City. In 1995 when the City was issuing the last certificate, the Council agreed they did not want to pay any more principal and interest payments to increase the general obligation debt. Based on that, she calculated an equipment certificate issue in September or October, 1999, will be about $890,000. Ms. McGann and the Department representatives reviewed the equipment requests for Public Works and the Fire Department, which were listed in priority order. The total request comes to $1.6 million. The Council discussed the requests as well as the list of equipment requests that were rejected by the vehicle committee. Mr. Stone noted a striping machine should be added to the list. Councilmember Orttel suggested the amount of the certificate could be factored for inflation since 1995. He also felt the certificate should follow the tax capacity. His only concern with the list was the $330,000 for the fire truck. He was also concerned with not getting behind in the replacement and addition of needed equipment. Ms. McGann noted the fire truck is over a 25-year span; whereas most of the other items are on a 10-year plan. No assumption has been made for replacement costs. It is a five-year equipment certificate. She can recalculate the amount of the certificate to account for inflation and increased tax capacity and meet with the vehicle committee again. The Council may also want to issue the certificate now because of the low interest rates. Now the City can get . . .. I Andover Special City Council Meeting Minutes - November 24, 1998 Page 6 (1999 Proposed Equipment Certificate, Continued) 3.5 to 4 percent interest; whereas it could be 5.5 percent by next fall. She will bring this item back to the Council at a regular meeting. The Council recessed at 9:20; reconvened at 9:30 p.m. (Councilmember Orttel absent) PARK AND RECREATION COMMISSION ISSUES Chairperson Grabowski felt that most of their issues have already been addressed by the Council. He has received a survey done by the City of Lakeville on the requirements for park dedication and trail fees by various growing cities. He will provide copies for the Council along with the new ordinance on park dedication fees just passed by Lakeville. In addition, he noted that the City of Mounds View has developed a Corridor Plan for trails along major thoroughfares. The when a development comes in, the developer pays for the trail along those roads. Mr. Erickson stated it is important that it be justified so it is not an impact fee. He will look into Mounds View's program and discuss it with the City Attorney. Councilmember Knight again encouraged the Park Board and Staff to research the programs of bonding for open spaces to preserve green space in the City. He felt open spaces is getting to be a big issue with the residents. Motion by KlÚght, Seconded by McKelvey, to adjourn. Motion carried on a 2- Yes, 3-Absent (Dehn, Kunza, Orttel) vote. The meeting adjourned at 9:45 p.m. Respectfully submitted, ~~~¿ Recording Secretary - ~ -. _. 4 ~ . - ~ -